Overview

Cost Centers help your organization categorize and track expenses across departments, teams, or business functions. They provide a way to organize company spending and improve financial reporting.

In Custodia, administrators can create and manage Cost Centers, assign owners, and add employees as members.

Creating a New Cost Center

Step 1: Navigate to Cost Centers

1. Log in to the Custodia web application at my.custodia.ai.
2. From the left navigation menu, locate and My Org.
3. Select Cost Centers.
4. Click the green + button in the upper-right corner to create a new Cost Center.

Step 2: Enter Cost Center Details

The Add Cost Center panel will open. Enter the following information:

Required Fields:

• Code: Enter a unique code to identify the Cost Center (e.g., 40020).
• Name: Enter a descriptive name (e.g., Operations, Marketing, or Human Resources).
• Active: Use the toggle to set the Cost Center as active or inactive.

Optional Fields:

• Description: Add a brief description of the Cost Center's purpose.
• External ID: Enter an external reference ID, if applicable.
• Owner: Select an employee to assign as the Cost Center owner.
• Subsidiary: Select the appropriate subsidiary, if applicable.

Step 3: Save Your Cost Center

Once you have entered the Cost Center details:

1. Review the information for accuracy.
2. Click Add Cost Center at the bottom-right of the panel.
3. Your new Cost Center will be saved and available in the Cost Centers list.

Please Note: Members can be added to the Cost Center after it has been saved.

Adding Members to a Cost Center

Once your Cost Center has been created, you can assign employees as members.

Step 1: Open the Cost Center

1. Navigate to Cost Centers.
2. Locate the Cost Center you want to manage.
3. Select View Details. 

Step 2: Select Employees

1. Open the Members tab.
2. Use the search bar to find employees by name or email address.
3. Check the box next to each employee you want to add.
4. Review the selected employees and click Add Members to save your changes.

You can select multiple employees at once.

Managing Existing Cost Centers

You can also manage existing Cost Centers from the main Cost Centers page.

Locate the Cost Center and open the three-dot menu (⋮) to access the available actions:

• View Details: Review the Cost Center's information.
• Deactivate Cost Center: Change the Cost Center to inactive.
• Delete: Delete the selected Cost Center. 
  • Only Cost Centers without members can be deleted.

You can also use the Active, Inactive, and All filters to find Cost Centers based on their current status.

Need Help?

If you have questions or need assistance creating or managing Cost Centers, please contact your company's Custodia administrator or reach out to the support@custodia.ai.