Codes are used primarily in the Tracker billing module to track construction phases, profit centers, revenue centers and the like.

In the Tracker, codes can be entered manually or automatically as items are assigned. Automatically-assigned codes are pre-sets (explained in rates) that are set up in Rate schedules rate types or Jobs as DEFAULT CODEs.

To see codes, you must first select Code as a secondary assignment in Preferences.

If you want to import Tracker billing data into your accounting system, the codes used in the Tracker should match those in your accounting system. Accounting systems use codes for different purposes and give them different names, but most call them transaction codes or cost codes and record them when items are assigned to jobs.

If you want to use codes with jobs, you must specify which codes can be used with each job. Instructions are in the How to ... section of this help page.

Codes can be imported.

ADD, EDIT AND DELETE CODES

  • Click the Data icon in the main menu then Codes.
  • Follow the instructions in the Add, Edit and Delete section of the help overview to add, edit and delete codes.

MANUALLY ASSIGN CODES WHILE ASSIGNING ITEMS

  • At least one task must have Code selected as a secondary assignment (click the Utilities icon in the main menu, Preferences then Secondary assignments, noting that only organization managers can do this).
  • To codes can be entered in the Cart, Orders or Item history screens.
  • From codes can be entered in the Orders or Item history screens.

SET UP DEFAULT CODES

DEFAULT CODEs, which are automatically recorded as items are assigned, can be set up in the Jobs or Rate schedules rate types grid. If the 2 conflict, the Job default code takes precedence over rate type code preference determines which is used (click the Utilities icon in the main menu, Preferences then Billing preferences, noting that only organization managers can do this). If there's a conflict and this option is checked, the job code is used. If not checked, the rate type code is used.

  • To enter a DEFAULT CODE in a job, click the Data icon in the main menu then Jobs.
  • If the view that appears doesn't include the DEFAULT CODE ID column, click the Tools icon in the main grid menu, Views then system.

  • To enter a DEFAULT CODE in a Rate schedule rate type, click the Data icon in the main menu then Rate schedules.
  • If the view that appears in the subgrid doesn't include the DEFAULT CODE ID column, click the Tools icon in the subgrid menu, Views then system.
  • Click in the main grid on the Rate schedule that contains the Rate schedule rate type you want to edit.

  • In either case, scroll to or search for the job or rate schedule rate type you want to edit. Click the Edit icon in the grid menu then the DEFAULT CODE ID field. Select a code. To edit another item, click its DEFAULT CODE ID field and select a code.
  • When you're done, click the Save icon in the grid menu.

SPECIFY THE CODES THAT CAN BE USED WITH A JOB

If you want to use codes with jobs, you must specify which codes can be used with each job.

  • Click the Data icon in the main menu then Jobs.
  • If the view that appears doesn't include the Codes Jobs subgrid, click the Tools icon in the main grid menu, Views then with codes.
  • In the main grid, select the job you want to work with.
  • In the subgrid, add, edit and/or delete codes until you have the list you want to use with the job selected in the main grid.

FIELDS

  • (Codes grid) CODE NUMBER. Can include letters, numbers, spaces and punctuation marks.
  • (Codes grid) CODE TYPE isn't used. We plan to add functionality to this field in the future.

SYSTEM VIEWS WITH CODES IN A SUBGRID

  • In the Jobs screen, the with codes view displays, in the subgrid, the codes that can be used with each job.