WorkBook

Costing Codes

A new addition to WorkBook, Costing Codes allow you to set up and customize structures to record cost and revenue more accurately. Costing codes can be applied to both jobs and tasks.

Costing Codes are a job costing tool that allows you to create codes that can be activated for different types of expenses, and then be applied only to specific companies and clients. It is designed so that you can create structures to complement the job costing system that your organization has in place.

If you are an Administrator or an Advanced User with access to Settings, you can customize your job costing setup according to the needs of your organization.

Types

The costing code types are:
  • Level 1 or parent code, which can be specified for use on jobs or jobs and tasks
  • Level 2 or child code, which can only be used in tasks

Note the following rules:

  • A level 1 code cannot be deleted when it has a level 2 code attached to it.
  • A level 1 code can only be deactivated if all level 2 codes associated with it are also deactivated.
  • A level 2 code cannot be used on its own. It needs to be attached to a level 1 code.
  • A level 2 code only has access to companies and clients that its parent (level 1) code has access to.
  • A code linked to a job or task cannot be deleted. If you wish to delete a code in use, you may deactivate the code instead.

  • Tasks and jobs may only be linked to costing codes that are enabled for use on their company and client.

  • A task can only be linked to level 2 codes that are the child codes of their level 1 parent code. If the level 1 (parent code) allows for use on tasks, they may link to that code as well.
Note: For more information, see Validation Types and Issues.

Company Variable 73

Costing codes use Company Variable 73 to determine whether costing code is required on jobs or tasks. The options are:
  • 0 - Do not use: Selecting this option will turn off the ability to use costing codes for jobs and tasks on this company.
  • 1 - Optional for jobs and tasks: The use of Costing Codes on jobs and tasks is optional. The system will not perform validation checks and generate validation issues on jobs and tasks that do not have a costing code, and costing codes can be removed entirely from jobs and tasks.
  • 2 - Required on jobs, optional on tasks: The use of Costing Codes on jobs is required. A job cannot be created without a costing code being applied to it. The use of Costing Codes on tasks is optional.
  • 3 - Required on jobs and tasks: The use of Costing Codes on jobs and tasks is required. Jobs and tasks cannot be created without a costing code being applied to them. In addition, you cannot move a job from Status 0 (In Quotation) to Status 1 (In Progress) if it does not have a costing code, if Company Variable 73 is set to option 2 or 3.