Cost Place Setup for Accounting

Owned by Daria Chebotaieva
Last updated: Feb 25, 2022 by Halvard Meijer
4 min read

This article explains how to setup and use Cost Place for accounting purposes.
You might also be interested in the following article - Accounting in Adonis

1) Purpose

In case when you have accounting codes that are specific per Rank Code or Rank Code Group, but at the same time shouldn’t be split into Debit and Credit, it is possible to use Cost Place setup that allows you to link one accounting code to the corresponding Rank Code and further use this value on the Entry Code.

The account value from the Entry Code can further be added to Payroll Crew List Views or Reports.

2) Setup and configuration

2.1) Cost Place Definition

First it is necessary to add the accounting codes under General Codes > Cost Place > Codes.

You can use sql statement for import instead (see attached). Cost Place Import.xlsx

Then it is necessary to link Cost Places to the corresponding ranks.

If some rank doesn’t have a corresponding cost place, leave the field blank.

2.3) Cost Place in Personal Details

Based on the above setup the system will now automatically fill in Cost Place in Personal Details for a new person once you link it to some Rank.

The system doesn't update Cost Place for already existing people. So if you re-link Rank to some new Cost Place it will not be updated in Personal Details.

However, it is possible to make an update in the database to solve this problem for the existing employees.

update PW001P01 set costplace = (select costplace from PW001C02 where PW001P01.RANK=PW001C02.code)

This update should also be run if you make changes to existing Cost Place setup on Rank Code in General Codes. Please ask your IT to run the below update to solve the issue described above.

2.4) Cost Place in Activity

The Cost Place from Person Details is then automatically copied to the newly created activities.

Note: the Cost Place is only copied at the moment of activity creation and is not updated further.

3) Entry Code Setup

You can setup Cost Place to be fetched for the selected payment entry-codes. Usually it is added to some accounting dimension field.

  1. You can set Cost Place to be automatically set by adding sub-script to the selected accounting dimension (recommended). The sub-script will work for both auto-generated and manual entries.

    The system will then work in the following way: If there is cost place in activity it will take it, if not it will rake cost place from Personal Details.

    For manual entry codes it will always pick up Cost Place from Personal Details, since they are not linked to activity.








  2. In case of temporary promotion, for manual Entry Codes only,  you can setup the system to pick up the manually selected value for Cost Place by adding Cost Place as Validity Check on Entry Code → Input tab → selected Accounting Dimension. With this setup you will be able to select correct Cost Place from the drop-down when adding manual entry.

    Please follow the instructions on the screenshot below.

4) Afterword

  • All you need to do after the setup is complete is calculate all the crew and check if all is ok in the entries screen for Cost Place column.

  • The cost places can then be added to the needed Crew List Views, Analytical Views, Reports etc.