You can group expenses by cost centre by uploading stakeholder movements within the Financial Reporting product. Ledgy will allocate expenses to the correct cost centre based on your mobility amortization settings.
Please note:
You should upload movements for all stakeholders to ensure an accurate report. Stakeholders without movements will be "uncategorized" and the aggregated cost centre figures may have unallocated grants.
Ledgy has flexibility for you to enter whatever "type" of cost centre you want, but can only allocate expenses at one "level" of cost centre. For example, you can specify movements for either "legal entity" or "department" but you should not upload movements for both levels at the same time, as Ledgy will not distinguish between the two.
Stakeholder movements in Financial Reporting are independent from the stakeholder location history. These are separate data sources that do not interact with one another.
Cost centre allocations are handled at the tranche level.
You should always upload the full history. If you upload only one row, for example, it will override the previously loaded data and all previously loaded data will be lost. This is the same logic as in custom accounting.
How it works
1. Upload stakeholder movements
You can upload stakeholder movements navigating to Reporting > Financial.
On the Financial reporting home page, find Manage additional data sources, then click Set up next to Cost centre movements. If movements already exist, use the arrow button to open them.
Click "Bulk edit" to access an Excel template for uploading your data. Each row represents one cost centre per stakeholder. Stakeholders with multiple movements should have multiple rows.
Stakeholder ID: identifier for existing stakeholder
Stakeholder name: name of the stakeholder
Cost centre: name of the cost centre (there is full flexibility to enter whatever you want, but naming must be consistent across all stakeholder movements)
Cost centre type: select from Legal entity, Department, Division, Region, or Other. Note that the same type must be used for every uploaded row. This does not impact the calculations but is useful for record keeping.
Start date: the date the stakeholder moved to the cost centre (end dates will automatically be inferred based on the start date of the next cost centre). Each stakeholder needs an initial cost centre with a start date on or before the grant date. Start dates must be unique for that stakeholder, and consecutive rows cannot use the same cost centre.
Once uploaded, your data will be displayed in a table.
2. Choose mobility amortization settings
When generating a report period, select your mobility amortization method. This can be customized per settlement type.
Pro-rate means that Ledgy allocates expense according to the number of days the stakeholder spent in each cost centre during the tranche’s amortization period.
Current cost centre means 100% of the tranche expense will be moved to the latest cost centre, regardless of any overlap with the vesting schedule. In other words, the full tranche’s cumulative expense is assigned to the cost centre active at the relevant opening or closing balance date, even if the stakeholder spent part of the amortization period elsewhere.
3. Review expensing report
Movements will generate additional tranche rows for each cost centre with detailed information on how the expense is allocated. Any view can be grouped by cost centre to see the aggregated expenses. There is a default "Cost centres" view that is already grouped for convenience.
FAQ
I already have a custom field for cost centre. Can I use that?
No, the cost centre logic does not read from custom fields. You must upload this data directly into financial reporting.
Can I sync stakeholder movements with my HR system?
Not at this time. Stakeholder movements must be uploaded using the Excel template.
Can I customize the mobility amortization method per grant?
Currently, you can only control this setting per settlement type, not at the grant level.
Can the Disclosures report be grouped by cost centre?
Yes, you can group Disclosures to see the quantities view by cost centre. Note that Disclosures allocates quantities to the "issuing" cost centre and does not pro-rate.