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Financial structure

The Financial structure section provides instructions related to filling out, uploading, and downloading the spreadsheet containing the company's financial structure data. However, this information must be properly organized so that the platform can start displaying this initial data and subsequently assist in financial management.


Spreadsheet Registration (First Access – Data Integration)

Instructions are provided for filling out the following spreadsheets: Cost Centers, Budgets, and Workspaces. The instructions include example images. The spreadsheet template can be found at the end of the financial structure section. It must be downloaded by clicking the "Template" button and filled out according to the recommendations.

It is mandatory to read the "Important Notice" and confirm that you read it by clicking the "I Understand" button to unlock the spreadsheet template download.

Note:

The character limits set for Cost Center Name and Cost Center Code are based on a best practices guide aimed at maintaining standardization.

Fill out all three spreadsheets in the file following the platform’s recommendations.


Spreadsheet Registration (Second Access Onward – Data Update)

Once the spreadsheet is uploaded to the platform, we store the spreadsheet data and update it with new cost center entries made manually through the platform. This ensures that all structural data about your enterprise remains in this document. Therefore, if an update is needed, you can download the pre-filled spreadsheet again, make modifications following the same steps and criteria as the initial spreadsheet, and rely on the platform’s instructional support.

Cost Center Registration

The spreadsheet for cost center registration is composed of the following columns:

  • Manager e-mail: E-mails of the managers associated with the cost center. Note: they do not need platform access.

  • Manager Name: Name and surname of the managers.

  • Cost Center Name: Name of the cost center the manager is associated with. Note: at most 40 characters, excess characters will be automatically truncated by the platform but can later be edited in the cost center section under the same rules.

  • Cost Center Code: Cost center code. Note: at most 20 characters, can also be edited later just like the previous field.

Important

If no code is available, you may repeat the cost center name here on this step and also in subsequent steps.

Budget Registration

The spreadsheet for budget registration is composed of the following columns:

  • Cost Center Code: Cost center code registered in the Cost Centers spreadsheet.

  • Period: Monthly budget period, using the numeric month/year format (e.g., 01/2024).

  • Amount: Monthly budget value (numbers only). Note: fractional numbers are not allowed.

Budgets refer to the defined monthly allocations for each cost center. It is also possible to edit a cost center’s budget directly on the platform by navigating to Cost Center, selecting the desired cost center, and editing the budget.

Workspace Registration

The spreadsheet for workspace registration is composed of the following columns:

  • Provider: Provider associated with the Workspaces

  • Workspace ID on the cloud: Unique identifier for each workspace belonging to the provider’s organization.

  • Cost center code: Cost center code registered in the Cost Centers spreadsheet.

Important

  • The example in the spreadsheet must be deleted.
  • To ensure correct data reading, the original formatting of each and every field on the spreadsheet must be maintained.
  • When adding a new row, all adjacent columns must be filled out.
  • Only .xls and .xlsx files with a maximum size of 5MB will be accepted.

Spreadsheet Upload

Once the properly filled-out spreadsheet file is uploaded, a confirmation message appears, indicating that the spreadsheet has been registered/updated, and the "Finish" button becomes available to the user. Clicking "Finish" redirects the user to the Dashboards section.

Errors

If the spreadsheets contain errors, a message will indicate which spreadsheet has the issue, and the "Finish" button will remain unavailable.

The most common erros of upload process are:

  • Blank column: All columns in any given row must be filled out, otherwise the upload will fail.
  • Duplicate data: No repeated entries are allowed. For example, the same name and code cannot be used for different cost centers.

To ensure that data is displayed correctly in charts and listings without errors or missing information it is essential to follow this integration sequence:

  1. Creating and linking your organization.
  2. Provider integration in the Cost Orchestrator.

Important

If there is only one provider, proceed to the financial structure data integration step.
If there are multiple providers, repeat the steps to integrate the remaining provider(s) in the Cost Orchestrator before proceeding to the financial structure data integration. Caso tenha um único provedor continue para a etapa de integração dos dados da estrutura financeira. Caso tenha mais de um provedor refaça os passos 1 e 2 acima para integrar os provedores que faltam no orquestrador de custo antes de seguir para a integração dos dados da estrutura financeira.

  1. Financial structure data integration
  2. Provider recommendations integration.