Cost Centre Mapping Configuration

Cost Centre Mapping in Humanforce Cloud is a flexible feature that allows organisations to allocate cost centre codes across various levels, such as locations, departments, and roles. It ensures payroll transactions align with General Ledger requirements, even when employees work outside their default cost centres.

This feature is essential for organisations managing complex payroll structures and ensuring accurate financial reporting.

Refer also to the What are Cost Centres? article.

Enabling Access

Access to the Cost Centre Mapping configuration page and the permission to Add/Edit are controlled by the following permissions. These are the same permissions that granted access to the Backoffice Cost Centre Mapping.

1. In Humanforce Cloud, go to Admin > Security Config > Access Levels
2. For the relevant Access Level row, click Edit
3. Click on the Permissions tab
4. Search for Cost Centre
5. Find the permissions under Maintenance Screens
   • For Read only access, select Cost Centre Mapping
   • For Edit access, select Allow editing
6. After making your selection, click Apply Changes

Accessing Cost Centre Mapping

The Cost Centre Mapping configuration page can be accessed via Admin > Award Config > Cost Centre Mapping.

The main Cost Centre Mapping page displays all existing Cost Centre Mappings and offers the following:

• Status - whether the Mapping is Active or Inactive
• Name - the Name assigned to the Mapping
• Export Code - the Export Code assigned to the Mapping
• Scope - the Scope(s) assigned to the mapping, in the order in which they are assigned.
• Search - ability to filter the records displayed by entering a Name or Export Code
• Show Inactive Mappings toggle - by default, inactive mappings are excluded.

Creating and editing a Cost Centre Mapping record

Creating a new Cost Centre Mapping record

1. From the main Cost Centre Mapping screen, click the + Add Mapping button (will only be visible if you have the required edit permissions).
2. On the Add Mapping window, enter a Name for the new Mapping.
3. Enter a unique Export Code for the Mapping (must be unique across all records, including inactive ones).
4. Select the required Scope(s) by clicking the corresponding scope buttons.
   • You can select up to 7 scopes*
   • At least one scope is required to proceed.
   • Selecting four or more scopes may result in significant load times.
5. The selected scopes will be displayed below the scope buttons.
6. If necessary, drag and drop the scopes into the desired order. The order affects how the cost centres will be applied later.
7. Click the Reset button to clear all scopes.
8. Once all required fields are completed, click Assign Cost Centres to proceed to the next step.
   

   

*The page supports up to seven (7) scopes to maintain optimal performance. Use Cost Centre Mapping Import via Integration Central if you require larger scopes. Where more than seven scope are configured  via IC, they will not be able to be edited via the web interface.

Editing an existing Cost Centre Mapping record

1. From the main Cost Centre Mapping screen, click the edit icon next to the entry you wish to modify.
2. In the Edit Mapping window, you can update the Name and Export Code fields as needed.

3. If any changes are made to the Scopes (such as adding, removing, or reordering the selected scopes), clicking the Assign Cost Centres button will trigger a warning. This warning indicates that all existing cost centre mappings will be deleted due to the scope changes. Specifically, this will occur when:

   • Adding new scopes

   • Removing selected scopes

   • Reordering the scopes
     
     

4. Once you click Assign Cost Centres, the system will display the Assign Cost Centres window. If changes had been made to the Scopes, all previously assigned Cost Centres will be removed as stated in the warning.
   
   • Exception: If scope changes are made but then reverted back to the original selection before clicking Assign Cost Centres, the cost centre mappings will not be deleted, despite the warning still being visible. In this case, no net change means no loss of previously mapped Cost Centres.
5. To discard any changes and return to the main Cost Centre Mapping page without affecting the existing mapping, click Cancel.
   

Assign Cost Centres window

Clicking the Assign Cost Centres button from either the Add Mapping or Edit Mapping window will open the Assign Cost Centres window.

Cost Centres are assigned only to child records. Child records refer to the records at the lowest level of the selected scopes. For example, if the selected scopes are Location → Department → Role, the child records would be the individual Roles, with the parents being Location and Department.

• Parent records are indicated by an arrow icon next to the name, while child records do not have this icon.

The Assign Cost Centres window includes:

• All details entered in the previous window, shown at the top of the page.
• A Mapping section that displays a tree view of all records based on the selected scopes, arranged in the same order.
• A Cost Centres section, which shows the Cost Centres currently assigned to the loaded records.
  • Upon loading, only the assigned Cost Centres will be visible in this section
  • After load, if a cost centre is added but not used, it will remain visible in this section until deleted or the window is closed.
    

