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. Select Administration > Setup > Cost Codes.
  2. Click New Record.
  3. Specify this information:
    Organization
    Specify the organization to which the cost code belongs if you use multi-organization security.
    Cost Code
    Specify a unique code identifying the cost, and then specify a description of the cost code in the adjacent field.
    Class
    Specify the class of the cost code.
    Non-billable
    Select to prevent the cost code from being included when bills are generated.
    Out of Service
    Select to prevent the cost code from being displayed in lookups.

    Transactions associated with non-billable cost codes will not be included in fleet bills.

    Account Segment Value
    Specify the general ledger account code segment that represents the organization in your accounting structure. See your chart of accounts for more information.
  4. Click Save Record.