Job Costing - Using Cost Code Structure by Dept/Job

This functionality allows you to assign a cost code template directly to a job and to create a template using cost codes that are not assigned to the master cost code list.

NOTE: The master list of cost codes for a company is maintained in the Job Costing - Enter Cost Code (standard Treeview path: Job Costing > Setup > Local Tables > Enter Cost Code).

Create Cost Code Template

Example of the Cost Code Template Maintenance screen

Pgm: JCPHSFM – Cost Code Template Maintenance; standard Treeview path: Job Costing > Setup > Local Tables > Cost Code Template

Create a template in the Cost Code Template Maintenance screen. In this example, a template named "TEMPC1" has been created.

Assign Cost Code Template to Job

Example of assigning the cost code template to a job on the Job Detail tab of the Job Setup screen

Pgm: JCJOBFM – Job Setup; standard Treeview path: Job Costing > Job > Enter Job – Job Detail tab

Assign the cost code template to a job on the Job Detail tab of the Job Setup screen. Select the template in the Cost Code Template field and check the 'Automatically Apply Template To Job' checkbox. The selected template will default to the Assign Job Cost Codes screen.

Assign Job Cost Codes

The value of the Use Cost Code Template field defaults from the Job Setup screen

Pgm: JCPRODSU – Assign Job Cost Codes; standard Treeview path: Job Costing > Job > Assign Cost Codes

The cost code template selected in the Job Setup screen defaults to the Use Cost Code Template field on the Assign Job Cost codes screen. The cost codes from TEMPC1 template are assigned to the job on this screen.

Add Cost Codes to Template

Example of the Add Cost Codes pop-up window

Pgm: JCPRODSU – Assign Job Cost Codes; standard Treeview path: Job Costing > Job > Assign Cost Codes

If a cost code template is specified in the Use Cost Code Template field on the Assign Job Cost Codes screen, then cost codes listed in the pop-up window launched from the [Add Cost Codes] button will be limited to the cost codes in the selected template and to any cost codes that were not already added from the template to the Cost Code Detail section.

Example of a cost code that was not already added from the template has been added

The screenshot above shows a cost code that was not already added from the template has been added.

Example of the Add Cost Codes pop-up window if a cost code template is not specified in the Use Cost Code Template field

If a cost code template is not specified in the Use Cost Code Template field on this screen, then cost codes listed in the Assign Job Cost Codes pop-up window will be from the company's master cost code list that were not already added to the Cost Code Detail section.

Create and Assign Cost Codes on the Fly

Example of creating and assigning cost codes on the fly

Pgm: JCPRODSU – Assign Job Cost Codes; standard Treeview path: Job Costing > Job > Assign Cost Codes

Assigning cost codes to a job that are not already in the master cost code list or in an assigned cost code template may require creating cost codes on the fly.

NOTE: To create a new cost code or category on the fly, the 'JCPHSINS' system privilege should be enabled on Enterprise and the user should be given access to the Assign Phase/Cat On The Fly program name by checking its associated 'Grant' checkbox on the User Access > Assign Program screen in CMiC Field.

The 'JCPHSINS' system privilege found on the System Privileges tab of the User Maintenance screen allows users to create a new phase/category on the fly on both Enterprise and CMiC Field when checked, as shown in the screenshot below.

Example of the JCPHSINS System Privilege

Pgm: SDUSRMNT – User Maintenance; System Data > Security > Users > User Maintenance - System Privileges tab

To allow permission to create cost codes on the fly from the existing cost code and categories list, navigate to the User Access screen found in CMiC Field > Security and select Assign Programs for a specific user. Next, check the Grant checkbox associated with the Assign Phase/Cat On The Fly program to grant the user access.

Example of the Assign Phase/Cat On The Fly User Access security

CMiC Field > Security > User Access - Assign Program option

When the 'Validate Cost Code Master' checkbox is unchecked in the System Options screen in the System Data module (standard Treeview path: System > Setup > System Options – Projects tab), then cost codes can be added that don't pre-exist in the master cost code list or cost code template assigned to the job.

If the 'Validate Cost Code Master' checkbox is checked, any new cost codes that are added that don't pre-exist in the master cost code list or the cost code template assigned to the job will trigger an error message upon saving.

Use Quick Cost Code/Category Insert

Templates can be specified when assigning cost codes on the fly. For this functionality, ensure that the 'Validate Cost Code Master' checkbox is unchecked in System Options (standard Treeview path: System > Setup > System Options – Projects tab.

Example of the Quick Cost Code/Category Insert pop-up window

Pgm: JCTRNENT – Enter Cost Transaction; standard Treeview path: Job Costing > Transactions > Enter Cost Transaction - [Create CostCode/Cat] button

On the Enter Cost or Billing Transaction screen, click on the [Create Cost/CodeCat] button to launch the Quick Cost Code/Category Insert pop-up window. When inserting detail lines, this pop-up window can be used to create new cost codes and categories.

Example of the Cost Code Templates LOV

The Cost Code Template field lists all templates available for the given company.

Example of the Cost Code LOV if a template is assigned

If a template is specified in the Cost Code Template field, then the Cost Code field's LOV will retrieve all cost codes of the template and display them under two sections:

  • Assigned Cost Codes

  • Template Cost Codes

Example of the Cost Code LOV if no template is specified

If a template is not specified, then the Cost Code field's LOV will show all the cost codes from the master cost codes list and display them under two sections:

  • Assigned Cost Codes

  • Unassigned Cost Codes

Phase Segmentation

If phase segmentation is enabled, and if a template is specified in the Cost Code Template field, then the Segments field's LOV will retrieve all cost codes from the template and display them under two sections:

  • Phase Assigned to the Project (Via Job)

  • Phases Template

Example of Phase Assigned to the Project in Cost Code LOV

If the segmentation is enabled and if a template is not specified, then the Segments field's LOV will show all the cost codes from the master cost codes list and display them under two sections:

  • Phase Assigned to the Project (Via Job)

  • Master Phases

Example of Phase Assigned to the Project in Cost Code LOV if a template is not specified