Managing Cost Codes

Via Data Table Maintenance in Office, Cost Codes can be added, deleted or modified. These cost codes are available for assignment to projects and tasks so that all time entries are appropriately associated with the correct cost code.

1. Click the More Options button in the left navigation.
   
   
   
2. Choose the Data Table Maintenance option from the menu.
   
   
   
3. Click to open the Cost Code dropdown menu.
   
   
   
4. To add a new cost code group, select the [Create new Cost Code Group] option from the bottom of the dropdown menu.
   
   
   
5. The Add Cost Code Group screen opens. Enter a name (required), and optionally, enter a description.
   
   
   
6. Click the Save button to add this cost code group, or Cancel to discard. The new cost code group appears in this listing. 
   
   
   
7. To add cost codes to a cost code group, click the Add button that appears to the right of that group name.
   
   
   
8. The Add Cost Code dialogue opens. Enter a Number (optional), Name (required), and Default Unit (optional). Click Save to add this new cost code, or Cancel to discard.
   
   
   
9. The new cost code appears under the cost code group to which it was added.
   
   
   
10. This process can be repeated as many times as needed to build out the organization's full cost code structure. To add "child" cost codes to a "parent cost code," click on the Add button associated with that cost code.
    
    
    The new cost code will appear in a "child" position in the cost code hierarchy. 
    
    
    
11. To edit a cost code or cost code group, click on the Edit icon to the right of that listing.
    
    
    
12. The Edit Cost Code dialogue opens. Make any desired changes. This may include shifting the cost code or cost code group's status to inactive by using the toggle or deleting it. Note that only cost codes or cost code groups that are not in use may be deleted. 
    
    
    
13. Click the Save button to move forward with this edit, or the Cancel button to discard.
14. Cost Codes can be added at the project level, setting them as the default for all SmartTasks within the project. This is handled under the Financial tab for projects.
    
    
    Cost codes can also be added or modified at the SmartTask level using the corresponding dropdown menu.