SPLITTING TRANSACTIONS BETWEEN MULTIPLE COST CENTERS
Splitting a purchase between several cost centers is done during the “Proceed to Checkout”
step of creating a cart. When you are done adding items to your cart, or when you are
reviewing a cart that has been assigned to you, click the “Proceed to Checkout” button. You will
see something like the picture below:
Click here if you don’t see this page
Cost center splits can be done at the header level (meaning they apply to all items on the
requisition), or they can be done as exceptions on the line level (meaning only certain items are
being shared between cost centers).
Line-level splits are the only way to ensure a split with
precise dollar amounts!
A requisition needs at least one cost center at the header level or eProcurement will consider it
incomplete. It’s most efficient to choose the cost center which will be paying for the most line
items in their entirety. In the event of a highly complicated split where every single line item is
going to be split in a different way, you can select whichever cost center you like. The specific
designations at the line item will always override the values listed in the header.
SPLITTING TRANSACTIONS BETWEEN MULTIPLE COST CENTERS
SPLITTING AT THE HEADER LEVEL
When placing an order for a single cost center, you select your speedchart from the drop-down
menu, then scroll over to the right until you see the Save button. When you want to split an
order between multiple cost centers, you will immediately scroll to the right, past the Save
button, to the very end. In the top right corner you will see a small link that reads “Add Split”.
When you click the “Add Split” link, a second row of fields will appear. (You may click the link
again to add more lines as needed.) Scroll back to the left and populate each line with the
speedcharts you wish to use. Complete or alter the Account fields as appropriate for each line.
After you have selected all speedcharts, scroll over to the right again. A new column will have
appeared, where you can enter the percentages for each. Leave it at the default “% of Price”
unless you are buying multiple items on each line. After entering your percentages, click on the
“recalculate/validate values” link so eProcurement can verify they add up to 100%.
Scroll to the left until you see the “Save” button, click Save, and proceed wth your order.
SPLITTING TRANSACTIONS BETWEEN MULTIPLE COST CENTERS
SPLITTING AT THE LINE LEVEL
After you apply a cost center at the header level, scroll down to each line item, and on the right
you will see a small “edit” button for each item.
REMEMBER, YOU MUST PUT A SPEEDCHART AT THE HEADER LEVEL EVEN IF YOU PLAN TO
OVERRIDE THINGS AT THE LINE LEVEL.
For the items that will be shared between cost centers (or that will be otherwise paid in a
different way from the “default” split at the header level), click the “edit” button to bring up
another copy of the cost center overlay. This overlay behaves exactly like the one at the header
level, except that adding a split opens up two more possibilities for splitting; in addition to
percentage of price and quantity, you may now split by amount of price and quantity. This is
the only way to be 100% sure that only a certain dollar amount will be charged to a given cost
center! (Remember that UTD orders are usually calculated without freight charges, and even in
cases where freight is a line item, the amount sometimes changes between when the order is
placed and when it is shipped. If you do a percentage split and freight charges increase, each
cost center will be charged a percentage of that increase since that’s how you’ve instructed
Procurement Management to apply the charges.)
SPLITTING TRANSACTIONS BETWEEN MULTIPLE COST CENTERS
As before, click the “add split” link as many times as you need to get the right number of
speedcharts. Scroll all the way to the left and select the new speedcharts, then scroll back to
the right and specify the type of split, and enter the split values as appropriate.
Note #1: You can only specify one type of split. If you are sharing a $1,500 purchase between
three speedcharts, you cannot stipulate that $800 go to cost center #1 and then cost centers #2
and #3 split the balance 50% and 50%. You’ll need to stipulate that it be $800, $350 and $350.
Note #2: eProcurement does not recognize dollar signs or commas as valid characters. If you
are splitting by amount and you want one cost center to cover $3,500 of the expense, you
would enter it as 3500. Decimal points are recognized; you could also enter it as 3500.00.
When you are done, click the “recalculate/validate values” link, scroll to the left until you see
the Save button, then click “Save” to exit that overlay. Repeat this as needed for any other line
items you will be splitting or otherwise changing from the header values.
SPLITTING BETWEEN COST CENTERS IN DIFFERENT DEPARTMENTS
You are now able to enter cost centers that are not in your profile. Underneath the Speedchart
Key field, click “Select From All Values…” to bring up a search window. In the “Value” field, type
in the cost center you wish to use, then click [ select ] to apply it to the requisition.
The requisition will be routed simultaneously to the approvers for all cost centers involved, but
it will not progress until they have all approved it.
Note that line-level splits are not easily visible, so we recommend you contact the approvers
and remind them the requisition is coming, and reassure them of the amount they’re actually
approving lest they think they are paying for the entire order.
Call the eProcurement Help Desk at x5235 if you have questions!