Access and view transactions in the T-Account viewer

Cost centres are included in the posted batch reports and may be printed for selected batches and / or documents (on the Action ribbon) from the following options:

Batch entry - Posted batches tab. 

Debtor / Creditor from Documents and Transaction tabs.

Edit / change Cost centre budgets 

Budget figures are entered and edited in Accounts (Action ribbon). Once budget figures are entered and / or edited, you may also change or re-allocate the budget figures in the “T-Account viewer”.  

To change / reallocate budget figures for cost centres:

1.On the Reports ribbon, select “Ledger analyser 1” or  “Ledger analyser 2.

2.Select the “Trial balance, Income statement, Balance sheet” or “Standard column balances” report type.

3.Tick the “Budget” option. 

4.Click on the Report button. 

cost-centre-budget-A1

5.Select the account and right-click on the selected account (e.g. “Fuel and oil”). 

6.Click on the “Show details” context menu.

cost-centre-budget-change-cost-centre-B1

You may click on the Print button to print the budget figures in the T-Account viewer. 

The Batch number is displayed as 0 if the “Budget” option is selected.

7.In the “T-Account viewer” for the selected transaction, right-click on “CostGroup1” and select “Cost centre B1”. 

8.The "Set reporting group 1” confirmation message will be displayed. 

9.Click on the Yes button to proceed. 

10.The budget will be changed from “Cost centre A1” to “Cost centre B1”. 

11.Click on the OK button. The budget, for the selected periods in the “T-Account-viewer” for the Fuel and oil expense account for “Cost centre A1”, will be cleared. 

12.Repeat the process for each budget in the list. 

13.Click Cancel to close “T-Account-viewer” screen. 

Edit / change Cost centre transactions 

Once transactions have been posted, and an incorrect cost centre has been selected, you may change the cost centre.

It is not necessary to reverse or cancel a posted batch to change the cost centre, if:

Transaction(s) is not allocated to a cost centre. 

Transaction(s) is allocated to an incorrect cost centre. 

For example, a payment of 120,00 for Petrol is allocated to the “Fuel and oil” expense account “G210-010” and allocated to “Cost centre A1”. The 120,00 expense for “Fuel and oil” is included in all the reports for “Cost centre A1”. 

The allocation to the “Cost centre A1” is incorrect and need to be re-allocated to “Cost centre B1”. 

To change transactions for cost centres:

1.On the Reports ribbon, select “Ledger analyser 1” or  “Ledger analyser 2. 

cost-centre-expenses-change-cost-centre-A1

2.Select the account and right-click on the selected account (e.g. “Fuel and oil”). 

3.Click on the “Show details” context menu. 

4.In the “T-Account viewer” for the selected transaction, right-click on “CostGroup1” and select “Cost centre B1”. 

cost-centre-expenses-change-cost-centre-B1

You may click on the Print button to print the transactions in the T-Account viewer. 

The Batch number is displayed as 0 if the “Budget” option is selected.

5.TheThe "Set reporting group 1” confirmation message will be displayed. 

6.Click on the Yes button to proceed. 

7.The balancing entry for the selected transaction will be listed. Both the transaction as well as the balancing entry will be changed from “Cost centre A1” to “Cost centre B1”.

cost-centre-expenses-change-cost-centre-view

8.Click on the OK button. the transactions in the “T-Account-viewer” for the Fuel and oil expense account for “Cost centre A1”, will be cleared. 

9.Click Cancel to close “T-Account-viewer” screen. 

In this example, as this is an Expense account, the net profit for both the cost centres will be changed, e.g.:

“Cost centre A1” - Net profit from 1 230,00 to 1 350,00 (Increase of 120,00) 

“Cost centre B1” - Net profit from 4 500,00 to 4 380,00 (Decrease of 120,00)