How do I use Cost Centres for billing?

Cost Centres are retrieved whenever a transaction is created and added as additional information to the transaction in subledger exports.

The Funder can have up to two Cost Centre settings, for GL Bank and GL Receivables. Whenever transactions require these accounts, the Cost Centres will be used for the relevant entries.

The Client can have a single Cost Centre setting for all other entries, though it can be overridden at the Service, Visit, and Client Billing Premium levels.

Finally, if any Cost Centre has override settings at the system level (set by GL Account Number), then any entries with that GL Account Number will use the Cost Centre override.

⚠ Cost Centres can be set for one or both of the Funder's settings, just at the Client level, or just on a single Service, Visit, or Client Billing Premium. If no Cost Centre applies, there will be none attached to the transaction. ⚠

Add a Cost Centre to a Client

1. Go to Client Profile>Demographics>General.

2. Make a selection in the Cost Centre dropdown.

3. Click Save Client.

Add a Cost Centre for a Service

1. In the Service dialogue, select a Cost Centre.

2. Click Save.

Add a Cost Centre for a Visit

 1. In Visit>Accounting, select a Client Cost Centre.

2. Click Update Visit.

Add a Cost Centre to a Client Billing Premium

1. In the Client Billing Premium Edit dialogue, select a Cost Centre.

2. Click Save.

Add Cost Centres to a Funder

1. In the Funder dialogue, add Cost Centres for GL Bank and GL Receivables.

2. Click Save.

Cost Centres in the Subledger

When Transactions are created, the Cost Centre will be recorded as an attribute wherever possible (for reporting purposes). If no Cost Centre is applicable according to any of the given settings, the Subledger entry will have no Cost Centre.

Transaction	Origin	Cost Centre Rule
Credit Notes	Manually entered	Takes the CC from the invoice item being credited for the Debit Takes the GL Receivables Cost Centre for the Credit
Custom AR Credit	Manually entered	Takes the GL Receivables Cost Centre for the Credit Considers the other Debit Account that was selected - if Revenue/Liability takes from the Client; If Bank - Takes from Funder; All else can be left blank
Custom AR Debit	Manually entered	Takes the GL Receivables Cost Centre for the Debit Considers the other Credit Account that was selected - if Revenue/Liability takes from the Client; If Bank - Takes from Funder; All else can be left blank
Debit Notes	Manually entered	Takes the CC from the invoice item being debited for the Credit Takes the GL Receivables Cost Centre for the Debit
HCP Claim or HCP ITF **	Created via Budget & Invoicing	Takes CC of the Client for Revenue & Liability Takes the GL Receivables Cost Centre
Payments	Manually entered	Takes the GL Bank Cost Centre Takes the GL Receivables Cost Centre
Sales	Generated via Invoice Creation	Takes the CC from above rules for Client to determine the CC on the Revenue & Liabilities Takes the GL Receivables Cost Centre
Voids	Manually entered	Takes the CC from the invoice item being voided for the Debit Takes the GL Receivables Cost Centre for the Credit
Write-Offs	Manually entered	Takes the Cost Centre from the Client where the client is found for the invoice. If client cannot be located for the Invoice, then leave blank. Takes the GL Receivables Cost Centre for the Credit

Learn more

• How do I set up/edit/disable Cost Centres and Cost Centre Overrides?