Use the following procedure to create a new Project Cost Code record.
To Create a Project Cost Code
Step 1 In the Hierarchy panel, select the newly created Location Cost Code record. Then click the New action and select Project Cost Code.
Step 2 Review the form that appears, wherein you should specify the details regarding the new Project Cost Code record being created.
General Tab
The General tab has sections that provide a brief description of the general attributes of the Project Cost Code record. You can enter general information and specifications regarding the Project Cost Code record in these sections.
General Section
This section gives all the general information regarding the Project Cost Code record.
ID The system displays the cost center as entered in the Details section of the current Project Cost Code record.
The ID displayed is a combination of all the parent cost codes’ cost centers, followed by the project cost center. These values are separated by the separator mentioned in the Details section.
The system automatically generates this number at the time of creating the Project Cost Code record.
Status The system displays the current status of the Project Cost Code record being created. The different statuses of the Project Cost Code record are explained below.
Draft - Indicates that the Project Cost Code record is yet to be created. The system generates the status when the user clicks the Create Draft action in the Action bar.
Review In Progress – Indicates that the record has been sent for approval and is yet to be approved by all the members in the distribution list. The system generates this status on clicking the Activate action in the Action bar
Active – Indicates that the record is added to the active management list. The system generates the status when the user clicks the Activate or Unretire action in the Action bar.
Retired - Indicates that the record is retired. The system generates the status when the user clicks the Retire action in the Action bar.
Revision in Progress - Indicates that the record is being modified. The system generates this status when you click the Revise action in the Action bar.
Date Use the Calendar icon to select the date on which the Project Cost Code record was created. By default, the system displays the current date.
Name Enter a name that identifies the Project Cost Code record being created.
Details Section
In this section, you can add the project and define the cost center regarding Project Cost Code record being created.
Parent Cost Center The system displays the cost center of the parent Location Cost Code.
Separator Use the List icon to specify the separator for the Cost Center. The system displays all the available options (such as ‘-’, ‘+’,’_’, ‘*’, etc.) defined in the Tools > Lists page.
Cost Center Enter the cost center for the Location Cost Code being created.
Cost Type Use the List icon to identify whether this cost code represents a Capital or Operating expense.
Tip – Be sure the Cost Type for all child cost codes is the same as the Cost Type for the parent cost code.Accounting Type Use the List icon to specify whether this cost code is Accounts Payable (AP) or Accounts Receivable (AR).
Do not show in Query
Click the check box if this cost code should not show in the results of cost code queries.
Cost Code Level Cost codes are hierarchical. The system displays where this cost code lies in its hierarchical structure.
Sub-Tabs
In addition to these, the Project Cost Code record also contains Summary, Scope, Graph, and Sub Codes sub-tabs. Click the respective hyperlinks for details about these sub-tabs.
Form Actions
The following table lists the common actions available and a description of each.
Action Name Description
Create Draft Click the Create Draft action to save all initial data entered in the new record.
The system changes the status of the record to Draft and displays additional actions on the Action bar. The actions include Activate, Save, Save & Close, More, Copy, Delete, and X (Cancel).
Save Click the Save action to save the changes made.
Save & Close Click the Save & Close action to save the changes and close the active window.
X Click the X (Cancel) action to terminate the changes made and also to close the active window.
Note – Clicking the Cancel action without saving the record will erase all the data you have entered in the record.Copy Click the Copy action to create a copy of the selected record.
On clicking the Copy action, a copy of the record is created (in the Draft status) and displayed in the appropriate page wherein the details can be modified as required.
Activate Click the Activate action to add the record to the active management list.
On clicking Activate action, the system changes the status of the record to Review In Progress and after all the members in the distribution list have approved the record, the record status becomes Active.
The system refreshes the record and displays a different set of actions on the Action bar. These actions include Revise and Retire.
Delete Click the Delete action to remove the record permanently from the active management list.
More Depending on the record and its status, clicking the More action displays several more actions including those discussed above. Click the preferred action.
Other Tabs
The details about the Transactions tab, Notifications tab, Notes & Documents tab, and Reports tab, are available in previous sections. Click the respective hyperlinks to read the details.
Using the Cut and Paste Actions
The Cut and Paste actions are available for all hierarchical business objects. While creating a new hierarchy, these actions enable you to cut and paste a child records from one parent hierarchy into another. For example, if you create a Department child record under a My Company parent record, you can cut and paste this child record (Department) into another My Company parent record. Or, if you create an Agency child record under a Government parent record, you can cut and paste this child record (Agency) into another Government parent record.
Use the following procedure to cut and paste.
To Cut and Paste
Step 1 In the Hierarchy panel, select the child record from the appropriate parent record.
Step 2 Click the Cut action in the Action bar.
Step 3 Select the destination parent record to which the copied child record is to be pasted.
Step 4 At this stage, the Paste action will be available on the Action bar of the Hierarchy panel. Click the Paste action to paste the copied child record. The child record now forms a part of the new hierarchy under which it has been pasted.