Using Cost and Billing Codes

1. Before use, cost and billing code structures must be created. Access this via the More Options icon in the left menu.
   
   
   
2. The More Options menu opens. Select Data Table Maintenance to proceed.
   
   
   
3. The Data Table Maintenance dialogue opens. Click on either the Cost Code or Billing Code dropdown menus to open them. The process for building and assigning cost and billing codes is identical. The use of these codes will vary from organization to organization. The billing code will be used as an example for setup below.
   
   
   
4. After clicking on the Billing Code dropdown, the menu opens. Any existing codes will appear in a hierarchy format. Select the Create new Billing Code Group option to add a billing group.
   
   
   
5. The Add Billing Code Group dialogue opens. Enter a name, and optionally, a description for the billing code group. Click the Save button to add this billing code group.
   
   
   
6. The new billing code group now appears in the dropdown menu. From here use the Add Below icon to add a billing code to this group. (The Edit icon can also be used to modify the billing code group).
   
7. The Add Billing Code dialogue opens. It displays the billing code group to which it will belong (in this case, Professional Services) and the billing code that it falls underneath in the hierarchy. Because this billing code is directly under the billing group it displays as (Root). Add a number to organize the billing code and a name for the billing code. Click Save to add this new billing code.
   
8. The new billing code will appear in the listing. Use these steps to add all needed billing codes. Note that billing codes can be added directly under the group, and under other billing codes as well (as in the example on the right below).
      

Once billing and cost codes have been built out in the Data Table Maintenance area, they are ready to be used in projects and tasks.

1. Open the project that billing or cost codes will be added to, then click on the Info icon found next to the project title.
   
   
   
2. The Edit Project dialogue opens, displaying general project details. Click on the Financial tab.
   
   
   
3. Financial project detail is now displayed. Use the Cost Code Group and Billing Code Group dropdown menus to associate a cost or billing code with this project. This will mean that by default, all tasks and hours/expenses that belong to this project will be associated with this cost and/or billing group. Again, adding cost and billing groups follows the same process. Below, we will use adding a billing group as an example.
   
   
   
4. From the dropdown menu, the Professional Services group was selected. Click Save to save these changes.
   
   
   
5. The billing code is now available to be added at the task level. Note that the Cost Code and/or Billing Code columns may need to be added to be visible in Power Grid view via the Column icon in the main project menu (). Click on use the space bar on this column to add a billing code.
   
   
   
6. Choose a code from the dropdown menu. Only billing codes that fall under the billing group associated with this project will be available.
   
   
   
7. Once billing and/or cost codes have been added, click Save to save these changes.
   
   
   
8. Cost code groups associated with projects are also available via the Time Clock.
   
   
   
9. Time entries with cost and billing codes assigned can be filtered by these codes in the Time Log Power Grid and grouped by these codes in dashboards.