ThreadCount Community edition

Uniform stock management for healthcare linen rooms: the coordinator app, the phone counter and the staff app, for your own server. Built from 2d04e45 on 2026-09-15. Licensed under the Functional Source License (FSL-1.1-ALv2).
2026-09-16 04:04:31 +10:00
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+---
+title: Cost centres
+section: reports
+order: 2
+summary: How an issue reaches a cost centre, why each issue keeps the price of the day it went out, and what moving a person between wards does to the reports.
+screen: Settings › Places & cost centres
+role: Admin
+keywords: cost centre, cost center, department, ward, override, price, unit cost, re-price, valuation, move staff, transfer, unallocated, places
+---
+
+## Where the cost centre comes from
+
+A cost centre belongs to a department or ward, and a person belongs to a ward. When the reports group an issue, they look up the person it was issued to and use, in this order:
+
+1. **Their cost centre override**, if one is set on their record.
+2. **Their ward's cost centre**, from `Settings › Places & cost centres`.
+
+If neither gives a code, the issue shows under an em dash in `Reports › Spend › By cost centre` and under `UNALLOCATED` on the journal. Finance cannot post that line, so the Journal panel is marked; see [Journal export](/docs/reports/journal-export).
+
+## Setting departments and codes
+
+`Settings › Places & cost centres` has a `Departments & cost centres` table with the columns `Department / ward`, `Cost centre` and `Staff`. An Admin edits the name and the code in place, and each change saves as you type; for an Issuer the boxes are disabled. To add one, enter a name such as `Ward 4A` under `New department / ward` and a code such as `RGH-4010` under `Cost centre`, then press `Add`. The button stays disabled until both are filled.
+
+- A name already on the list is refused, whatever its capitals, including when you rename a department to it.
+- Renaming a department moves its staff and any orders filed under the old name to the new name.
+- A department with staff on it cannot be removed; the `×` only appears when its `Staff` count is 0.
+- Two departments may share a code. The journal then gives them one line.
+- `Export CSV` downloads the table.
+
+The same section links to `Stock › Locations`, where rooms, shelves and bays are kept.
+
+## The override on a record
+
+Open the person under `People`, then `Details & access`. The `Cost centre` row shows the code in use followed by `override` or `from ward`. An Admin presses `Edit details` and picks from `Cost centre override`, which lists the codes already on your departments, or `None (from ward)`. See [Staff register](/docs/people/staff-register).
+
+## The price on the day
+
+When a garment is issued, the issue stores the garment's catalogue cost at that moment as its unit cost. This holds at the counter, when a picked request is handed over, on a pickup, and when a delivery goes straight to the person who ordered it. An issue from the pre-loved pool stores $0.
+
+In an exchange, the garment that came back keeps its original unit cost, and the replacement stores the catalogue cost on the day of the exchange. If the original came from the pre-loved pool, the replacement is pre-loved too and stores $0. A partial return splits the row, and both halves keep the unit cost. See [Exchanges and returns](/docs/counter/exchanges-and-returns).
+
+Every issued figure on `Reports` is quantity times that stored unit cost. An issue with no stored cost falls back to today's catalogue cost.
+
+## Why nothing is re-priced
+
+Changing a garment's cost in the catalogue records the old and new cost with your name. It does not touch any issue, so a journal finance has already posted totals the same after a supplier raises its prices.
+
+Three figures are not price-on-the-day. Valuation and Shrinkage on `Reports › Stock`, and value saved on `Reports › People › Pre-loved`, use the current catalogue cost, so they move when a cost changes.
+
+## Moving a person between wards
+
+The cost centre is not stored on the issue. The reports work it out from the person's record each time the screen draws. When you change a person's ward or override, every issue they have ever had moves to the new cost centre, including months already closed. Changing a department's code moves the issues of everyone on it who has no cost centre override.
+
+> **Careful** Changing a ward, an override or a department's code re-files that history in every month, so a reprinted journal for a posted month will no longer match what finance posted.
+
+If a person transfers at month end, print the month-end pack and export the journal first, then change the record. Unit costs stay as they were.
+
+| Record | Change | Undo |
+|---|---|---|
+| Department | Name and cost centre; a rename also renames it on staff and orders | Edit the boxes back |
+| Staff record | Ward and cost centre override | Edit the record back |
+| Catalogue cost | New cost and a cost change entry; issues untouched | Enter the old cost |