Cost Code Controls is a feature that allows you to limit the cost codes available to a timecard creator (Foreman, PM or Payroll Admin). Previously this was only available via an API integration.
Here are a few examples for when to use Cost Code Controls:
Multi-trade contractors who want to limit the ability for sheet metal workers to see cost codes for plumbers, and vice versa.
A single project that encompasses both prefabrication and construction activities, it is necessary for the prefabrication foreman to exclusively allocate charges to shop codes, while the construction foreman should restrict charges to field codes. However, both sets of codes should remain accessible within the confines of the same project.
Direct and indirect codes, where you may want the foreman for undirects (including overhead or project services) to only see their codes, and where the construction foreman should not have the ability to charge to overhead.
In the case of multiple sub-jobs within a single project: A project encompassing multiple buildings or sub-jobs may require the specification of which sub-jobs a particular foreman can allocate charges to. While all the sub-jobs must be consolidated under a single project, foremen should have the capability to charge exclusively to their designated sub-job.
To turn on Cost Code Controls you will need to speak with your Account Manager at Rhumbix. Once they have this feature enabled, you will be able to do all the set up on the client side.
Here are the steps necessary to start using Cost Code Controls:
Go to Picklists under Company Settings where you can modify Labor Types and Cost Code Types by clicking on the "Modify" button on the right side of the screen.
Note: It is important to understand that these two fields will be used to build relationships between employees and cost codes on a per-project basis. You will create lists for both Cost Code and Labor types and then create the relationships between the two types.
2. From here you can add or edit your Labor or Cost Code Types. To add a new type simply click on the "+ Add Row" button. When you are setting these up for the first time you will not have to enter the status or the Relationship. The status will be automatically set to Active and the Relationship will be available once you have both a Cost Code Type and a Labor Type entered into the system.
3. Once you have populated both lists you will be able to add them in the "Relationships" column.
Note: You can have a multiple Cost Code Types per Labor Type and vice versa.
4. Now you can add the labor type to your individual Team Members. To do this go to Team Members under Company Settings and scroll to the right to find the "Labor Type" column. Click on the cell you wish to edit and add the labor types you wish to connect to the Team Member. Again you can have multiple Types selected for one Team Member.
5. Finally, go to the Budget or Cost Code section under Project Settings and click on the "Cost Code Type" cell to add the Cost Code Type(s) you want to connect with a specific cost code.
6. Now that you have set up your Cost Code Controls you can view the relationships in one easy to view place under the "Cost Code Controls" tab within Company Settings.
Note: You can view these relationships either by sorting them by Cost Code Type or Labor Type. To make edits you will have to go to the Picklists that you started with at the beginning of this tutorial.
Now you can rest easy knowing that your timecard creators are selecting only the cost codes that are applicable to their roles.
One important note on who should get Labor Types and how it works in the field. A Timecard owner will only have access to the cost codes that they are associated with. So even if they have someone on their timecard that should have access to other cost codes outside of the Timecard Owner's approved cost codes, the Timecard owner will not have access to those cost codes for that team member. It is not suggested to add Labor Types for the "worker" roles because they will not be creating timecards and therefore no rules will apply for them.