Adding a cost account in PitneyShip Pro or PitneyShip Enterprise

Cost accounts can help you track how you spend your postage funds by allowing you to assign shipping labels and postage refills to an account.

Watch this video or follow the instructions below to learn how to add cost accounts.

The following characters are not allowed for cost account names or codes:

& - ^ double spaces

The following characters are not allowed in cost account names or codes with "Cost Accounting" account list management service:
- ~ ` ' ^ & | { } [ ] " ; < > = ö á í ó é ñ — –
double spaces or leading spaces
@ may not be used when importing but may be added manually after accounts are imported

1. Select Settings > Cost Accounts.
2. Select +Add Account.
3. Enter the Account Name (maximum 75 characters), Code, and Description (optional). Leave the Status set to Active.
4. To make the account billable, select Billable.
5. To protect the account with a password, select Password and enter the password. This allows you to control whether users can assign charges to the account.
6. To restrict the account to a Division, select Division, then select the desired Division from the menu.
7. To restrict the account to one or more Locations, select Locations, then select the desired Locations from the menu.
8. To set a budget for this account, select Set Budget Amount and Notifications. This allows you to set a limit on the amount that can be charged to the account during a specific time period. You can provide notifications when the threshold is reached, or prevent users from charging labels and stamps to the account in excess of its budget threshold. . Select the desired budgeting options:
   • Time Period: Monthly, Quarterly, or Yearly
   • Budget Amount: The amount that is allocated to this cost account for the specified time period.
   • Fiscal Year Begins: Select the calendar icon to choose the date on which your fiscal year begins.
   • Notification Threshold: The amount at which you want the notifications to be sent.
   • Emails: If you want email notifications sent when the budget is reached, enter the email addresses here (up to 5).
   • Show an alert to users when this threshold has been reached: Select this if you want users to see a notification in the system when the label or stamp they're trying to print would exceed the budget of the account they're using. Note that this notification does not prevent users from exceeding the budget, it just notifies them. (To prevent users from charging labels and stamps to the account in excess of its budget, the Require Cost Accounts Budget Restriction setting must be enabled in the Cost Account settings.)
9. Select Save and Close.

Adding a sub account or sub sub account

Sub accounts and sub sub accounts provide extra levels of detailed cost accounting.

Here is an example where the enterprise is a town government, and it uses cost accounts to track postage.

• Cost account: School District
  • Sub account: High School
    • Sub sub account: Athletics Department

1. Select Settings > Cost Accounts.
2. Select the Add Sub Account icon next to the cost account under you wish to add the sub account.
   
3. Enter the Name (maximum 75 characters), Code, and Description (optional). Leave the Status set to Active
4. Select other options as needed.
5. Select Add and Close.

Related topics

• Importing cost accounts