How to Set Up Resource, Operation, and Variation Only Cost Codes

Description

Use the Cost Codes section in Job Setup to define how labour, materials, subcontractors, equipment, and job stages are allocated and tracked. Resource Codes and Operation Codes form the job’s cost structure, while Variation‑Only Codes allow you to track variations separately from the base scope.

Step-by-step instructions

1. Open the Cost Codes Section

Navigate to Job Setup → Basic Details.

Note: The availability of codes depends on the Cc Type selected in Basic Details:

• Library Only – Only Library codes available
• Job Only – Only Job‑specific codes available
• Library + Job – Both available

2. Add Resource Cost Codes

Resource Codes represent the type of cost being incurred.

Common Resource Code categories include:

• Labour
• Equipment
• Materials

Why Resource Codes matter:

• Used in timesheets, AP invoices, purchase orders, and cost analysis.
• Determine how costs are grouped and reported.

3. Add Operation Cost Codes

Operation Codes represent the stages or tasks within the job.

Examples:

• 100 – Site Preparation
• 200 – Foundations
• 300 – Framing
• 400 – Roofing

To add an Operation Code:

1. Click Add Operation Code.
2. Enter the following fields:
   • Operation Code: Select the stage/task.
   • Description: Describe the work.
3. Click Save.

Why Operation Codes matter:

• Used for Scheduled Orders, progress claims, purchasing, and job reporting.
• Drive the structure of Scheduled Orders and Variations.

4. Add Variation‑Only Operation Codes

Variation‑Only Codes allow you to track variations separately from the base job.

To add a Variation‑Only Code:

1. Click Add Operation Code.
2. Select or create an Operation Code.
3. Tick Variation‑Only (if applicable in your system).
4. Enter a description.
5. Click Save.

Important: Variation‑Only Codes:

• Keep variation costs separate
• Improve reporting clarity
• Prevent contamination of base scope costs
• Are required for Schedule Variations (VOs)

5. Review Cost Code Sources (Library vs Job)

Your Cc Type setting determines where codes come from:

• Library Only • Use standardised codes across all jobs
• Job Only • Create job‑specific codes
• Library + Job • Combine both for maximum flexibility

Note: If codes are missing, check the Cc Type in Basic Details.

6. Save Your Cost Codes

Click Save to confirm all cost code entries.

FAQ

• Why don’t Operation Codes appear when creating Scheduled Orders? Check the Cc Type in Basic Details — it must allow Library or Job codes.
• Do I need both Resource and Operation Codes? Yes. • Resource Codes = type of cost • Operation Codes = stage of work Both are required for accurate cost allocation.
• Can I change codes after costs have been posted? You can add new codes, but editing existing ones may affect reporting.

Related articles

• How to Enter Job Details, Additional Info, and Notes
• How to Set Up Client/Subcontractor Orders and Choose the Correct Order Structure
• How to Import or Copy Cost Codes into a Job
• How to Configure Labour Rates and Cost Plus Uplift

Next steps

If you encounter issues while setting up cost codes:

• Contact our Support team at [e-mail].