Global Cost Codes

🧾 Global Cost Codes

📘 Overview

The Global Cost Codes page in Ontraccr is your company's central database of all potential cost codes that might be used across projects. These codes define specific work activities (like “Rough-In” or “Lighting Automation”) and are essential for enabling job costing workflows across time tracking, budgets, invoices, and progress tracking.

Think of this as your master library of cost codes, which can be reused in different projects as needed.

🔍 Accessing the Global Cost Codes Page

• Navigate to the Cost Codes section from the left sidebar
• Click on Global Cost Codes

This page displays all cost codes available for use across the organization. These codes are not automatically added to individual projects — they must be selected or applied during project setup.

🧱 What Are Cost Codes?

Cost codes represent trackable work items or tasks that form the basis of your job costing structure.

Examples:

• Electrical Contractor:
  • “Rough-In” (installing wiring)
  • “Finishing” (installing fixtures)
  • “Fire Alarm”
  • “Automation Systems”

📥 Adding Cost Codes to the Global List

There are three ways to add cost codes:

1. Manual Entry

• Click Add (+) on the Global Cost Codes page
• Select “Create” to open the cost code slider and enter required details

2. CSV Import

• Click Add (+) and choose Upload
• Download the provided template
• Fill in your cost codes
• Upload the completed file

Important:

• Each cost code must have a unique number and name
• A description is required (can match the name if needed)
• Division is required only if your account has multiple divisions
• Category (Labor, Material, Overhead, or Equipment) is mandatory

3. Accounting System Import

• Direct import is supported from:
  • QuickBooks Online
  • Sage 100
  • Eclipse
  • Others via CSV
• Imported cost codes will retain integration links (e.g., visible on the cost code's detail view)

🗂️ Filtering & Viewing Options

• List or Card View Toggle: switch between compact and visual layouts
• Filter Options:
  • Active vs Archived
  • By Category (Labor, Material, Overhead, Equipment)
• Sort Options:
  • Ascending, descending, alphabetical
• Search: by name or cost code number
• Pagination: use page icons to navigate multiple entries

⚙️ Editing Existing Cost Codes

• All cost codes can be edited directly from the Global list
• Integrated codes show linked systems (e.g., “QuickBooks”) in their integration section

🧠 Tips & Best Practices

• If you don’t break down labor into detailed activities, you can still create a general code like “Labor” for tracking basic labor hours and costs.
• Aim to match your budgeting structure 1:1 with cost codes. This allows for precise tracking and comparison between budgeted and actual costs.