WorkBook

Costing Codes

Use the Costing Codes submodule in the Settings module to set up and customize structures to record cost and revenue more accurately. You can apply costing codes to both jobs and tasks.

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

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

Types

There are two types of costing codes:
  • Level 1 or parent code, which you can specify for use on jobs or jobs and tasks
  • Level 2 or child code, which you can only use on tasks.

Note the following rules:

  • You cannot delete a level 1 code when it has a level 2 code attached to it.
  • You can only deactivate a level 1 code if all level 2 codes that are associated with it are also deactivated.
  • You cannot use a level 2 code on its own. It must 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.
  • You cannot delete a code that is linked to a job or task. If you want to delete a code that is in use, you can deactivate the code instead.

  • You can only link tasks and jobs to costing codes that are enabled for use on their Company and client.

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

Company Variable 73

Costing codes use Company Variable 73 (Enable Costing Codes on Jobs, Tasks, and Purchase Orders) to determine whether a costing code is required on jobs, tasks, and Purchase Orders. The following are the valid values for Company Variable 73:
  • 0 - Do Not Use: Selecting this option turns off the ability to use costing codes for jobs, tasks, and Purchase Orders on this Company.
  • 1 - Optional for Jobs and Tasks: The use of Costing Codes on jobs and tasks is optional. WorkBook does 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 and Purchase Orders: The use of Costing Codes on jobs is required. You cannot create a job without a costing code being applied to it. The use of Costing Codes on tasks and Purchase Orders is optional.
  • 3 - Required on Jobs, Tasks, and Purchase Orders: The use of Costing Codes on jobs, tasks, and Purchase Orders is required. You cannot create jobs, tasks, and Purchase Orders 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.