Charging your own bookings to a cost centre
Your juniors' training, the first team's matches, the social committee's quiz night: each is the club's own booking, but different budgets pay for them. A cost centre says which, and the reports add them up.
What a cost centre is
A cost centre is a part of the club that pays for its own bookings: Juniors, First team, Social committee, whatever your club’s budgets are. Each one pays for some of your teams. No money moves: it’s a record of who in the club used what, at each facility’s price.
Adding them
In Facilities, open Configure, then Cost centres, and press Add a cost centre. Give it a name and tick the teams it pays for. A team can be in more than one.
A cost centre with no teams is charged only when somebody chooses it, for a booking that isn’t for a team, like the social committee’s quiz night.
If your club has Finances, a banner in Finances and in Facilities names any team that pays into no cost centre, until every team does: their bookings aren’t charged to anyone. Set up cost centres brings you here. Only people who can set cost centres up see it.
A limit for the season
Give a cost centre a Season limit if it has a budget. Whoever books is warned once a booking takes it past the limit, with what it has spent so far. Nothing is refused: your own football is never blocked by the books. The list of cost centres shows each one’s spending against its limit this season. A season runs from your league’s season start, or 1 August.
When you book
- A team in one cost centre: its bookings are charged to it without anyone having to choose.
- A team in more than one: whoever books (in Facilities, adding a home match in the Club Hub, or a team booking its pitch or training in the Team Hub) chooses which pays, next to what the booking also books.
- A team in none: nothing changes.
- A booking with no team: choose one if you like, or leave it.
People hiring your facilities never see cost centres, and they pay your rates as usual.
What it’s charged
Each booking is charged the facility’s price for that time when it’s made, plus anything it also books at that facility’s price. A later change to your rates doesn’t change what’s already booked.
If a facility costs your own teams nothing, show just that facility on the Calendar, open Booking settings and tick Free when the club books it. Its bookings still count towards the cost centre, at no charge.
Seeing and changing it
The calendar shows the cost centre on each of your own bookings. Open a booking to change which pays for it.
In Reports, Cost centres shows what each one spent over the period and on which bookings, with a spreadsheet to download for your treasurer. One with a limit also shows its spending for the season against it. Your own matches and sessions that no cost centre pays for are listed together, so nothing is missed.
Archiving one
Open it and choose Archive. New bookings can’t be charged to it, and bookings already charged to it keep it, in the calendar and the reports.