Cost Codes

Overview

Cost codes are used to budget and track job expenses. Cost codes are used on daily reports, time cards, purchase orders and change orders to show what an employee was working on and pull from the hours or costs budgeted for that activity. Cost codes in eSUB were previously referred to as “labor activities”.

Cost code fields and definitions:

• Cost Code: A unique value that is used to track each cost code. This may relate to a number used in a company’s financial software or financial package.
• Cost Code Description: A description of the cost code.
• All Projects: Select whether the cost code should be displayed on projects or hidden on projects by default (affects all new projects).
• Is this an Overhead Time code (not Billed to the Project)?: Select No if the cost code represents a cost that is billed against the project.
• Available For: Select which cost type(s) the cost code should be associated with.

Create Cost Code

User must be an Executive Administrator in order to access the Company Setup section.

1. Go to Start > Settings > Administration > Company Setup > Cost Code
   
2. Complete the Cost Code and Cost Code Description fields
3. Select the desired options for the cost code (See cost code fields and definitions above)
4. Select Save Data
   

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Import Cost Codes

eSUB will import cost codes as a courtesy to our subscribers. We highly recommend to send your cost codes list to Support for importing. Please download and complete the most current Excel template and send to support@esub.com. A notification will be sent once the import is complete.

 To go against recommendation and import cost codes manually, please follow the steps below:

1. Download and complete the Excel template
   • Indicate cost types for each cost code by entering an "X" in the respective cost type column
   • Leave the column blank to indicate that the cost type is not to be associated with that cost code
2. Go to Start > Settings > Administration > Company Setup > Import Cost Codes
   
3. Select Browse
   
4. Locate and select the completed Excel template
5. Select Open
6. 
   
7. Select Import File
   
8. Select either Display or Hide in the All Project(s) field
   • This option will display or hide the cost codes on all currently existing projects
   • Cost codes that have been created through the import process will be set to automatically display on all new projects created moving forward (reference the All Projects field definition in the Overview section)
9. Select Save Data
   

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Edit Cost Code

Editing an existing cost code will change any historical data associated with that cost code.

1. Go to Start > Settings > Administration > Company Setup > Cost Code
2. 
   
3. Select the Edit pencil icon , under the Action column, next to the desired cost code
4. Modify the cost code as needed
5. Select Save Data
   

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Activate or Inactivate Cost Code

1. Go to Start > Settings > Administration > Company Setup > Cost Code
   
2. (Optional) Use the search and filter options to locate the cost code
3. Select the Active or Inactive link in the Status column

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Display or Hide Cost Code

Via Company Setup

1. Go to Start > Settings > Administration > Company Setup > Cost Code
2. 
   
3. Select the Edit pencil icon  on the cost code
4. Fill in the bubble in the Display or Hide column for each project as desired
5. Select Save Data
   

Via Project Configuration

Select the project, then:

1. Go to the Project menu > Configure Project > Display/Hide Cost Codes
   
2. Fill in the bubble in the Display or Hide column for each cost code as desired
3. Select Save Data
   

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