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Cost Centers and PO Numbers

Cost Centers

Cost Centers (or budget codes) help to track and identify orders placed. Cost centers are linked to one or several billing addresses saved in the account. The account Admin can setup cost centers in advance, so users can select those while ordering.

To add a cost center select Billing > Cost Centers from menu on left side and then click on Add new. You will be asked to input a cost center name and to link it to one or more billing entities.

Note: Cost centers can be saved as a number, text or a combination of the two, depending on your organisation.

Tip: You can create different cost centers for the different departments / functions / business units in your organisation.

Cost centers will be then selectable from a drop-down menu when a billing address is selected in the order checkout flow. Users will be presented with list of cost centers linked to the billing entities visible to the group(s) they belong to. Users also have the option to select None in the order flow if a cost center is not needed. 

Note: By default, every account comes with cost centers active. You can also decide to opt out or, alternatively choose to activate project codes (read more below).

See also:

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PO numbers (or Project Codes)

PO numbers are similar to cost centers. They are codes to help track and identify orders placed in your account. PO numbers are mostly popular in those companies that use one time codes per client, project, or order.

PO numbers can be added in 2 different ways:

1. At billing entity level (field: PO number): This field is optional and is commonly used for static or blanket PO. If this field is populated, the PO number will appear on the invoice. This reference will be saved and visible for each order related to that specific billing entity, until the field is updated or cleared.

Note: There is a 25 character limitation for this field.

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2. At checkout (field: Project Code or PO number): This field is mandatory (if Project codes have been activated for your account) and must be filled during the checkout process by the ordering user, regardless whether there is a PO number registered for that particular billing entity. If a PO is not needed for the order, users could just write 'N/A' or 'None'

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Project codes or PO numbers can be saved as a number, text or a combination of the two, depending on your needs.

One of the main differences between Cost Centers and POs account set-up is that you can have several Cost Centers linked to one billing entity, while you can only have 1 blanket or static PO per billing entity at the time. 

Note: At the moment it is not possible to have both cost centers and project codes active in your account at the same time. By default, every account comes with cost centers active. Please contact us at support@gelato.com should you wish to switch or opt out.

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