Cost Codes are widely used throughout RedTeam Flex. The Cost Codes in your database are always your own, whether provided to us and loaded by our Configuration Team or entered manually, these Codes are unique to your company and your database in RedTeam Flex. Often, RedTeam Flex users elect to use the standard Cost Codes for construction. Others choose to use their own. Either way, the Master set of Cost Codes for your database can be located and updated from the Configuration menu.
1. Bulk Import Cost Codes
Once your database is set up, you will need to import your cost codes to start working on projects. RedTeam Flex allows you to bulk import cost codes directly from a spreadsheet.
Steps:
From the Configuration menu, click on Cost Codes (under the heading: Services).
Click the plus icon (+) and select Import.
In order to import your list of cost codes, your spreadsheet will need to have a table with 4 columns: Cost Code, Cost Code Name, Cost Division ID and Cost Division Name.
Note: A template is available to download in your database. You can use it as a reference.
When your list is ready, copy the information from your cells — but leave out the header.
Paste it in the Import Text Box and click Import.
Wait until the system processes your cost codes. If they meet the importing requirements, you can click Save.
If the cost codes have any issues, the system will warn you. You can click Clear All to start over, or click Save to upload only the cost codes that meet the requirements. If needed, you can repeat the process.
Note: Duplicate cost codes are not allowed. The following special characters are also not permitted: / $ * < > ( ) ? ñ = : , + | ! ÿ # % & ~ è ï ¨ ^ { } [ ] @ á í _ \ '
2. Add a new Cost Code to the Master List
From Configuration, you may add more Cost Codes to the Master list. Once added, they will become available to be used on all Projects in the database.
Steps:
From the Configuration menu, click on Cost Codes (under the heading: Services).
Click the plus icon (+) and select Add New.
Enter a Number and Name for the Cost Code, then select the Division under which it will be grouped. Once done, click Save.
Character Limit > Cost Code Number: 15 / Cost Code Name: 100.
3. Edit Cost Codes
When a Cost Code in your database needs to be edited, you can do so from the Configuration menu.
Steps:
From the Configuration menu, click on Cost Codes (under the heading: Services).
Locate the cost code you want to edit, click the Tools icon and select Edit.
Note: The Cost Code itself can not be changed, only the Name, the Division it is assigned to, and the status.
4. Delete Cost Codes
Sometimes cost codes need to be deleted — either because they're no longer in use or because they were added incorrectly and need to be replaced. You can do this from the Configuration menu.
Steps:
From the Configuration menu, click on Cost Codes (under the heading: Services).
Locate the cost code you want to delete, click the Tools icon and select Delete.
Or, select the checkbox to the left of the cost code and click Delete at the top of the screen.
Note: The second option is often used to delete cost codes in bulk. It is only available when the cost codes haven't been used yet. If a cost code is already in use, you won't see the checkbox to its left. (Click the checkbox on the top part to bulk select cost codes)
5. Deactivate Cost Codes
When a cost code has been used, it will no longer be available to be deleted. In this case, you can change the status from Active to Inactive. It won't be deleted from the database, but it will not be shown when working on your projects, or in the Master Cost Code List.
Steps:
From the Configuration menu, click on Cost Codes (under the heading: Services).
Locate the cost code you want to deactivate, click the Tools icon and select Edit.
In the Status field, select Inactive from the dropdown options. Click Save.
You can revert this action by following the same steps described above, but changing the Status to Active again.
In order to show Inactive Cost codes, click on the Three horizontal dots icon and select Show Inactives.
You can use the Filter to show only Active cost codes, Inactive cost codes, or the whole list. Once you select the Status, click Filter & Hide. (The default view each time you open the Cost Code screen shows only Active cost codes)
6. Export Cost Codes
RedTeam Flex allows you to export your list of Cost Codes from your database. This is useful when you need to back up your data, share it with accounting or other departments, or make bulk edits in a spreadsheet before re-importing. Follow the steps below to complete this action.
Steps:
From the Configuration menu, click on Cost Codes (under the heading: Services).
It is recommended to use the filter before you export the cost codes, in order to make sure you're downloading the correct information. Click on the Filter icon, choose the Division you want to show, or leave the field as is to show the cost codes from all the divisions. Select the Status and click Filter & Hide. (The default view each time you open the Cost Code screen shows only Active cost codes.)
After filtering (if necessary), click on the three horizontal dots icon and select Export. The file will automatically be downloaded to your computer.
6. Add Cost Divisions
You can add Cost Divisions from the Configuration Menu, to be avaliable when you add cost codes into your database.
Steps:
From the Configuration menu, click on Cost Codes (under the heading: Services).
Click the plus icon (+) and select Add New.
Add the Cost Division ID and the Cost Division Name. You won't be able to modify the ID in the future, only the name. When ready, click Save.
Character Limit > Cost Division ID: 15 / Cost Division Name: 50.
Note: Editing, Deleting, Filtering, Exporting and Deactivating Cost Divisions work the same as for the Cost Codes.