Account > Cost Centers Cost centers | Receipt rules | Time entry rules Administrators can establish Cost centers and assign receipts and time entries to them for accounting and reporting purposes. Cost centers can be associated with clients, projects, tasks, services, time types, expense items, and users. Cost centers are first created, then the rules are set that govern how receipts and time are assigned to the centers. COST CENTERS The first step in the process is to create Cost centers. Account > Create a new Cost center 1. Click on the Account tab. 2. Click on the "Create..." drop-down menu and select "Cost center." 3. Enter the name of the cost center and any appropriate notes. 4. Uncheck the "Active cost center" box only if you do not want the cost center to be active. 5. Click on "Save." Account > Modify a Cost center 1. Click on the Account tab. 2. Click on the "Cost centers" link. 3. Click on the name of the Cost center you want to change. 4. Make your changes in the "Edit" dialog box. 5. Click on "Save." Account > Delete a Cost center 1. Click on the Account tab. 2. Click on the "Cost center" link. 3. Click on the name of the cost center you want to delete. 4. Click on the "Delete" button in the "Edit" dialog box. Note: You cannot delete a Cost center if it has certain transactions associated with it (and the "Delete" button will not show up on the bottom of the "Edit" dialog box). RECEIPT RULES The next step is to create the rules that determine the cost center to which receipts within an expense envelope are assigned. When a receipt is saved, OpenAir looks through the Selected Items in the order listed until it finds an Item with an associated Cost center. If none of the Items has an associated Cost center, no Cost center is assigned. To create a Receipt rule: 1. Click on the Account sub-tab from within any module tab. 2. Click on "Cost centers" under the "Account data" section. 3. Click on the "Receipt rules" link (if you are not already in this section). 4. Select the appropriate Items from the "Available Items" list. 5. Using the blue arrow keys on the right of the form, arrange the Selected Items in the order in which you want OpenAir to check for Cost centers. 6. Click "Save." Note: Once an Item is selected a "Cost center" field is added to the form for that Item. You will need to associate each Item you selected with its appropriate Cost center by editing these Items individually. Information on editing the relevant Items is available at: Client | Project | Task | Expense | User To modify a Receipt rule: 1. Click on the Account sub-tab from within any module tab. 2. Click on "Cost centers" under the "Account data" section. 3. Click on the "Receipt rules" link (if you are not already in this section). 4. Add, remove, or reorder Items in the "Selected Items" list. 5. Click "Save." TIME ENTRY RULES The next step is to create the rules that determine the cost center to which time entries are assigned. When a time entry is saved, OpenAir looks through the Selected Items in order until it finds an Item with an associated Cost center. If none of the Items has an associated Cost center, none is assigned. To create Time entry rules: 1. Click on the Account sub-tab from within any module tab. 2. Click on "Cost centers" under the "Account data" section. 3. Click on the "Time entry rules" link (if you are not already in this section). 4. Select the appropriate Items from the "Available Items" list. 5. Using the blue arrow keys on the right of the form, arrange the Selected Items in the order in which you want OpenAir to check for Cost centers. 6. Click "Save." Note: Once an Item is selected a "Cost center" field is added to the form for that Item. You will need to associate each Item you selected with its appropriate Cost center by editing these Items individually. Information on editing the relevant Items is available at: Client | Project | Task | Service | Time type | User To modify Time entry rules: 1. Click on the Account sub-tab from within any module tab. 2. Click on "Cost centers" under the "Account data" section. 3. Click on the "Time entry rules" link (if you are not already in this section). 4. Add, remove, or reorder Items in the "Selected Items" list. 5. Click "Save."