Profit Center

Maintenance | Account Class | Chart of Account | Users | Users Group

Profit Center

Profit Center Maintenance module allows the users to create a Profit Center for accounts in order to manage their costs and revenues whenever creating a transaction.

Requirements before using Profit Center

• The user should set up the following Maintenance Module to proceed on using the Profit Center
  • Chart of Account
  • Users
  • Users Group

Profit Center Record List

Notes:

• Profit Center must enabled under Users Group Maintenance Module. The modules that has Profit Center field are the following:
  • Accounts Payable
  • Accounts Receivable
  • Disbursement Voucher

Adding Profit Center

1. Click Profit Center under Maintenance Menu
2. Under Profit Center Screen, Click Add Profit Center
3. Fill out the necessary fields then click Save. Note: Fields with * are require fields.

Field	Description	Allowed Inputs	Restricted Inputs	Character Limit	Required Fields?
1.Profit Center Code	•Assigned Code for Profit Center	•Alphanumeric •Dash "-" •Underscore "_"	Any inputs that is not mentioned in the allowed inputs	20	Yes
2.Proft Center Name	•Name of Profit Center corresponds to its code	•Alphanumeric •Special Characters	None	50	Yes
3.Owner	•The assigned owner of the Profit Center	•Active User List under Users Maintenance Module	N/A	N/A	No
4.Prepared By:	•The user created the Profit Center Record	•Current user creating the Profit Center(Auto-Generated)	N/A	N/A	N/A
5.Description	•Additional Remarks in the Profit Center	•Alphanumeric •Special Characters	None	300	No
6.Account	•Accounts to be included under Profit Center	•Active Account List under Chart of Account Maintenance Module	N/A	N/A	Yes
7.Account Class	•Account Class category of the Account	•Account Class List under Account Class Maintenance Module(Auto-Generated)	N/A	N/A	N/A
8.FS Presentation	•The Financial Statement Representation of the Account	•FS Presentation under Chart of Account Module(Auto-Generated)	N/A	N/A	N/A

Notes:

• Profit Center Code is a unique field. It cannot be edited once created.
• Only Income Statement Account FS Presentation are accepted in Profit Center.

Viewing Profit Center

1. Click Profit Center under Maintenance Menu
2. Select the Profit Center that needs to view its details. Click the drop-down arrow then click View
3. The user has an option to Edit the Profit Center upon viewing the record

Editing Profit Center

1. Go to Maintenance then click Profit Center
2. Select a Profit Center that needs to update its details. Click the drop-down arrow then click Edit
3. Update the necessary Fields and Click Save

Field	Description	Allowed Inputs	Restricted Inputs	Character Limit	Required Fields?
1.Profit Center Code	•Assigned Code for Profit Center	•Alphanumeric •Dash "-" •Underscore "_"	N/A	N/A	N/A
2.Proft Center Name	•Name of Profit Center corresponds to its code	•Alphanumeric •Special Characters	None	50	Yes
3.Owner	•The assigned owner of the Profit Center	•Active User List under Users Maintenance Module	N/A	N/A	No
4.Prepared By:	•The user created the Profit Center Record	•Current user creating the Profit Center(Auto-Generated)	N/A	N/A	N/A
5.Description	•Additional Remarks in the Profit Center	•Alphanumeric •Special Characters	None	300	No
6.Account	•Accounts to be included under Profit Center	•Active Account List under Chart of Account Maintenance Module	N/A	N/A	Yes
7.Account Class	•Account Class category of the Account	•Account Class List under Account Class Maintenance Module(Auto-Generated)	N/A	N/A	N/A
8.FS Presentation	•The Financial Statement Representation of the Account	•FS Presentation under Chart of Account Module(Auto-Generated)	N/A	N/A	N/A

Notes:

• The user cannot edit the Profit Center once the record is used in a transaction.

Importing and Exporting Profit Center

1. Under Profit Center, Click Options

2. Under Options, The user may Export or Import The Record

• When Exporting the records, the user may also use the filter options through tabs for precise searching and exporting of records.

• When Importing the records, the user should follow the following steps provided in the Importing Profit Center Screen such as:

Proforma Import Details

Field	Description	Allowed Inputs	Input Restrictions	Character Limit	Required Field?
1.Profit Center Code	Manual Entry for Profit Center Code	*Alphanumeric *Underscore "_"	Other Special Characters not mentioned	20	Yes
2.Profit Center Name	Manual entry of Profit Center Name	*Alphanumeric *Special Characters and Space	None	50	Yes
3.Description	Manual Entry of Profit Center Description	*Alphanumeric	None	300	No
4.Owner(Username)	Manual entry of User or Owner	*Username List under Users Maintenance Module	Any input not mentioned in the allowed inputs	N/A	No
5.Account Code	Manual Entry of Account	*Account Code based from Chart of Account Maintenance Module	Other special characters not mentioned	N/A	Yes

Activating Profit Center Record

Profit Center can be Activated in two ways:

• Using drop-down arrow of a record can be used in single record Activation

• Using Activate Button for activating multiple record

Deactivating Profit Center Record

Profit Center can be deactivated in two ways:

• Using drop-down arrow of a record can be used in single record deactivation

• Using Deactivate Button for deactivating multiple record

Deleting Profit Center Record

Profit Center can be deleted in two ways:

• Using drop-down arrow of a record can be used in single record deletion

• Using Delete Button for deleting multiple record

Profit Center Record Options

Actions Available base on Profit Record Status

Status	View	Edit	Deactivate	Activate	Delete
ACTIVE	☑	☑	☑		☑
INACTIVE	☑	☑		☑	☑

Notes:

• User can edit the details of the record while viewing the record.
• The user cannot edit or delete a Profit Center once used in the transaction
• Profit Center can be used as long as its status is ACTIVE
  • Past Transactions that has Inactive Profit Center can still be used prior to its deactivation.
• Activating/Deactivating and Deleting of Records can be done in two ways.
  • For single records, the user may use the drop down arrow then the action that need to perform.
  • For multiple records, the user may tick the records then click the action button that need to perform
    • Click the Yes in the confirmation to proceed on the action taken.

Applying Profit Center

1. The user may apply a Profit Center under Accounting Details when creating or editing Disbursement Voucher, Accounts Payable or Accounts Receivable

Notes:

• The Profit Center can only be used if its status is ACTIVE
• A warning will prompt if the user use an account that is not part of the Profit Center selected.