    

Expanding, Selecting and Deselecting records

• To expand a parent record, click anywhere on the parent row except the checkbox.
• Clicking the checkbox for a parent record will automatically select all child records under that parent.
• To select a specific child record, click anywhere on that child record's row.
• You can select multiple records at any level.
• Use the Select all button to select all records displayed in the Mapping section. Please note that if a large number of Cost Centres are already assigned in the dataset, this action may take some time to complete.
• The Deselect button allows you to deselect any selected records from the Mapping section. It also displays a count of the selected child records only.

Creating and Assigning Cost Centres

Once the Assign Cost Centres button is clicked, the Assign Cost Centres window will be displayed.

In this window, Cost Centres can be created and assigned in a number of ways:

Select, Create and Assign Cost Centres

1. From the Mapping section, select the scope record(s) you wish to assign a new cost centre to.
2. Click Actions
3. Click Add Cost Centre
4. Enter the required unique Cost Centre name and click the tick icon.
5. The new Cost Centre will be immediately assigned to the selected scope records.
6. A blue dot will be added to parent records that have at least one child record with a Cost Centre assigned.
   

Create only

1. Click Actions
2. Click Add Cost Centre
3. Enter the required unique Cost Centre name
4. Click the tick.
5. This will create the new cost centre ready to assign.
   

Assign existing Cost Centres to selected records

Where the Cost Centre you wish to assign already exists and is visible in the Cost Centres section, then:

1. From the Mapping section, select the records you wish to assign the cost centre to using the checkboxes against the scope records.
2. Click the existing Cost Centre button from the Cost Centres section
3. The Cost Centre will be assigned to the selected records.
4. A blue dot will be added to parent records that have at least one child record with a Cost Centre assigned.
   

Reassigning a Cost Centre

• If you select one or more child records that already have a Cost Centre assigned, and then click an existing Cost Centre, the selected records will immediately have their current Cost Centre replaced by the one you selected.

• If you select one or more child records with an existing Cost Centre and create a new Cost Centre, a prompt will appear asking if you want to assign the new Cost Centre to the selected records.

  • Clicking Not Now will create the new Cost Centre without assigning it to the selected records.
  • Clicking Assign to selected will apply the new Cost Centre to the selected records.
    

Unassigning Cost Centres

The Unassign button displays a counter indicating the number of selected child records with an assigned Cost Centre.

To remove a Cost Centre from one or more child records:

1. Select the child records you wish to unassign the cost centre from.
2. Click the Unassign button.

Only the selected records will have their Cost Centres removed.

Saving changes

After making any changes to the Cost Centres, click Save to submit the changes. You will then be returned to the main Cost Centres page.

Please note that Renaming and Deleting actions are applied immediately and do not require you to click Save for them to take effect.

Renaming Cost Centres

To rename a Cost Centre, click the meatballs icon (three dots) on the Cost Centre button and select Rename.

• If the Cost Centre is not assigned to any records, the name will be updated immediately.
• If the Cost Centre is assigned to any records (whether those records are selected or not), clicking the checkmark to submit the rename action will prompt a message indicating that the Cost Centre is in use. All existing mappings will be renamed.

To proceed, click Confirm, and the Cost Centre will be renamed on all records where it is currently assigned.

Deleting Cost Centres

To delete a Cost Centre, click the meatballs icon (three dots) on the Cost Centre button and select Delete.

• If the Cost Centre is not assigned to any records, it will be deleted immediately.
• If the Cost Centre is assigned to any records (whether those records are selected or not), clicking the checkmark to submit the deletion will display a message indicating that the Cost Centre is in use. All existing mappings will be deleted.

To proceed, click Confirm, and the Cost Centre will be removed from all records where it is currently assigned. This action does not require Save to be clicked for it to be actioned.

Clear Unused Cost Centres

If there are many Cost Centres listed but not in use, you can clear them by clicking Actions, then selecting Clear Unused. A popup will display, listing the Cost Centres that will be removed.

To proceed, click Confirm, and the unused Cost Centres will be removed from the list.

Additional Information

Tips

Processing may take longer when working with large datasets or a high number (thousands) of assigned Cost Centres. If a longer wait time is anticipated during certain actions, an onscreen message will notify you.

Selecting four or more scopes can also result in longer load times.

Next Steps

• For information on importing cost centres through Integration Central, refer to the How do I set up a Cost Centre Mapping Import through Integration Central? article.
• Ensure your payroll exports are set up to include cost centres. Please log a support ticket if you require assistance with this configuration.