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Managing control structures
Defining control structures, such as cost centres and projects, facilitates the economic allocation of the expenses incurred through orders. In conjunction with budgets and approval rules, control structures can also be used to monitor, control and restrict expenditure. For example, you can specify which companies and users are permitted to order goods for a specific type of costs, whether the ordering of specific products is linked to specific control structures via a basic contract, and whether requests for goods for a specific project must be approved.
Control structures can be assigned to companies, users and basic contracts. Users can then select or enter the control structure items to which orders should be allocated in their baskets. See Defining control structures for further information.
Types of control structure
The following standard types of control structure code are provided. You can use all these types individually or in combination:
Control structure |
Description |
|---|---|
Types of costs |
Costs are allocated to a particular type of costs, for example, Office Supplies or Hardware. |
Cost centres |
Costs are allocated to the centre that incurs them. This may be a specialist area, a division or a department. Cost centres can be classified by defining cost centre types, for example, Administration, Development, Accounting, etc. |
Projects |
Costs are allocated to a project, for example, Trade Fair Preparation 2007. |
Credit cards |
Costs are allocated to a particular credit card. |
Note: Depending on the system configuration, control structures may have different names than those displayed in the above table. However, they are used in the same way.
Additional control structure types
Additional control structures types are available if you purchase a corresponding licence for each additional control structure. The names of these control structures can be defined in the system configuration. In the standard version of Impact Ordering these control structures are called Control structure A and Control structure B.
Defining control structures
Control structures can be created by users with the authorization set Company administrator on the Company administration page. Company administrators can only manage control structures for companies to which they are assigned as company administrator.
Depending on the settings selected by the company administrator in the company or user profile, users of the company may also be able to create new control structure items.
Assigning control structures
Control structures must first be assigned to a company in the company profile so that users belonging to the company can select or enter them in their baskets. Company control structures are automatically assigned to users belonging to the company, but these assignments can be changed for individual users in the user profile.
Control structures can also be assigned to basic contracts. In a basket that contains products covered by this basic contract, a user can only select the control structure items that are assigned to the basic contract. The same control structure items must also be assigned to the user in his user profile, otherwise he cannot order goods for this basic contract.
Note: There is an exception stipulation for configuring accounting data in the basic contract. If you enable the No Restriction option there, the specified cost centres are only made available to the user for these products when ordering products from this basic contract. These are then automatically set at order item level and displayed in the basket with the 
symbol.
See also |