How can I restrict the cost codes that are displayed when using the Timecard feature?

Restricting the cost codes that are displayed when using the Timecard feature in Contractor Foreman is important for reducing complexity and minimizing the risk of employees selecting incorrect codes. There are three main ways to control which cost codes are shown in time cards: by unchecking specific cost codes for time card use or by enabling Project-Based Cost Codes and using Labor only cost codes.

Method 1: Uncheck Specific Cost Codes for Timecards

From the Main Menu, go to Settings, and then navigate to Cost Codes.

Expand a parent cost code to view all the child codes listed under it. For each child code, you’ll see a checkbox labeled ‘Available in Time Cards?’. Simply uncheck this option for the codes you want to hide from appearing when creating time cards.

By unchecking this box, those cost codes will no longer appear in the selection list when employees are filling out time cards.

Method 2: Use Project-Based Cost Codes

Another method to restrict the display of cost codes is by using Project-Based Cost Codes. This allows only cost codes used in the project’s approved estimate, change orders, or schedule of values to appear in time cards.

To enable this setting, go to Time Cards Module from the Main Menu. In the time cards module, click the gear icon located at the top right of the screen to access the module settings.

In the settings, click the green pencil icon at the top right to enter edit.

You will see a setting field labeled ‘Use Project-Based Cost Codes’. Set this option to Yes. If this is set to Yes, newly created items such as time cards, work orders (WO), and change orders (CO) will only show cost codes from the Approved Estimate or Change Orders in the project. If there is no Approved Estimate, cost codes will be pulled from the Schedule of Values and Change Orders.

Method 3: Labor-Only Time Card Cost Codes:

Below the Project-Based Cost Codes setting, you’ll find another option called ‘Labor Only Time Card Cost Codes’.

If you set this to Yes, employees using time cards will only be able to select a cost code that is associated with a Labor item on an Estimate, WO, CO, or Service Ticket.

Benefits of Restricting Cost Codes in Time Cards:

• Reduces Complexity: Limiting the number of cost codes employees see reduces confusion and makes the time card process faster and more efficient.
• Minimizes Errors: By showing only relevant cost codes (such as those associated with a project or labor), the risk of selecting the wrong cost code is significantly reduced.
• Improves Accuracy: Ensuring that only the necessary cost codes are available in time cards improves financial tracking and project reporting accuracy.

By following these steps, you can effectively control which cost codes are available when employees are filling out time cards, streamlining the process and minimizing the potential for errors.