This guide outlines the role and management of Cost Centres within the SAGE/2C9/People Pay integration. Cost Centres are used for reporting purposes to represent specific divisions, programs, or areas within an organization.

The primary purpose of a Cost Centre is to tag revenue or expenses for detailed financial reporting. Within the SAGE/2C9/People Pay solution, the integration captures Cost Centre codes from Skedulo timesheets and transmits them to SAGE/2C9/People Pay. These codes are then applied to pay transactions and their associated costs.

Note: In some customer environments, this feature has been customised to meet specific business use cases.  

Terminology

Term	Definition
Cost Centre	A code or tag applied to a work item (e.g., Job, Shift) in Skedulo to allocate costs for reporting.
Accounting Segment	The corresponding record in SAGE/2C9/People Pay that represents a Cost Centre.
Timesheet Item	A record in SAGE/2C9/People Pay that links a timesheet entry to a specific Accounting Segment (Cost Centre) and shows the percentage of time allocated.

How the Integration Works

The integration is designed to associate a single timesheet entry with one or more Cost Centres and to capture the percentage of time allocated to each.

• Data Capture: A custom Cost Centre field is added to Job, Activity, Availability, and Shift records in Skedulo to store the relevant code.
• Timesheet Creation: When a Skedulo Timesheet is approved, the system automatically creates Timesheet Items for the corresponding Accounting Segments based on the Cost Centre logic. For each unique Cost Centre related to a timesheet entry, one or more Timesheet Items are generated.
• Accounting Segment Creation: If an Accounting Segment record with a name matching the specified Cost Centre does not already exist in SAGE/2C9/People Pay, the system will create a new one with default values.
• Data Linking: Cost Centres sent from Skedulo are stored in SAGE/2C9/People Pay as Timesheet Items within the main timesheet entry, ensuring each is linked to the correct Accounting Segment.

Cost Centre Sources

Cost Centres can originate from several records within Skedulo:

• Jobs
• Activities
• Availability (Leave Events)
• Shifts

A custom setting, Cost Code Source, determines which Skedulo object is the primary source for creating Timesheet Items. Common options include Job Allocation (JA) or Job Service Item (JSI).

Cost Centre Distribution

The integration calculates the percentage of time allocated to each Cost Centre. A custom setting in the SAGE Integration package, Cost Centre Distribution, defines how this calculation is performed.

• Single_Job: The distribution is calculated as 1 Job equals 100% of the time.
• Total_Jobs_Per_Day: The distribution is calculated based on the total duration of all jobs on the same day equaling 100%.

If multiple jobs within a single timesheet entry share the same Cost Centre, the system creates a single Timesheet Item. The percentage for this item is based on the combined duration of those jobs relative to the total duration of the timesheet entry.

For group events with different Cost Centres for each attendee, Job Service Items (JSI) can be used as the source for Cost Codes. The percentage assigned to an attendee’s JSI is calculated relative to the entire timesheet entry duration.

Specific Scenarios

• Sleepovers: To meet specific reporting requirements, a separate Cost Code can be assigned to sleepover jobs. A custom setting holds this code. When a sleepover job is processed, a Cost Code Timesheet Item is created and linked to the Allowance Timesheet Item. If an Accounting Segment for the sleepover code does not exist, the system will create one.
• Leave Events: If a Leave Event is associated with a job it is replacing, the leave can inherit the Cost Centre from that job. This functionality is controlled by the Enable Cost Centre on Leave Event setting.
• Activities: A Cost Centre can be associated with an Activity. A default value can be sent to SAGE/2C9/People Pay, or the Cost Centre can be derived from the Location linked to the Activity. This is managed by the Default Activity Cost Centre setting.

Configuration Requirements

To enable and configure the Cost Centre workflow, follow these steps:

1. Ensure the GL Configuration custom setting is correctly configured in SAGE/2C9/People Pay by setting up a standard GL Configuration ID.
2. Add the custom Cost Centre field to the relevant page layouts or modals in Skedulo for objects such as Jobs, Activities, and Shifts.
3. For customers not using an integrated source like Lumary, Cost Centres can be captured by manually entering them on the Job record.
4. For customers with specialized integrations, such as Lumary, Cost Centres from the external system must be manually mapped and created within SAGE/2C9/People Pay to ensure proper authentication and data flow. This is typically addressed during the implementation discovery session.

Viewing Cost Centres in SAGE/2C9/People Pay

Once the integration has run, Cost Centres are visible in SAGE/2C9/People Pay as Timesheet Items. These items are linked to their corresponding Accounting Segments and clearly detail the distribution percentage for each.