Locking a cost centre

When looking to lock a cost centre

When reviewing cost centres that you wish to no longer use and lock the following will assist in completing the Cost Centre Locking Checklist. (PDF 161KB)

  • Review School Overview Report for
    • Summary by Fund View

Open 'Filters' and click and drag (A) Cost Centres filter option into the Summary by Fund view alongside Fund Code as per image below.

Final checklist for locking cost centre
Image: Final checklist for locking cost centre

Outstanding commitments:
(B) Review SOR for Funds Commitments against cost centre
- If commitments exist the limit orders & purchase orders need to be cleared.
Refer: Clear outstanding amounts on a purchase order - QRG

Income Received:
(C) Review SOR for Funds Received against cost centre
- If funds have been received and relate to cash desk receipts these need to be reviewed in ebs:central.

The following steps need to be actioned when looking to lock a Cost Centre.

ebs:central steps to be actioned when locking a Cost Centre

Description:

This process is required in ebs:central when a Cost Centre is being locked.

Steps – Generate Report

  1. Go to EBS Reports
  2. Click on Click on Finance
  3. Select Fees Value Report
  4. On the selection criteria screen select:
    • Fee category to All in the drop down box
    • Charge level to  All in the drop down box
    • Cost centre to identify cost centre being reviewed
    • GST code to highlight all
  5. Click on View Report button on top left then sort by end date
  6. Save and/or print the report for the selected Cost Centre eg: Administration
  7. Search for the selected UI Code through Curriculum Search for the displayed UIs on the report that are attached to the Cost Centre being locked.

Steps – Cash Desk Housekeeping

  1. Go to Bulk Operations
  2. Click on the Enrolments Tab
  3. In the Condition Builder select:
    1. UI Code = Select a UI from the report generated above
    2. Progress Code = Active
  4. Click on the Header labelled Total Outstanding. This will sort the amounts owing in the column which is easier to manage
  5. Select the Lines with outstanding fees taking note of these fees as they will need to be re- generated after the Fee Type Cost Centre change and the new Fee Value is created
  6. Click Cancel Balance of Fees
  7. Click OK
  8. Click OK

Continue to repeat Steps 1 to 8 in Cash Desk house-keeping until all UI's attached to the Cost Centre are complete

Steps - Reference Data Maintenance for Enrolments Charges

  1. Go to Reference Data
  2. Click on Fee Types
  3. Click on Enrolments Radio Dial
  4. Select a Fee Type with the Cost Centre that needs to be changed
  5. Change the Cost Centre accordingly
  6. Click Save
  7. Repeat Steps 1-6 until all enrolments with the Cost Centre that requires changing is complete
  8. Click on Fee Values
  9. Click on Enrolments Radio Dial
  10. Enter a % in the Fee Type search field in Fee Values Search
  11. Select the Fee Value that has the Cost Centre that needs to be changed
  12. Enter an End Date against the Fee Value
  13. Create the new Fee Value with the Correct Cost Centre

Repeat Steps 8-12 until all Fee Types are completed

Steps - Reference Data Maintenance for People Charges

  1. Go to Reference Data
  2. Click on Fee Types
  3. Click on People Radio Dial
  4. Select a Fee Type with the Cost Centre that needs to be changed
  5. Change the Cost Centre accordingly
  6. Click Save
  7. Repeat Steps 1-6 until all enrolments with the Cost Centre that requires changing is complete
  8. Click on Fee Values
  9. Click on People Radio Dial
  10. Enter a % in the Fee Type search field in Fee Values Search
  11. Select the Fee Value that has the Cost Centre that needs to be changed
  12. Enter an End Date against the Fee Value
  13. Create the new Fee Value with the Correct Cost Centre

Repeat Steps 8-12 until all Fee Types are completed

Important Note:

This process can be problematic when completing mid-year. It is highly recommended that this process is completed at the end of the year in preparation for the new year.


Steps - Review Assets

    Refer to the Locking a cost centre to review Assets (PDF 1534KB)

    To receive assistance this would be logged as an incident through EDConnect 1300 32 32 32.

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