Manage cost centers per web shop

You can manage the budgets for users and user groups. You have to create one or more cost centers for each web shop. You have to assign a budget to each cost center. Then, you can assign one or more users and user groups to each cost center. For the assigned users the prices of their orders are deducted from the budget. You can set a maximum price for an order for each user or user group. An approver has to accept or reject the order when the price exceeds the maximum price. Accept or reject only applies to the price of an entire order. An approver cannot accept or reject the prices of the separate jobs in an order.

NOTE

When the payment workflow is enabled, then the budget management workflow is disabled.

Alternatively, you can setup an interface between the PRISMAdirect server and the uniFLOW server. The uniFLOW server then manages the cost centers and the price approval workflow. See Setup the uniFLOW interface

The settings in this dialog are part of the procedure to configure the budget management workflow. For the complete procedure, see Configure the budget management workflow.

Budget: available, reserved, and spent

You can change the available budget and you can reset the spent budget. The reserved budget is a step in the approval workflow and can therefore not be reset or changed.

• Available budget:

  The total budget available for the users of the web site.

• Spent budget:

  The amount spent so far by all users of the concerning cost center. You can reset the spent budget per cost centre manually.

• Reserved budget:

  A user has submitted an order costing $10,-. The approver must accept or reject the price of the order. While waiting for accept or rejection, the $10,- is added to the reserved budget.

  • When the order is accepted, the $10,- moves to the spent budget.

  • When the order is rejected, the $10,- moves to the available budget.

Create one or more cost centers per web shop

1. Click [Web shop] - <web shop> - [Pricing] - [Cost centers].

2. Click [New cost center] to create the top level cost center.

   Click the plus icon to add a cost center.

3. Type a name and description for the cost center.

   You can use the characters: 'a - z', 'A - Z', '0 - 9', '_' . Spaces are allowed for the name.

4. Define the email address of the approver for this cost center. Use a semicolon to separate multiple email addresses.

   The approver receives an email when the spent budget exceeds the specified threshold.

5. Define the available budget for the cost center.

6. [Send warning at threshold [%]:]

   Define a percentage of the available budget. The approver receives an email when the spent budget exceeds the specified threshold. The approver can increase or decrease the available budget, or reset the spent budget.

   You can edit the email message, see [Order processing] - [Workflow configuration] - [Email templates].

7. [Use cost center one level down:]

   For example, you can create a top level cost center which contains the total budget. Then you create a cost center per department. The cost center for each department uses part of the total budget. When you enable this option for the top level cost center, then users can only select one of the departmental cost centers.

8. Select the default cost center.

   When multiple cost centers are assigned to a web shop, you can select the default cost center for that web shop. Customers can select any of the cost centers of the web shop.

9. Click [Save].

Manage the cost centers per web shop