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Managing Cost Centers

Managing Cost Centers: an operating units that are used to control business processes and related expenses.

Overview

A cost center is an operating unit that is used to control business processes and related expenses. A Cost Center is a department within an organization to which costs can be allocated. Besides, cost centers are used for creating cost plans and monitoring them in the course of a business year.

Cost centers structure their organization according to commercial aspects. Cost centers are used for creating cost plans and monitoring them in the course of a business year. The structure of cost centers is flat, which means that no hierarchy can be formed.

Assignment to organizational units can later be used to give the users different permissions for managing the stored data. User permissions are defined by the roles that are assigned to them individually, so the permissions are granted to or withdrawn from a role.

The structure of cost centers is flat, which means that no hierarchy can be formed. Cost centers are defined according to functional requirements, physical location, or responsibility for costs.
Cost centers are managed as a list. The Global cost center is generated during the installation and cannot be deleted. Please note that configuration items that are not explicitly assigned to any cost center belong to the Global cost center.

Cost centers are managed in Master Data application → Organizational Structure → Cost Centers page: 

new_cost_center.png

Creating Cost Center manually

To create a Cost Center:

  1. Go to Matrix42 Software Asset and Service Management → Master Data application.
  2. In the navigation area, click Organization Structure  Cost Centers.
  3. On the toolbar, click Add Cost Center. A properties dialog opens.
  4. Enter detailed information about the location.
  5. Click Done to save and close.

General

  • Name: name of the cost center;
  • Valid From/Valid Until: if the cost center will be used for a limited time only, enter the validity period here. Otherwise, leave the fields blank.
  • Cost Center Number: number of the cost center;
  • Cost Center Type: whereas departmental cost centers are usually fixed components of the organizational structure, project cost centers are used for a specific purpose and for a limited time.
  • Abbreviation: abbreviation that your company uses for the cost center;
  • Status: the Inactive status is used, for example, for former cost centers that are no longer used;
  • Description: additional information about the cost center;
  • Organizational Unit: if you create a new cost center, you can link the configuration item to the respective organizational unit;
  • Responsibility: primary decider and other Delegated Decision Makers for approval processes, for which this cost center is financially responsible.

Services

Displays bookings from provisioning workflows.

Notes

Comments and notes of a general nature. You can edit these entries later.

Import Cost Centers 

To import a Cost Center:

  1. Go to Matrix42 Software Asset and Service Management → Master Data application.
  2. In the navigation area, click Organization Structure   Cost Centers.
  3. On the toolbar, click Import  Cost Center. The Quick Import wizard opens.
  4. Follow the instructions.

Quick import definition includes the same steps and data processing sequence as any other standard import definition. The main difference consists in the pre-defined source file structure and pre-configured mapping rules for the Quick Import definition.

Common rules to consider when editing the Import Template file:

  • Culture context of the data: when entering the text, consider the language specified in the quick import settings.
  • Not specified or ambiguous values: if no or more than one matching values are found, the value that is specified in the data source file is not saved to the system database.
  • Import processing details: a detailed report of the import processing stages is available in the Import Log Files section of the Administration application.

Explanation of the Import Template 

Field Name Explanation Maximum Character Length

Number

Required: this information is a key field, which means that it is used by the import process to determine whether to create a data set or whether to update the existing, matching data set.

50

Abbreviation

Alphanumeric string for the abbreviation of a cost center.

100

Name

Required: alphanumeric string for the name of a cost center.

100

Type

Specify one of the default Cost Center type options:

  • Department (default)
  • Group
  • Process
  • Project
  • Service

 

Description

Alphanumeric string for the description of a Cost Center.

1000

Status

Status of the Cost Center. Possible options:

  • Inactive: Cost Center is imported with status "Inactive";
  • Active (default): is assigned automatically if no value is specified or the entered value was not found (does not exist in the database). 

 

Valid from Date starting from which a Cost Center information is valid.  
Valid until Date until which a Cost Center information is valid.   
Org.Unit

Possible options:

  • specified: enter the existing organizational unit abbreviation or ID. The assigned organizational unit must already exist in the system.  For example, an organizational unit with the name "Office 1" is assigned using its abbreviation: OFF1.
  • not set: the default organizational unit is assigned. For example, Global.
 
Manager

The Decision Maker of the Cost Center. According to the pre-configured mapping rules, use the following data template:

  • Last name, First name
  • Example: Miller, Maria
 

Cost Centers Import Example 

The given example is a filled out template imported for the English (United States) [es_US] culture context of the data:

import_cost_centers_template.png

Successfully completed Cost Centers Import results in the following records in the Organization Structure section:

import_cost_centers_ui_example.png

Imports completed with partial success have detailed Import Log with errors and error reasons description, for instance, Emily Escott (see the import template) was not assigned as the Manager of the Administration Cost Center because there are two Persons in the system with the same first name and last name:  

cost_center_import_log.png

A detailed report is also available in the Import Log Files section of the Administration application.

Actions

The following actions are available for the Cost Centers:

  • Import Cost Centers: import the list of cost centers from MS Excel by using the predefined import sequence and template;
  • License Inventory: Generate the License Inventory report;
  • Generic actions: