Setting Up Budget Codes For Your Jobs
Control which cost codes are allowed on transactions for a specific job by toggling the “Limit Budget Codes” setting.
When Enabled:
Only selected cost codes can be used for the job. New budget codes are added automatically when coded to bills, receipts, change orders, or POs. The cost code field will be filtered to budget codes.
When Disabled:
Any cost code can be used for this job. The cost code field will not be filtered to budget codes.
Vendor Codes
Cost codes and accounts will be automatically assigned to vendors based on your historical spend patterns.
If you click on a vendor, you will see codes assigned to that vendor.
You can manually add or remove codes as well.
Cost Coding
Here is how we use budget and vendor codes to speed up your job costing workflow:
| No job selected | One budget code | Multiple budget codes |
No vendor selected | N/A | Auto-selected | List filtered down |
One vendor code | Auto-selected | Auto-selected | List filtered down |
Multiple vendor codes | List filtered down | List filtered down | List filtered down |
These filters will apply to bills, receipts, draws and POs. You can always add or remove filters.
Note that in order for budget codes to apply, you need to enable them first on the job as described above.
Adding and Filtering Cost Codes
You can now filter cost codes by budget codes, vendor codes, specific cost codes, and accounts across all areas where cost codes or accounts can be added. Here are some of those views:
View Item in Draws
View Cost code / Account in Bills / Receipt
Managing Permissions for Cost Codes
Permissions are critical for controlling who can view and add cost codes in Adaptive.
By default, all default roles, including contributors, have the “Can View All Cost Codes/Accounts” permission enabled.
Checked (Default for All Roles):
Users can view and add any cost code. While this permission is enabled for all roles, the filtering and auto-selection rules described above still apply when cost coding transactions, ensuring a streamlined experience.
Unchecked:
Users can only view and select cost codes that have been explicitly assigned to the selected budget or vendor.
If you want to limit the cost codes visible to certain users, create or edit an existing custom role and uncheck the “Can View All Cost Codes/Accounts” permission for that role.
FAQ
Why should I use budget and vendor cost codes?
Budget codes help ensure accuracy by restricting your team to coding transactions only to the codes included in your budget.
Vendor codes streamline cost coding by showing users only the relevant codes for each vendor, making it easier to select the correct one.
How should I enable budget codes for my existing jobs?
Go to Budget settings for each job and toggle on "Budget Codes" and save.
Can I remove a cost code that was accidentally added to a budget or vendor?
Yes! Navigate to the relevant budget or vendor page and manually delete the cost code from the list.
If you need to re-add a cost code after removing it, simply return to the vendor or budget page and add the cost code again.
This feature is currently in Beta. If you are interesting in learning more or have any questions please reach out to [email protected].