Cost codes are used by you and your employees to track what an employee is doing for their worktime. You can add additional information, such as Spanish and French translations for cost codes, and set the category for organization purposes. At least one cost code must be entered into ExakTime for the time tracking system to work, as every employee/user tracking their time must select a cost code when clocking in. ExakTime will include an "In" cost code by default for employees to clock in to and get you started.
You can have as many cost codes as you want for detailed time tracking or a simplified list of cost codes. If you are using ExakTime and AccountLinx with a payroll/job-costing system, it is generally recommended to match cost codes with your payroll/job-costing system for accuracy.
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Go to Manage and click on Cost Codes.
Cost Code List
The Cost Code list will provide a list of all of your cost codes within your ExakTime system. You can also search for and add cost codes and filter the list to show active, inactive, or all cost codes.
ExakTime will include an "In" cost code by default for employees to clock in to that cannot be inactive, but can be renamed. We recommend keeping it general. There will also be a default "Out" cost code that employees will not select, and ExakTime uses for when employees are done working.
The page can provide the following columns by default:
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- Clicking this icon will allow you to view and/or edit the cost codes details.
- Active - If the cost code is active or not in ExakTime. Can be toggled from the cost code list.
- ID
- Name
- Category
- Comments - The comments associated with the cost code details.
- Color - The color of the cost code. Generally indicates the keytab color.
Column Manager
The column manager button allows you to add, remove, or move columns and group locations. Custom fields can also be used to help organize your location lists.
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Drag the columns from the "Hide" section to the "Show" section or vice versa. Any column option with a "Lock" icon cannot be hidden. The order of the columns can be adjusted by clicking and dragging them up and down the list. - The list can be grouped by clicking and dragging a column option into the "Group By" section, if the page allows it.
Cost Code Details
Click the Pencil icon to the left of an existing cost code or click Add Cost Code to create a new one.
As there are multiple tabs for cost codesdetails, we have broken them down for easier reading.
- Active - If the checkbox is marked, the cost code is active and available for use in ExakTime Connect and ExakTime Mobile.
- Description - A mandatory field that will be seen by users on ExakTime Connect and ExakTime Mobile.
- ID - An optional field that can be seen by users on ExakTime Connect and ExakTime Mobile.
Cost Code Color
The cost code color is primarily used for easy identification with the expected cost code of a keytab. For example, the 'Travel' cost code color will be yellow to match the yellow keytab offered.
Description Translations
There are language options for French or Spanish speakers so when they view cost codes within ExakTime Mobile when Clocking In, they will see the French or Spanish translation instead. If there is no translation, it will default to the original cost code description.
You can adjust the translation manually or you can use auto-translate.
Double-Check Translations
When using auto-translate, keep in mind that the translation could be literal and may require manual adjustment. It can be best to have the translations reviewed.
Category
The category is used to help organize Cost Codes within ExakTime Connect for listing and reporting purposes.
Field notes will show you any field notes created with the cost code as the subject.
Custom fields allow you to associate extra information with a cost code. These custom fields are used primarily in the cost code list and the Time Card Details. By default, there are no custom fields associated with cost codes.