Parts · Coding

Cost codes, work codes and jobs on parts lines

Each line on a parts request can carry its own cost code, work code and job, so the spend reaches your accounting system already coded. Account admins keep the code lists in Settings.

#Why this exists

An accountant who gets a PO with no cost code must ask the field what it was for, a week later. When the code is on each line from the start, the PO, the receipt and the invoice all carry it, and the cost lands on the right job without a call.

#The three codes on a line

Code	What it says	Where the list comes from
Cost code	The accounting or ERP code the line is charged to.	Settings → Cost codes
Work code	The type of work on the work order ("The type of work on the work order"), for example PM or HYD.	Settings → Work codes
Job	The job the line is charged to (Charge to a job).	Your account's jobs

A line follows the request's job until you pick another job for that line. Pick the request's own job again and the line follows the request again.

#Code the lines

The coding pickers are on each line of a parts request and on the Log order form.

On a line, open Cost code, Work code or Job.
Search and pick. In the work code picker, type a code that is not in the list to add it ("Type the work code to add it.").
To code many lines at once, use Code all lines. Pick Every line, shipping and tax too or Only lines with no code.

A line is offered only the codes that apply to its unit's business unit.

#Accounts that require coding

Gearflow can turn on stricter rules for an account:

Require a work order or a cost code on requests. The ticket's approver adds them, so the buyer never gets an uncoded request.
Hold uncoded requests. A parts or materials request with no work order, or with a line that has no cost code, waits in a Needs coding tab on the Parts list instead of Inbound. It sends no new-request notice until both are set. Gearflow never refuses to create it; it releases the request when the coding is complete.
Accounts whose ERP names the approvers for each job. Gearflow sets this up for some accounts connected to an ERP. You can create and source a request without the ERP's coding. The ERP needs the work order and each line's cost code at Send PO: if one is missing, Gearflow opens a dialog to fill it in, and nothing reaches the ERP until you do.

#Settings → Cost codes

Who sees it. Account admins.

Cost codes are "the accounting codes requests and parts lines are charged to". The page has Active and Archived tabs, a search (Search cost codes...) and one table.

Add a code. Click New cost code, type the Code and an optional Description. A new code applies to All business units. Turn that off to offer the code only in the units you pick ("Turn it off to offer this code only in the units you pick.").

Archive a code to take it out of the pickers. Archiving a code that more than one business unit uses asks first, because it hides the code in all of them. Activate brings it back.

On accounts connected to a maintenance system, cost codes sync from that system.

#Settings → Work codes

Who sees it. Account admins.

Work codes are "the types of work on a work order, offered on every parts line". This page was called Job lines, then Tasks; old links still open it.

Add a work code with New work code: a Code and an optional Name. Like cost codes, a work code applies to All business units until you pick units. Archiving takes a code out of the picker; lines already coded with it keep their code.

#Tips

Set up cost codes before the first request. Coding after the fact is the work this feature removes.
Use business units to keep the pickers short: a mechanic in one division should see that division's codes only.
On an account whose ERP names the approvers for each job, code at the request, not at Send PO. The send-time dialog is a safety net.