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Settings - Cost Codes - View/Edit

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Settings - Cost Codes

Overview

The global list of Cost Codes can have all their information changed except for the Code, which can not be changed.

There are two places where Cost Codes can be changed:

This is for changing the Cost Codes at the Global Level in Settings - Cost Codes.

Changing Cost Codes in Settings - Cost Codes, does not change it at the project level. To change it at the project level, each individual project would need to be edited and the Cost Code changed there.

When changing it at the Global level, the changes only apply to projects where new Cost Codes are added from the Company Cost Codes.

Changing the Division

A Division is changed by editing the Division on this form.

If the Division is changed, the code will be moved to be into the new Division in the Global settings (but again the changes do not impact project cost codes).

To View or Edit a Cost Code

  1. Access Cost Types, see Settings - Cost Codes.
    1. Follow the steps in Settings - Cost Codes to search and/or expand Divisions to have the Cost Code to be deleted displayed.
  2. Hover on the Row of the Cost Code to edit (or view).
  3. Click the Edit button.
  4. Change the Information as required. The Code will be displayed but grayed out and can not be edited.

The information to enter is as follows:

Division

Enter or change the Division (the format of the Division can be set as required with numbers, abbreviations, a name etc.) If there are other codes with this same Division, the Cost Code will be grouped under that. If there is no Division with this name, a new one is created.

The Division is optional. It can be left blank and then the Cost Code will be created under a "No Division" label.

If this is the only code under a Division, and the Division is changed, the previous Division will be automatically deleted.

Recommendation: Determine the format of the division information for consistency i.e. just have numbers or codes, just have a description or have a combination of numbers or codes and description. To group Cost Codes under the same Division - the Division must be exactly the same format and text/numbers for both.

Code

Can't be changed.

Name

Enter or change the name of the Cost Code. This is optional.

Cost Types

This can be set as All Cost Types or only certain cost types can be assigned.

If the Cost Types are changed, it does not impact any items previously assigned those cost types. They will be left as they were previously entered. Changing these only impacts Cost Codes added to Projects from Company Cost Codes (going forward). QUESTION TO BART - CONFIRM IF THIS IS TRUE?

To change the Cost Types applicable:

  1. Click in the Cost Type drop down.
  2. Click on the Cost Type to associate with this Cost Code. A check mark appears to the right of the Cost Code to indicate that it is selected and the name is listed in the box.
  3. Repeat to select as many Cost Types as required.
  4. Click on a Cost Type that is checked, to remove the check mark. Click on all items checked marked to set it back to applicable to all Cost Types.
  5. Click anywhere outside the drop down to exit. All the selected Cost Types are listed.

Default Work Retainage

This is the default retainage amount for work type items on the Schedule of Values. This is used as the default work retainage when the Invoice Schedule of Values is added (but can be changed).

Enter the percentage. It will automatically have the % setting attached.

If this changed, it does not impact any items previously assigned these percentages or the percentages set on the projects. They will be left as they were previously entered. Changing these only impacts defaults added to Projects from Company Cost Codes (going forward). QUESTION TO BART - CONFIRM IF THIS IS TRUE?

Default Material Retainage

This is the default retainage amount for work type items on the Schedule of Values. This is used as the default work retainage when the Invoice Schedule of Values is added (but can be changed).

Enter the percentage. It will automatically have the % setting attached.

If this changed, it does not impact any items previously assigned these percentages or the percentages set on the projects. They will be left as they were previously entered. Changing these only impacts defaults added to Projects from Company Cost Codes (going forward). QUESTION TO BART - CONFIRM IF THIS IS TRUE?

  1. Click the Save button to save the changes.
    1. The list of cost codes appears, grouped by Division and in a collapsed mode.
    2. Click Expand > next to the Division to expand it out and see the Cost Code added (see Settings - Cost Codes for more information on expanding and collapsing and/or searching Divisions).

OR

Click the Close button to cancel the add.

More Information

To add a Cost Code, see Settings - Cost Codes - Add.

To Batch Import a list of Cost Codes, see Settings - Cost Codes - Import.

To delete an existing Cost Code, see Settings - Cost Codes - Delete.

To delete all Cost Codes entered in the Global Settings, see Settings - Cost Codes - Delete All.

Next Steps

Maintain Cost Codes that are used on individual Projects, see Cost Codes.

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