Direct Check Entry - Cost Center Information

If the cost center feature is enabled in the Enterprise Installation screen, Spectrum will prompt for a direct check cost center in the heading portion of the Direct Check Entry screen. This cost center will be used as a default during the entry. A Cost center field is provided on each detail line for expense distribution. As the cost center is recorded, Spectrum compares the bank 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 cost center is not allowed.

At the Payee field, a window is provided to search for vendors, customers, and employees. The window will display only those vendors, customers, or employees that the operator is authorized to access.

In the detail portion of the screen, Spectrum will verify authorization for the G/L account code 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. Spectrum provides a cost center on each detail distribution line, defaulting to the cost center specified in the heading of the screen. Spectrum verifies that the operator is authorized to assign the cost center. In addition, Spectrum verifies that the cost center is valid for the G/L account code of the detail line.

In the detail portion of the screen, for direct job cost lines, Spectrum will verify the job and phase code of a direct check line are permitted. Spectrum will first ensure that the operator has permission for the cost center specified in the phase file, if applicable. Entry of that phase will not be permitted if the cost center in the phase file is disallowed. If the cost center is not specified in the phase file, the cost center assigned to the job will be assigned, provided that the operator has permission for the cost center. Spectrum also ensures that the cost center assigned to the line based on the job or phase is valid for the G/L account code specified on that line. Entry of that job will not be permitted if the cost centers in both the job and phase files are disallowed. The Cost center field will display only from the job (or phase) and cannot be modified by the user.

The cost center for non-direct cost G/L account lines will allow entry. The cost center must be valid for the operator (non-job override) and for the G/L account.

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 direct job cost 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 ‘Job’ override cost centers in the operator’s assigned scheme; if the cost center is not included, then the direct check entry line will not be allowed.

When the operator’s scheme includes override settings for ‘Non-job’ entries in Cost Center Scheme Maintenance, this screen will validate the cost center assigned to non-direct 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 ‘Non-job’ override cost centers in the operator’s assigned scheme; if the cost center is not included, then that cost center will not be allowed on the detail line.