Defining cost codes

Define cost codes for the organization, and then reference them along with any data involving costs, such as work orders, purchases, material issues, etc. Charge maintenance costs to the correct area by specifying cost codes. The cost for repairing a unit air conditioner, for example, might come out of a particular department’s budget.

Note: Cost codes simplify tracking costs; however, they might hinder data entry because you must specify cost codes along with the data.

To define cost codes:

  1. Open the Cost Codes form.
  2. Click New Record.
  3. Organization—Enter the organization to which the cost code belongs if you use multi-organization security.
  4. Cost Code—Enter a unique code identifying the cost, and then enter a description of the cost code in the adjacent field.
  5. Class—Enter the class of the cost code.
  6. Non-billable—Select to prevent the cost code from being included when bills are generated.
    Transactions associated with non-billable cost codes will not be included in fleet bills.
  7. Out of Service—Select to prevent the cost code from being displayed in lookups.
  8. Account Segment Value—Enter the general ledger account code segment that represents the organization in your accounting structure. See your chart of accounts for more information.
  9. Click Save Record.