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Defining accounting information for a user

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 cost type, 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 Managing control structures for more information.

1. In the user profile, click the Accounting tab.
2. In the appropriate section for the control structure that you want to define (for example, Cost centre), select the settings that you want to use and assign the appropriate control structures. For detailed information about control structure settings see Control structures - Settings.

   Every user adopts automatically the presetting of his company. However, you can adjust the settings individually for all users.

   For example, if the selection of a cost center is obligatory for all users, the option Voreinstellung Ja is activated for Kostenstelle ist obligatorisch. If this user may send his baskets without a selection of a cost center, activate No.

3. If necessary, adapt the control structure assignments.

   For each control structure, two assignment lists are displayed. The list on the left displays the available control structures and the list on the right side shows the control structures that already have been assigned.

   Every user adopts automatically the presetting of his company. These are displayed in the list on the right hand and cannot be removed. However, you can prevent that this user can use these control structures.

   • Select the control structure in the list on the right side and then click the Forbid button. The control structure is displayed in black letters with a minus sign in front of it.
   • To allow the usage of this control structure again, select the control structure and then click Allow. The control structure is displayed with a plus sign.
   • To assign further control structures, select them in the left list and then click the symbol. At first, the control structures are marked with a minus sign, they are forbidden. If you want to allow them, select them in the right list and click the Allow button. See Assignment lists for more information about assigning items.
4. Click Save.

See also User profile Defining settings for a user Defining rights for a user Defining budgets for a user