Maintaining Cost Types and Cost Centres
Overview
In the Konten (Accounts) group of the General Master Data (/applications/generalMasterData/overview) you maintain the two catalogs used to classify receipts and vehicle costs:
- Kostenarten (Cost Types) answer the question "What kind of cost is this?" (refuelling, maintenance, tyres ...) - every receipt carries a cost type.
- Kostenstellen (Cost Centres) answer "Where do the costs belong organizationally?" - the cost centre is assigned to the vehicle in the vehicle record.
Editing cost types
The table shows Kostenart (Cost Type), MwSt (VAT), Fix and Hinweis (Note). The side dialog ("Kostenart hinzufügen" / Add cost type; "Kostenart bearbeiten" / Edit cost type) contains:
| Field | Meaning |
|---|---|
| Kostenart (Cost Type) | Label (mandatory, must be unique) |
| MwSt (VAT) | Dropdown with the currently valid VAT rates (e.g. "19 %"). Only rates whose validity period includes today's date are offered. |
| Fix (darf nicht gelöscht werden) (Fixed – must not be deleted) | Marks system cost types that are permanently required |
| Hinweis (Note) | Free text, e.g. posting notes for the team |
The special cases "Tanken" (Refuelling) and "Laden" (Charging)
Two cost types have a fixed meaning in the system - do not rename them and do not delete them:
- "Tanken" (Refuelling): The fuel card import (Article 08) posts all fuel receipts to this cost type. The KFZ-Info calculation (Article 14) also determines consumption and mileage from the "Tanken" receipts.
- "Laden" (Charging): Charging sessions of electric vehicles (Article 11) as well as the Heimlade billing (Article 12) post to this cost type. If it is missing, the system automatically recreates it at the first charging session.
If either of the two cost types is renamed, the import processes no longer find it and create a new entry - your reports would then be split across two cost types.
Editing cost centres
Cost centres consist of a Bezeichnung (Label; mandatory field) and a free Info text. The assignment to the vehicle is done in the vehicle record (Article 20); reports and exports can then group by it.
Frequently asked questions
A tax rate is missing from the VAT dropdown – why? Only rates that are valid today (valid-from/valid-to) are offered. Expired rates or rates only valid in the future do not appear.
Can I delete a cost type that receipts have already been posted to? Technically, the deletion prompt does not prevent this in every case - but historical receipts then lose their classification. Check your receipts beforehand and use the "Fix" flag for cost types worth protecting.
Related articles
