Cost Codes

Creating and Managing Cost Codes

Cost codes eliminate the logistics and worry of managing multiple accounts for a single client. For example, if a client has multiple locations, you can create a cost code for each location to sort invoicing and eliminate the need to create and manage multiple accounts for one client.

To begin creating a cost code, click the gear icon at the top right corner of the portal.

This will take you to the settings page with the Company Configs tab already selected. Click Cost Codes:

You’ll see three checkboxes at the top of the cost codes section: Enable Cost Code, Require Cost Code, and Allow Free-form Typing:

You can enable up to 4 cost codes at once. Enabling a cost code allows you to select additional cost codes when placing an order. 

If Allow Free-form Typing is checked, it will allow your users to create custom, one-time cost codes on the order screen. If this item is not checked, the cost code dropdown on the order page will act as a search field for users to find and select previously created cost codes.

If Require Cost Code is checked, users will be required to select a cost code on all future orders. If the box is unchecked, cost codes are not required to place orders.

There are three options at the bottom of the cost codes section. Download CSV Template downloads and opens a CSV template for you to enter multiple cost codes at once. Upload via CSV is used when you want to upload multiple cost codes at once from the downloaded CSV template. Add Cost Code allows you to enter individual cost codes directly from this screen:

Clicking the Add Cost Code button automatically displays an empty field for you to enter the new cost code name. Enter the new cost code name and click Save.

Your cost code is now available for use on the order screen:

Reporting on Cost Codes

You can also filter and generate a report with specific cost codes so you can see which orders were placed with which cost codes.

To generate a report on the orders placed associated to certain cost codes, click on the Gear in the top right hand-hand corner, then click on the Reporting tab:

Click on the drop-down for Cost Code and select the cost code on which you would like to report, specifically, or select Any to be shown all results:

From there, you can click into the individual reports that you want to view (by clicking the green applicant name hyperlink) or if the list is significantly sized, you can always click on Export CSV button to download a CSV of your report. 

The information and opinions expressed are for educational purposes only and are based 
on current practice, industry related knowledge and business expertise. The information
provided shall not be construed as legal advice, express or implied. 

If you have any further questions, or need a product enabled on your account, 
please contact Verified First Client Services for assistance.

Call 844-709-2708 or email clientservices@verifiedfirst.com