Using Cost Codes in Forms (Field Reporting, Logs, Submissions)

🧾 Using Cost Codes in Forms (Field Reporting, Logs, Submissions)

📘 Overview

In Ontraccr, cost codes are embedded in forms to tie field activity back to job costs. Whether you're logging materials, equipment, daily site activity, or subcontractor work, users must select the relevant cost code before submitting a form. This ensures all field-reported data feeds directly into budget tracking and job costing.

📄 Where Cost Codes Appear in Forms

Cost codes appear in form fields that are:

• Set to Type: Cost Code Selector
• Configured to filter by:
  • Labor
  • Material
  • Overhead
  • Equipment

When filling out the form, users will see a dropdown with only the relevant cost codes for that project and category.

📥 Submitting a Form with Cost Codes

1. Open the assigned form (e.g. Daily Site Log, Material Usage, Subcontractor Report)
2. Choose the project
3. Select the appropriate cost code (required field)
4. Complete the rest of the form and submit

Once submitted:

• The data is instantly linked to that cost code
• Labor hours, material costs, or equipment time feed into actuals on the Progress Page

📌 Field Types That Use Cost Codes

🧠 You must assign the correct field type in the form builder for the dropdown to show the correct category of codes.

🔍 Validation Logic

• Users can only select cost codes that have been added to the project
• If a user tries to submit a form without selecting a valid code, the system blocks submission
• If no codes of the required type are present, the field will show “No options available”

🧠 Example: Daily Site Log Form

Fields:

• Worker Name
• Date
• Hours Worked
• Labor Cost Code (dropdown)

When a foreperson fills this out:

• They choose “Rough-In Electrical”
• Enter 8 hours

This logs 8 hours of labor under that cost code — and updates the Progress Page and Job Costing reports accordingly.

📌 Tips

• Always verify that cost codes are added to the project before assigning forms
• Use required field settings to force code selection before submission
• Match form categories to cost code categories (e.g. don’t use a Labor selector in a Material form)