4.3 Cost Centres

Choose Cost Centres under the Payroll menu or type in the keyboard command equivalent, <cmd-K>, to access the Cost Centres Dialog window.


4.3.1 Purpose

A Cost Centre is a 4 digit alpha-numeric identifier which may be used in various ways. In the case of a company which has several branch offices with all payroll being paid out of the head office, cost centres are used to distinguish between the different branch offices. In the case of a company with only one office having several expense centres, cost centres are used to keep track of payroll expenses by expense centre for general ledger purposes. This provides greater flexibility in arranging the various payroll reports. A minimum of one (1) cost centre is required.


4.3.2 Adding a Cost Centre

After having called up the Cost Centres Dialog window as per the instructions above, choose New under the File menu or type in the keyboard command equivalent, <cmd-N>.


New Cost Centre Image
Figure 4.3.2.1 -- New Cost Centre Dialog



Complete the New Cost Centre dialog box as follows:

a) CC No

Enter 4 digit alpha-numeric Cost Centre identifier you wish to use.

b) Province

The default value for this field is 'AB'. If you wish to change to another province, click anywhere in this field and select the appropriate province designation.

c) Pay periods/year

The default value for this field is '52'. A minimum value of 1 and a maximum value of 52 is allowed in this field.

d) Name

Enter name of Cost Centre. This name is used for payroll reporting purposes.

e) Standard Paycodes

Any paycodes entered in this scrolling window will automatically be used for all new employees added for the cost centre. To add a paycode click <Insert>. You will then be prompted to add a valid paycode in the range of 1 to 98. Click <OK> to add the paycode. Continue entering paycode numbers until all desired paycodes have been added. Once all paycodes have been added, press <Enter> or click <Cancel> or <OK> to return to the New Cost Centre window. If the paycode has not previously been set up, you will need to add the paycode before adding it to the cost centre, as per section 4.4 Paycodes.


Completed Cost Centre Dialog
Figure 4.3.2.2 -- Completed Cost Centre Dialog



In order to edit a value in a field of the New Cost Centre dialog window, either <Tab> to or click on the appropriate field and make the desired changes. In order to remove any one of the paycodes, click <Remove> and enter the paycode number to be removed from the paycodes for the Cost Centre. If you wish to clear all paycodes from the Cost Centre, click <Clear>. If you wish to add additional paycodes, click <Insert> as indicated above. Click <OK> to save the new cost centre.

The cost centre number and name will now appear in the Cost Centres window. If you wish to add additonal new cost centres repeat the above steps. Once all new cost centres have been added, press <Enter> or click <Cancel> or <OK> to return to the Cost Centres window.

To exit from the Cost Centres window click in the box in the upper left corner of the window or use the keyboard shortcut <cmd-W>.


4.3.3 Editing an Existing Cost Centre

Either tab to or click on the field you wish to edit. In order to remove any one of paycodes, click <Remove> and enter the paycode number to be removed from the paycodes for the Cost Centre. If you wish to clear all paycodes from the Cost Centre, click <Clear>. If you wish to add additional paycodes, click <Insert> and add as indicated above. Once the Cost Centre has been edited to your satisfaction, click <OK>. The Edit Cost Centre window will close and you will be returned to the Cost Centres window.

To exit from the Cost Centres window click in the small box in the upper left corner of the window or use the keyboard shortcut <cmd-W>.


4.3.4 Deleting an Existing Cost Centre

Choose Cost Centres under the Payroll menu or type in the keyboard command equivalent, <cmd-K> to access the Cost Centres dialog window.

Note: if a cost centre is deleted and a listing is being prepared, organized by cost centre for all cost centres, the data associated with the deleted centre will not be included. Inaccuracies in reporting will therefore occur.

Hold down the <Option> key and double-click on the name of the cost centre that you want to delete to call up the Edit Cost Centre dialog. To delete the cost centre, click on the <Delete> button. You will be prompted to confirm that you want to complete this operation. Click <Delete> to go ahead, or <Cancel> to abort.