In general
Using cost centers and cost objects, you can create the basis for reports in your company. The structure of your cost centers should be well thought out and therefore scalable.
In general, a distinction is made between cost centers and cost objects.
It doesn't matter whether you use both or only one cost center type. However, well-structured cost centers and cost objects in combination offer you endless possibilities for reports.
If you need tips or 'best practice' options, please contact our support team.
Important
The cost center field is only displayed in the entry screen as soon as at least one cost center is actively stored in the settings.
In general, you can search through all cost centers using the search function, saving you the hassle of scrolling.
You can also use the filter and sort function to display either all or, for example, only all cost centers and then sort them by number, creation date or alphabetically.
Create cost centers manually
You can add new cost centers individually using the +New button at the top right.
Especially if you don't have many cost centers in use, this is the quickest way to set them up in Candis.
Code: account number / of the cost center/cost object
Name: name of the cost center
Approvers: select the team member to be the suggested approver as soon as this cost center is assigned to an invoice - will be overwritten by manually changes or selected workflows
Cost center import
Requirements for the import file
If you cannot export a cost center file in the DATEV format you can simply create a CSV file each for the cost centers and cost objects which can then be imported.
Required content
column A: Code
column B: empty / no values
column C: Name
Required format
To avoid that special characters are not imported properly you have to use:
character code: Windows-1252
file type: CSV
Import your file
You can import the cost centers using the three dots at the top right.
In the menu that now opens, you can select the file prepared for the upload from your directory via Choose file.
Then select whether the selected file is a cost center or a cost object.
As soon as we have clicked on Upload, a preview will open showing all cost centers / cost units that will be uploaded to the account after clicking on Show preview.
Important
Use the preview during import to check if all cost centers are displayed properly - once imported, cost centers or cost objects cannot be deleted, but must be renamed manually!
image cost center import: Wrong character set used
image cost center import: Windows1252 character set used
DATEV Rechnungswesen cost center export
If all cost centers and cost objects have already been created in DATEV Rechnungswesen, they can simply be exported in ASCII format.
Option 1: 'Kostenstellung classic' in use
You find the export menu under:
Bestand
Exportieren
ASCII-Daten
Under Formatauswahl you have to select
Stammdaten
Kostenrechnung
Kostenstellen/-träger
Kostenstellen/-träger
You can then select a different file path than the one set by DATEV by default under Exportziel.
Under Dateiname, only the file needs to be named.
Important
The file suffix .csv has to be used
Finally, the file can be generated by clicking on Exportieren. This is saved in the previously selected target file path.
Option 2: "Kostenrechnung Basics" in use
Go to:
Stammdaten
Kosten- und Leistungsrechnung
Kostenstellen/ -träger
... and generate a list of all values.
Select all values, copy them to Excel and save it as a CSV file using Windows 1252 for the character encoding.
Archive cost centers
Cost centers and cost objects can be easily archived by clicking on the respective cost center. It is not possible to archive several cost centers together.
However, if you are new to Candis, have imported your cost centers incorrectly and do not yet have that many documents in the system, our support team can delete all your cost centers in combination with all invoices for you.
Cost centers for SAP Business One and Candis API users
If you use our SAP Business One interface or our API, the cost centers are imported directly via the API, which is why you will not see a button for creating cost centers or the three dots for importing or archiving in Candis.
That has to be done using the tool sending data to Candis via the API.
Special case for the SKR42 chart of accounts
The SKR42 for associations and foundations as well as non-profit GmbHs replaces the old SKR49 since the beginning of 2025.
The SKR42 uses so-called 'columns' (Sphären) to subdivide individual 'business areas' (Geschäftsbereiche). These columns are controlled via the cost center field.
So if you use the SKR42, your cost centers must be mapped via cost objects.