Cost Code Template – Screen

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

A cost code template is used to create a cost code structure (budget structure) for a particular type of job (office buildings, high‑rise apartment buildings, medical buildings, roads, etc.) or for a particular type of work (electrical, HVAC, etc.) by grouping combinations of cost codes and categories together that are typically used for that particular type of job/work. Cost code templates are not mandatory. Cost codes can be applied directly to jobs without utilizing templates.

When cost codes and sub-cost codes are added to a cost code template, the categories associated with them are also copied over. Individual cost codes, sub‑cost codes, categories and sub‑categories may be deleted from the template. If a controlling cost code with sub-cost codes is deleted, an alert pops up to notify you that its sub-cost codes will also be deleted if you proceed.

A template is created by entering a template name via the Template Name field (once this field loses focus, the [Create Template] button becomes enabled), and selecting a starting and ending cost code via the Starting Cost Code and Ending Cost Code fields, and then clicking the [Create Template] button. You can add another range of cost codes by selecting a new range via the Starting Cost Code and Ending Cost Code fields, and then clicking [Create Template].

Selection Criteria – Section

Company

Company for which template is being created.

Template Name

Used to select template to view or edit, or to enter name for new template.

Starting Cost Code

Used to specify starting cost code of range of cost codes to add to template.

Ending Cost Code

Used to specify ending cost code of range of cost codes to add to template.  A value must be selected via the Starting Cost Code field to have corresponding values available via this field. Once a range is specified, click [Create Template] to add cost codes to template.

Setup via Cost Codes – Checkbox

Display only. If checked, the cost codes and category details will not be modifiable. This identifies that this cost code template was created using the automated Setup Cost Code Segment screen and may only be edited via that screen.

[Create Template] – Button

Used to create a new template, and to add the range of cost codes specified by the Starting Cost Code and Ending Cost Code fields to the template.

[Add/Remove Categories] – Button

Used to add or remove selected categories from all cost codes in template.

[Add Cost Codes] – Button

Used to add cost codes to template.

[Delete Template] – Button

Used to delete a cost code template. When this button is clicked, the user will be prompted with a warning message to confirm whether to proceed with the deletion or not.

Active – Checkbox

When checked, the template can be used for selection on applicable screens. When unchecked, the template will not be available in the Assign Cost Codes screen nor in the PCI/Subcontract Add New Cost Code screen. Functionally the inactive template will behave as if the template has been deleted.

Cost Code Detail – Section

Locked - Checkbox

This column is only visible if the Lock Cost Codes And Categories In Template Assigned To Job checkbox is checked on the Job Costing Control File. If this box is checked, the selected cost code in the template is locked and once the template is assigned to a job, the locked cost code cannot be deactivated or removed from the job. If the locked template cost codes are in the master list, then it cannot be removed from the master.

The Active column is disabled if the Locked box is checked for both the cost codes and categories.

Note In order to lock/unlock cost codes, the user must have the JCLOCKCC system privilege assigned to them. Locked cost codes cannot be deleted unless the user has this system privilege assigned to them, then the cost code can be unlocked and deleted. Users without the privilege should contact their system administrator.

Code

Cost code’s code.

Name

Name/description of cost code.

Type Code

Type of cost code; maintenance screen’s standard Treeview path: JC > Setup > Local Tables > Enter Cost Code Types.

[Add/Remove Categories] - Button

Launches pop-up window to add/remove categories to/from cost code.

[Category Detail] - Button

Launches pop-up window to:

  • view cost code’s categories

  • insert and delete categories from cost code

  • set categories’ Bill Code, Billing Type, Budget Method, Time Phased, Exclude Cost Budget From WIP, and Exclude Costs From WIP fields

  [Alternate Codes] - Button

To add alternate codes to the cost code template, click on the Alternate Codes button to open the Alternate Codes pop-up window and use the Insert button to add codes.

Alternate codes assigned to cost codes via the cost code template will be visible on the job when the template is used to populate cost codes on job.

Alternate codes assigned to cost codes via the cost code template do not display in the cost code master (Enter Cost Code screen > Alternate Codes button).

Adding Existing and New Cost Codes to a Cost Code Template

Existing cost codes can be added to a cost code template by selecting them from the company's master list of codes. The master list of cost codes for a company is maintained in the Enter Cost Code screen (standard Treeview path: Job Costing > Setup > Local Tables > Enter Cost Code).

If a situation arises where a new job-specific cost code is required for a template that does not already exist in the master list, ensure the 'Validate Cost Code Master' checkbox is unchecked in the Projects tab of the System Options screen. When this box is unchecked, new cost codes (i.e. cost codes not available in the master cost code list) can be added to a cost code template and saved and will not be validated against the master list.

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 will trigger an error message upon saving.