Customer Recurring Invoices - Cost Center Information

If the cost center feature is enabled in the Enterprise Installation screen, Spectrum performs a series of cost center validations during Recurring Invoice Entry.

Spectrum will allow the operator to add a recurring invoice for a customer only if the operator has permission to access that customer’s information. Spectrum compares the customer’s list of shared cost centers with cost centers in the operator’s assigned scheme; if there are no common cost centers, then invoice entry for that customer will be disallowed.

When the operator’s scheme includes override settings for ‘Job’ entries in Cost Center Scheme Maintenance, this screen will validate the cost center assigned to the job based on these overrides. The override cost center(s) supersede the cost center list defined for the scheme in general. Spectrum will compare the cost center assigned to the job with ‘Job’ override cost centers in the operator’s assigned scheme; if the cost center is not included, then entry for that job will not be allowed.

Spectrum will also verify that the operator has authorization for the contract. Spectrum compares the contract’s cost center with cost centers in the operator’s assigned scheme; if the cost center assigned to the contract is not present, then that entry for that contract will not be allowed.

When the operator’s scheme includes override settings for ‘Contract’ entries in Cost Center Scheme Maintenance, this screen will validate the cost center assigned to the contract based on these overrides. The override cost center(s) supersede the cost center list defined for the scheme in general. Spectrum will compare the cost center assigned to the contract with ‘Contract’ override cost centers in the operator’s assigned scheme; if the cost center is not included, then entry for that contract will not be allowed.

Spectrum will prompt for an invoice cost center on the main screen of Recurring Invoice Entry if the invoice is not for a job. This cost center will be used as a default during the entry, as well as for selection and reporting purposes following the update. As the cost center is recorded, Spectrum compares the customer’s list of shared cost centers with cost centers in the operator’s assigned scheme; if there are no common cost centers, then that cost center is not allowed. For job invoices, the cost center assigned to the job is displayed and no changes are allowed.

  • At the A/R G/L account code field, Spectrum will allow entry of a G/L account code only if the operator entering the G/L account has permission to assign that code. Spectrum compares the G/L account’s list of shared cost centers with cost centers in the operator’s assigned scheme; if there are no common cost centers, then that G/L account cannot be assigned.

  • At the Cost center field in the Recurring Invoice Detail portion of the screen, for job invoices, Spectrum will display the cost center of the job and no changes will be allowed. At the Cost center field in the Recurring Invoice Detail portion of the screen, for non-job invoices, Spectrum will default the cost center specified in the invoice header. The operator will be allowed to change the cost center to another authorized cost center when it defaults from the contract or equipment.

  • At the G/L account field in the Invoice Detail portion of the screen, Spectrum will verify the cost center assigned to the G/L account coed by comparing the entry to the list of allowed cost centers for that G/L account. Spectrum compares the G/L account’s list of shared cost centers with cost centers in the operator’s assigned scheme; if there are no common cost centers, then that G/L account code is not allowed. Validation is also performed if the operator attempts to change or delete an existing distribution line. In addition, the cost center assigned to the detail line must be valid for the G/L account code assigned to that line.

  • At the Equipment code field in the Invoice Detail portion of the screen, Spectrum will verify that the equipment code is permitted. Spectrum will automatically assign the cost center of the equipment to the detail line, provided that the operator has permission for that cost center. Spectrum also ensures that the cost center assigned to the line based on the equipment is valid for the G/L account code specified on that line. Entry of that equipment code will not be permitted if the cost center in the equipment file is disallowed.

When the operator’s scheme includes override settings for ‘Equipment’ entries in Cost Center Scheme Maintenance, this screen will validate the cost center assigned to equipment detail lines based on these overrides. The override cost center(s) supersede the cost center list defined for the scheme in general. Spectrum will compare the cost center assigned in the entry screen detail with ‘Equipment’ override cost centers in the operator’s assigned scheme; if the cost center is not included, then the invoice entry line will not be allowed.

When the Allow G/L account overrides by cost center checkbox is selected on the Enterprise Installation screen, Spectrum will assign Accounts Receivable trade General Ledger account, by cost center based on a list of override G/L accounts in the respective Accounts Receivable Installation > Override window.