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Multiple Offices, Office Separation and Cost Centers

Your fp. system allows for an agency to have more than one location, as well as the ability to break work out to different departments or units.

Please review this article to learn how and why you might have more than one Office in your system, how you can separate the work for those Offices, and how you can use Cost Centers.

Adding Another Office

The Company Type of "Office" should only be associated to your company - aka the company that is using the fp. system. If your agency has more than one location, you may wish to add this as a different office in your fp. system.

To set this second office up, begin by hovering over Companies in the main navigation bar, and chosing Add Company.

You will land on an Add Company page. Required fields are marked in blue. The key field to fill in is Company Type - be sure to select Office from the drop down menu. Click Submit when done.

You will now need to add this company as an Office in the Admin area of the system. Hover over the Admin menu and choose System Set Up > Office Preferences.

You will land on the Office Details page. From the top right of the page, choose the Add Office button.

From the Company Name drop down menu, you will see any company you created earlier, and marked with the Company Type of Office.

Pick the additional office, and fill in any other fields including the option to upload the logo that should appear on printouts from this Office.

Click Submit/ Add when ready.

The new Office has now been created and will appear in your Office List.

Note that this additional Office does not impact the total number of seats you have with fp.  As well, note that your staff can be associated to one Office only. You can change this setting on any staff Contact page.

You can see a list view of Staff and their associated Office on your Staff List view within the Admin area.

Office Separation

Office Separation

Clients with more than one Office in their system, have the option to turn on a system preference called Office Separation.

Please review this article to learn more about what this setting does and does not affect in your system: More On Office Separation

Cost Centers

Cost Centers

The inclusion of Cost Centers can be a part of your organization's workflow - many of our in-house agency clients use Cost Centers to track the work they do for different departments. So Cost Center examples may include the Research & Development Department, Marketing Department, or Customer Service Department.

To activate the use of Cost Centres within your system navigate to Admin > System Set Up > System Preferences.

You will land on a tab called System. Tick the box for Cost Centers and click Submit.

Now you will want to name your Cost Centers. Again from the Admin menu, choose System Set Up > List Maintenance.

Click Cost Center from the Select a List list. Add New items, edit current items, and change the order as you see fit. Your Cost Centers can be names, numbers or some combination. Hit Save when done.

A Cost Center can be associated to a Company, Brief, and/ or Job. To add to Company page, click the Edit Details button.

Then make your selection from the Cost Center menu. Click Submit to save your changes.

When adding or editing a Brief, you will also see the option to associate a Cost Center.

And when editing the Basic Info tab of any Job, you will also see this Cost Center field.

Step 4. Viewing Cost Center Usage

You can find any Company, Brief or Job in your system by virtue of the Cost Center field. Above, I'm finding Jobs by the Cost Center called "Design 410."

This will generate a list view of my Jobs using that Cost Center. To include Cost Center data in this on-screen view, click Manage Columns.

From the Advanced tab, click Cost Center. Use the preview panel to drag/ drop this column into the order of your choosing. Click Save Columns when ready.

My list of Jobs now includes Cost Center information.

Repeat these steps to see Cost Center information pertaining to Companies and/ or Briefs.

We welcome your questions or concerns: support@functionpoint.com

2 Comments

Shirley Mackay

Do you have to set up in Quickooks prior to set up in Fp . If so what has to be set up

Emma Lauder

Hi Shirley -

Thanks for the question and hope I can help. You could either have the data for both offices in fp. go to the one QB file, but you would not see any separation of data by office. Or, you could set up an additional QB file, for your second fp. office.

Let us know if you need more clarification.

Cheers, Emma

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