Cost Centres and Project Codes

Kurt Lingohr -

Every time a user makes a new booking, they are prompted for a Cost Centre code. Capturing cost centre codes is especially handy if you are using Charge Out - i.e. recovering costs from the driver's cost centre for their booking(s).

You'll quickly discover that, as the cost centre code is a free-text field, users can be very creative in terms of what they enter for a cost centre code.

As of version 4.12, it is now possible to upload your master list of "official" cost centre codes. With this master list in place, users are then forced to enter a correct code, as the booking validation will check the code entered is a legal and valid one.

 

A Quick Word about Project Codes

As of version 4.12 we now have a child field of Cost Centre code, being Project Code. Think of project code as being a sub-cost centre code, or a Fund Code. The idea is there are a bunch of project codes that sit underneath each cost centre code. 

If you prefer the terminology Fund Code instead of Project Code, it is easy to change:

  1. Go to Sysadmin menu > Application Settings
  2. Ctrl-F (find) in the page the text "'Project Code' field should be called'
  3. Type in what you would like to call this field.
  4. Scroll down to the bottom of the page and click 'Save'

Project codes are not mandatory. If you wish to capture Project code on the booking form underneath Cost Centre code, you will need to enable it from the Application Settings page:

  1. Go to Sysadmin menu > Application Settings
  2. Ctrl-F (find) in the page the text "Booking form - project code field"
  3. Select an option - "Visible, Mandatory" or "Visible, Not Mandatory"
  4. Scroll down to the bottom of the page and click 'Save'

 

Step 1. Uploading Your Cost Centre List

  1. From the System Admin main menu, click the 'Cost Centres' link under the heading 'Uploaders'.
  2. Follow the instructions on screen to download a template and populate that template with your data. You'll need to 'Save As' in Excel, choosing CSV format.
  3. Open that CSV file in, say Notepad and copy all by pressing Ctrl-A, Ctrl-C.
  4. Paste the CSV data into the Cost Centres page where indicated.
  5. Click the 'Import' button and your list will be slurped into PoolCar.

You can repeat this process every time you have a new list to upload. 

 

Step 2. Telling PoolCar to use this List

Once your official list has been imported, we then need to instruct PoolCar to use this list wherever cost centres are required.

To enable this setting:

  1. Go to Sysadmin menu > Application Settings
  2. Ctrl-F (find) in the page the text "Cost centre data". The full text should read "Cost centre data should be sourced from reference table?"
  3. Set this field to Yes.
  4. Scroll down to the bottom of the page and click 'Save'

 

Step 3. Test

That's it! Now try making a New Booking and start typing some text in the Cost Centre field. A list of possible matches should appear (based on what characters you have typed in).

 

 

 

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