Setting Up Cost Code Descriptions

Overview

Before you can associate cost codes with products, you need to define the codes themselves. Each cost code has a short code (the reference used throughout the software) and a description (a human-readable label that explains what the code represents).

Creating cost codes manually

1. 1

   Go to Tools > Setup > Cost Code Descriptions.

2. 2

   In the grid that appears, click into an empty row and type your code in the first column. For example, MM001 for mechanical material — pipework.

3. 3

   Tab across and enter a description for the code, such as Copper Tube and Fittings.

4. 4

   Repeat for each cost code you need, then save.

A common approach is to use a prefix to distinguish material types. For example:

• MM — mechanical material
• MS — mechanical special (subcontract items)
• EM — electrical material

This makes it easy to tell at a glance whether a cost code relates to a standard material or a subcontract/special item.

Setting default on-cost percentages

You can optionally set a default on-cost percentage against each cost code. This pre-fills the markup column on the summary table's Cost Code Breakdown tab when you create new projects.

1. 1

   In the Cost Code Descriptions grid, find the On-Cost % column.

2. 2

   Enter the percentage you want to default for each code. For example, 20 for 20%.

Importing and exporting cost codes

If you have a large number of cost codes, it is quicker to prepare them in a spreadsheet and import them rather than typing each one manually.

Exporting the current list

1. 1

   In the Cost Code Descriptions screen, click Export.

2. 2

   Save the file. It will be saved in CSV format to your cloud storage.

3. 3

   Copy the file from your cloud storage to your local machine, then open it in Excel or another spreadsheet application.

Preparing your spreadsheet

The CSV file contains columns for the code, description, and on-cost percentage. Fill in your codes row by row. If you want to set a default markup, enter the percentage in the on-cost column.

Importing the list

1. 1

   Copy your completed CSV file from your local machine back into your Ensign cloud storage.

2. 2

   In the Cost Code Descriptions screen, click Import.

3. 3

   Browse to the CSV file, select it, and click Open. Your cost codes will be populated in the grid.

Requesting Ensign's standard cost codes

If you would like a starting point, Ensign can supply a pre-built set of cost codes for you to use or adapt. Contact the Ensign support team and they will apply the standard list to your system. You can then modify it to suit your own requirements.

Managing your cost code list

• Editing — click into any cell in the Cost Code Descriptions grid to change a code or its description.
• Deleting — remove a row to delete a cost code. Be aware that any products currently associated with that code will lose their association.
• Re-ordering — cost codes are displayed in alphabetical and then numerical order throughout the software. There is no manual sort option, so choose your codes with this in mind.