Skip to content
  • There are no suggestions because the search field is empty.

Updating Cost Codes in the Project Budget

Change or add to the cost code structure for a project's master budget / ACR.

Overview

Within a master project budget, there are cost code templates that are referenced as a way to categorize how money is spent for the project. The instructions below show how to change the project budget structure to include new or additional cost codes by referencing an existing project cost code budget template. 

Process

Updating Cost Codes in the Project Budget

  1. Once you have selected the intended project, utilize the left hand navigation to select the Project Budget module

  2. Click you will have two options for adding cost codes to the budget.

    1. Click the + Add Budget Item button near the center of the screen. You will have the option to add Categories and Cost Codes.

      1. If you have already selected a template for this budget you will only be able to select categories/cost codes from that template here. 

      2. If you have not already selected a template, you can add new categories/cost codes here.
    2. Click the plus sign directly next to an existing cost code/category to add cost codes directly within existing categories. 
      1. With this option, you will be able to select a cost code from the template used OR create a new one. 
      2. Only available if you already have some cost codes in your budget. If you do not have any categories/cost codes in your budget, you will not be able to add them this way. 

Note: In order to see cost codes to choose from when clicking add cost code, This list is pulled from the master list of project cost codes that the initially selected project cost codes template was made from, if you do not have any uploaded, you will need to create a category before creating your cost code, then click save to add to the budget.

If you would like to create a new category to assign cost codes to you can type in the Name field and then press the Enter key on your keyboard to save the category.

You can also Load from Template to add a pre-set budget Cost Code template, by clicking Add - Load from Template.

  1. This will pull up your cost codes lists from your Lists and Templates Page

  2. Click the radial button to select the Cost Code List you'd like to import and click "load selected" in the bottom right

  3. Once complete, click Save, or if you have more cost codes you want to add, click Save and Add New.

Deleting a Cost Code

  1. To delete an existing cost code within the project budget, simply click on the 3 vertical dots to the right of the code itself and select Remove. A pop-up window will appear asking if you are sure you would like to delete; if you are sure, click "yes, delete cost code" in the bottom right corner.

  2. To delete an existing category, select the 3 vertical dots and select "remove" to delete the category from the budget (which will also remove the associated cost codes)

Note: You cannot remove a cost code if it is associated with any committed costs in your financial modules, such as a contract. If they are committed, the Remove function will be grayed out and cannot be clicked.

"Bulk Remove" feature

Selecting a category by clicking the small check box to the left of it will automatically select all the cost codes within it. You can then bulk remove all the cost codes from the chosen category with a single action by clicking the Remove button. 

Note: You must ensure that your budget is in draft status to make bulk remove changes. Additionally, if there are commitments linked to a category, you won’t be able to remove it.

Editing a Cost Code

  1. You can edit a cost code by selecting the ellipsis next to the desired cost code and selecting the Edit button.

This will allow you to edit the following fields:

  • Code

  • Name

  • Expenditure Type

  • Expense Details

  • Connected Analytic Cost Code

  • Connected Accounting Cost CodeSelect option

  • Description

Now that you know who to add and remove cost codes within your Master Project Budget ACR you can continue to build out your budget and proceed to approving it. Check out this article on Approving the Budget next.