Create an Item Code with a Sign-on Profile

The steps for creating an item code will differ depending on your version of the Virtual Super.

This article will explain the steps that a head contractor Virtual Super users who have Sign-on Profile enabled across their project.

For these projects, your Dockets Setup page will look like this:

Item codes are created in the Virtual Super from the Dockets Setup page. A head contractor Virtual Super user needs the Dockets Super User or Admin Manager permission to be able to access to the Dockets Setup page.

Please speak to the administrator in charge of the Virtual Super for your project if you cannot access the Dockets Setup page.

Create an individual Item Code

• Go to the Dockets Setup page
• Select the Item Codes tab
• Press the Add Item button

• In the Item code: NEW dialog, enter the details for the chargeable item, as per the graphic below.

IMPORTANT:

When setting the Visible field, it is important to understand the following;

• Active Yes - the chargeable item is visible in selection lists in the SafeSite app and can be used in electronic dockets
• Active No - the chargeable item is not visible in selection lists but is still able to be used as part of an item code group

Sign-on Profiles

Sign-on profiles determine the steps that a SafeSite user must take when signing-on to SafeSite. When a SafeSite user selects a chargeable item in their docket, the sign-on profile assigned to that chargeable item, automatically determines the sign-on steps.

Each project has a set of default sign-on profiles available to use. There is a default sign-on profile for each Type of item code (labour, material, other, plant). When applied to item codes, these default sign-on profiles determine the steps that a user must take when they sign-on to SafeSite.

If the default sign-on profiles are not right for a project, it is possible to create custom sign-on profiles. See the following support article for user instructions.

Item Code Types

The Type field is used to define the type of docket that is generated, e.g. a labour docket. This data is used when exporting data to your financial system, within reports or in dashboards to better understand where costs are accruing.

The graphic below shows the current list of Types. If a relevant Type is not available, select Other and contact support@cloudscapelabs.com to discuss adding a new Type.

Item Code Categories

The Category field is used to further refine the details of each chargeable item. This data is used when exporting to your financial system, within reports or in dashboards to better understand where the costs are accruing.

The graphic below shows the current list of Categories. If a relevant Category is not available, select Other and contact support@cloudscapelabs.com to discuss adding a new Category.

Edit Item Code Price

Once an item code has been created, the Price field can be edited to suit any future pricing changes.

• Press Edit - located on the right of the Price field
• In the Edit Item Prices dialog, set the Active From date using the date picker (see important notes below)
• Enter the new Price
• Press the blue Add button
• Press Save

IMPORTANT -

• The earliest the Active From date can be set to is tomorrow, i.e., the price cannot be edited for today
• Scheduled prices can be edited / deleted before the Active From date
• There is a limit to one price change for any given date

Create Item Codes in Bulk via Excel Template

It is possible to generate Item Codes in bulk via an Excel template.  Doing so will speed up the time it takes to set up multiple chargeable items for your project.

Click this link to our Knowledge Base for user instructions.

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