Using cost codes in foundU

Cost codes are useful for:

  • Allowing you to maintain budgets for jobs, events etc.
  • Reporting to assist businesses to make decisions
  • Uploading your data into your accounting software for your Profit and Loss (P&L) statements.

Best practice tips:

  1. Utilise the Cost Code Library.
  2. Ensure that all employee's are allocated.
  3. This also includes your salaried employees.

Cost codes in foundU work in the below ways, you can:

  1. Cost a whole roster. This is the most commonly used approach, where cost codes are pulled in from your rosters (they may represent different departments for example Bar/ Front of house etc).
  2. Cost an individual person's position. This allows you to choose specific setting option for how the cost code appears per employee and per position.
  3. Cost a specific line item in payroll. While cost codes won't be visible to employee's payslips, admin's can assign cost codes to line items when editing or adjusting payslips. For more information see our helpful Edit or Adjust Payslips article.

You can choose two cost code approaches e.g. cost a whole roster and cost an individual person position, you'll just need to choose how you would like the system to choose which cost codes display e.g. append them e.g. Back of House Roster- Waiter.

 

Enable & set up your Cost code/ PO Library per Operation

A purchase order/cost code library can be created per operation/client so the correct codes can be applied against timesheets from a drop down. This avoids any manual entry/free entering of text for the codes to make sure the correct codes are applied.

To set this up you'll need to complete 2 key steps:

  1. Enable the PO Library setting on your platform.
  2. Create the relevant PO Library against each Operation/Client.

1. Enable PO Library:

To turn the PO Library for use in your foundU platform:

  1. Navigate to the hamburger icon to open the full menu > Platform Settings >System Settings.
  2. Find 'Use PO library when submitting timesheet instead of free text' and change to ON. Use Ctrl F to search.
  3. Scroll to the bottom and click Save Settings.
  4. You have now enabled the PO Library to be used in your platform. Next you'll set up the PO Library per Operation.

 

2. Create the relevant PO Library against each Operation/Client

Now you'll set up the cost codes in your PO Library for each Operation, to do so:

  1. Navigate to Operations > Approved Operations and find the specific operation and click on the name to go to their profile.
  2. Click on the Business icon to see the PO Library and select Add.
  3. Enter all your your PO/ Cost codes and click Save.
  4. Now when editing or adjusting payslips/ or submitting timesheets, the PO codes listed in this library will appear in the dropdown. 
  5. They can also be applied when accepting timesheets, and in the payslip when editing before processing pays.

 

 

Cost codes per Roster

Cost Codes or Purchase Order (PO) numbers can be applied to roster upon creation, or edited to add to existing rosters.

To assign a cost code/ Purchase order to a specific existing roster:

  1. In the quick menu navigate to Work > Rosters.
  2. Open the Roster section (using the arrow on the far right) for the specific operation.
  3. Select Edit Roster.
  4. Add the PO into the Purchase Order/ Cost Code section.
  5. Click Save. Now when employee's work on that roster they'll have the roster cost code assigned to them. 

 

 

Cost code per employee and position
  1. In the quick menu select People > Approved People and find the employee and click on their name to go into their profile or use search to find the desired employee.
  2. In the overview section select the Employee Card icon and click on Employment Type.
  3. Click the edit icon next to Edit Cost Code Settings under the relevant position, this will  open the Cost Code Edit.
  4. Then select the desired Cost Code and the preferred option for the existing cost code (if there was one previously) and select save to submit the change.

Note: Run your cursor over the blue information icons for a description.

Cost_code_edit.png

There are 3 options:

  1. Fall Back- Cost code will be used if one does not exist elsewhere. For example on the roster, timesheet, job and pay.
  2. Override- this will replace any existing cost code.
  3. Post Fix Append to exiting cost code- Adds the cost code to the existing cost code.

Note: If you haven't yet added any positions/locations, please apply and save before adjusting cost code settings

 

Removing cost codes to an employee and position

If you need to remove a cost code assign to a person and position, you can do so with ease:

  1. In the quick menu select People > Approved People and find the employee and click on their name to go into their profile or use search to find the desired employee.
  2. In the overview section select the Employee Card icon and click on Employment Type.
  3. Click the edit icon next to Edit Cost Code Settings under the relevant position, this will  open the Cost Code Edit and select No and Save. This will remove the existing cost code. .
  4. Please note there are a few different sections which you may also need to check as cost codes/ po's can be entered into foundU depending on your set up.

 

Making changes to an existing cost code

 

Draft payslips don't show the new cost code?

If you update your cost codes and you would like to have this reflected on your current week's payslips, you'll need to reprocess. To so:

  •  In Payroll > Pay select your draft payslips and select bulk actions > reprocess paycycles.

Payslips (Processed payslips) don't show the new cost code?

If you update your costings, but you've already generated your payroll, to have your cost codes update retrospectivity you'll need to:

Cost codes not showing as I have a cost code on the roster

If you have cost codes for employee's and positions and you've selected the override option, but you would like instead for the roster codes to display and have the new cost codes be a fall back, you'll need to:

  • Update your cost code preferences per employee and position.
  • You may also need to either reprocess (if draft payslips) or manually edit your payslips (if payslips have been processed).
Reporting on cost codes
Pull a list of all your current employee's and the cost codes assigned to them.

You can do this via:

  1. Navigate to People > Approved people to pull a list of all your current employees.
  2. Select all the employees and select bulk actions > export, you can then choose the fields you'd like to see for example full name, cost code and manager and then download the CSV file.

You can also see cost codes on your Advanced Payroll Activity report.

  • You can use this report to identify any employee's who don't have a cost code, as well as to view your processed pay data by purchase order (i.e. roster) to see how much was paid for that roster. There are also other options available such as grouping by line item and operation if needed.

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