Cost Codes

Cost Codes are used to identify costs on work requests. They are most often used to associate costs with a particular type of space, for example, Office Space, Garage Space, or Retail Space. The values that you define populate the Cost Code drop-down menu in the Miscellaneous Fields pane of the Request Details page.

When you create a cost code, you can assign it to a cost code group. These cost code groups can then be associated with work request subTypes so that users can select the appropriate cost code for that type of work.

To open the Cost Codes page:

  1. Open the Administration Menu page.

  2. Under the WORK ORDER ADMIN heading, click Cost Codes.

ClosedAdd a Cost Code

Adding a cost code allows you to define a cost identifier that can be associated with a request subType. To add a cost code:

  1. In the Add Cost Code field, enter the name of the cost code.

  2. In the Cost Code Value field, enter a numeric value corresponding to the cost code.

  3. In the Cost Code Group field, select a value if you want to associate this cost code with a cost code group.

    Associating a cost code with a cost code group limits the availability of the cost code to work requests whose subTypes have also been associated with that cost code group. Cost codes do not need to be associated with a cost code group. If a cost code is not associated with a cost code group, it is available for all types of requests.

  4. Click ADD.

    A dialog box opens asking you to confirm your choice.

  5. Click OK.

ClosedEdit a Cost Code

Once you have created a cost code, you can further define it or edit it. To edit a cost code:

  1. In the Cost Code field, select the cost code to edit.

  2. To change the display order, enter a value in the Tab Order field.

    The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

  3. To change the name of the cost code, enter a value in the Rename field.

    All historical information will reflect the new value.

  4. To change the cost code value, enter a numeric value in the Cost Code Value field.

  5. To associate the code cost with a different group, select a value in the Cost Code Group field.

    Removing a cost code from all groups is done on the Cost Code Groups page.

  6. To change the status, select a value from the Status field.

    Cost codes with a status of Inactive are not displayed to users. However, inactivating a cost code does not affect the existing work requests that utilize it.

  7. Click UPDATE.

ClosedDelete a Cost Code

Cost codes that have not been used can be deleted from the system. If a cost code has been associated with a work request, it cannot be deleted.

Cost codes that cannot be deleted can be inactivated to prevent users from accessing them.

To delete a cost code:

  1. In the Cost Code field, select the cost code to delete.

  2. Click Delete.

    A dialog box opens asking you to confirm your choice.

  3. Click OK.

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