Create a New Cost Code

Cost codes define the type of work that has been completed and assign the cost to the right budget. A cost code is selected by a supervisor when accepting electronic dockets, allowing money to be allocated to the appropriate project budget.

A head contractor Virtual Superintendent user with the Dockets Super User or Admin Manager permission can access the Cost Codes page to create or edit cost codes.

This article will outline the steps to manually create a single cost code. The Virtual Super supports the ability to bulk import or edit cost codes using a downloadable Excel template. The following support article provides user instructions for bulk importing/editing.

Create a new Cost Code

To create a new cost code, follow these steps:

• Go to the Dockets Setup page
• Click on the Cost Codes tab
• Press the Add Cost Code button to manually create a single cost code

• Enter the details of the new cost code (as per the graphic below)

  NOTE: The red fields are compulsory fields

• Press Save

Cost Code Fields Explained:

Cost Code: Enter the unique identifier for this cost code

Name: Enter a unique cost code name

Project Number: Enter the project number that the cost for this cost code will be assigned to.

Active Yes: The cost code will appear in selection lists in SafeSite and the Virtual Super, and supervisors can allocate the cost code to a docket.

Active No: The cost code will not appear in SafeSite and Virtual Super selection lists and supervisors cannot allocate the cost code to a docket and it will not show in the list.

Allocated Quantity: Enter the total quantity for the UOM assigned to this cost code

Budget Rate: Enter the bid rate to complete this job

Target Rate: Enter the target rate to complete this job

Unit of Measure (UOM): Select the unit by which this cost code is measured

Add Location(s) *optional

Cost codes can be tied to docket selectable locations, i.e. locations that can be set in dockets. When set, you are saying that this cost code only applies in the specified locations.

Select locations in the list by checking the selection box. To remove a selected location uncheck the selection box.

NOTE: The first location in the list will be the default location until edited, as shown below.

Add Owner(s) *optional

Cost codes can be "owned" by specific engineers. The purpose of this is to make it easier for a supervisor to correctly assign the right engineer to a docket by restricting the engineers available based on the cost code selection.

Cost codes with owners are also referred to as locked cost codes.

Cost codes can have one or more engineer assigned as owners. Where multiple engineers are assigned as owners, one must be set as the default owner. The first person in the list is automatically set as the default owner unless manually changed.

When a supervisor is cost coding the dockets assigned to them and selects a cost code with owner(s), the default engineer will be assigned to the docket automatically. If the supervisor selects the engineer first, they will see a reduced list of available cost codes.

See this support article for more details, user instruction and support videos.

IMPORTANT: If a supervisor is processing their dockets and cannot select the correct engineer because the engineer has not been assigned as an owner to a cost code, only a Dockets Super User can resolve this issue. A Dockets Super User can assign an any engineer to a docket, regardless of cost code ownership.

Add Stakeholder(s) *optional

It is possible to assign specific head contractor Virtual Superintendent users to a cost code to help track expenditure on a per person basis. You can assign one or more Stakeholders.

NOTE: If you have added a Stakeholder(s):

We are actively putting together dashboards to represent this data. Feel free to reach out to us at support@cloudscapelabs.com if your project needs a specific dashboard representing cost code ownership.