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Using Cost Centres in CodexFit

  • Updated
Cost Centres allow you to categorise revenue across different areas of your business, making it easier to reconcile CodexFit reporting with your accounting or finance systems.

For example, you might create Cost Centres for different departments, revenue streams or accounting categories such as:
  • Memberships
  • Class Packs
  • Retail
  • Gift Cards
  • Birmingham Studio
  • London Studio
Each Cost Centre can also have an optional accounting code, allowing you to match the categories used within your accounting platform.
 

Creating a Cost Centre - To create a new Cost Centre:

  1. Go to Business Settings
  2. Select Product Settings
  3. Open Cost Centres
  4. Select Create Cost Centre
  5. Enter the Cost Centre name
  6. Add an accounting code if required
  7. Save
Cost Centres are centrally managed, so you only need to create each one once.
 

How To Create A New Cost Centre

Made by twotwentyseven with Scribe

Learn how to efficiently manage your financial structure by adding a new cost centre in your business settings. This guide walks you through setting up the necessary identification details and activating your new entry to ensure accurate accounting.



1. Navigate to you CodexFit Dashboard.

Business Settings Navigation

2. Click "Business Settings"

3. Click "Cost Centres"

4. Click "New cost centre"

Cost Centre Details

5. Enter the name of your new cost centre in the Name field

6. Enter an account code in the Accounting code field

7. Click the Active toggle to set this cost centre as active

Tip: You can also set the sort order to choose where each cost centre appears in dropdown lists.

8. Click "Create"




Assigning Cost Centres - A Cost Centre can be assigned to:

  • Bundles
  • Membership Plans
  • Products
  • Gift Card Products
Simply edit the relevant item and select the appropriate Cost Centre. For merchandise products, all variants automatically inherit the Cost Centre assigned to the main product, so you don't need to categorise every variant individually.
 
 

 

Updating Merchandise Variant Options In Codex

Made by twotwentyseven with Scribe

Learn how to manage and update specific product variant details within your inventory system. This guide provides a quick workflow for navigating the administrative panel to modify and save variant configurations for your merchandise.



Tip: This can also be added to Bundles, Plans and Gift Card products!

1. Navigate to your CodexFit Dashboard

2. Click "Merchandise"

3. Click a product you'd like to add a cost centre to

4. Click "Edit"

5. Expand the accounting section

6. Select your cost centre

7. Click "Save changes"




 
 
How Cost Centres work with sales

When something is sold, CodexFit records the Cost Centre that was assigned to it at the time of the transaction. This means your historical reporting remains accurate even if you later change the Cost Centre assigned to a product, bundle or membership.
 
For example:

A bundle is sold in September while assigned to Class Packs.
In October, you change that bundle to Studio Revenue.
The September sale will continue to appear against Class Packs, while new sales from October onwards will be recorded against Studio Revenue.
 
This prevents changes to your current setup from altering previously reported financial figures.
 
What about existing transactions?
 
Cost Centres are not applied retrospectively. If a product, bundle or membership did not have a Cost Centre assigned when it was originally purchased, the Cost Centre will remain blank for that historical transaction.
This is intentional, as CodexFit won't make assumptions about how previous revenue should have been categorised.

Cost Centres in Reporting

Cost Centre information is available across a range of CodexFit reports, allowing you to export and analyse revenue by accounting category.

You'll see Cost Centre information within reports including:
 
Orders and sales
  • Orders: Details
  • Orders: Split
  • Orders: Split Becycle
  • Collection Orders
  • Gift Cards: Value
Credits and bundles
  • Accounting: Credits
  • Accounting: Unused Credits
  • Bundles: Purchases
  • Bundles: Purchases Detail
Subscriptions
  • Subscription Invoices
  • Next Billing
  • Subscription Charges
  • Subscribers: Now
  • Subscriber Status
  • Debtors
The Cost Centre shown in these reports reflects the Cost Centre recorded when the original purchase or subscription was created.

Changing a Cost Centre

You can update the Cost Centre assigned to a product, bundle, membership or gift card at any time.
The change will apply to new transactions going forward and will not alter previously completed transactions.
 
You can also rename an existing Cost Centre centrally. This allows you to maintain consistent Cost Centre names and accounting codes across your CodexFit setup without having to update every individual product.
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