Apply cost codes to individual shifts on your rostering or approve shifts pages
Shift costing enables you to assign a different cost code, compared to the one on the roster, for a single shift. You can also apply multiple cost codes to one shift and divide it into different periods.
If your platform is set up for invoicing, Cost Codes will be referenced as Purchase Orders or POs in your platform. For consistency in this guide, we will use the term Cost Codes; the processes outlined below remain the same for both.
Where you assign your shift costing can vary depending on whether the costing was planned in advance.
In this article, we will cover:
- Applying cost codes to shifts on the roster
- Viewing assigned cost codes on the roster
- Editing and applying cost codes in Approve Shifts
If you would like further information on applying cost codes to other areas of your platform, have a look at our other guide on Cost Codes/Purchase Orders.
Applying cost codes to shifts on the roster is most suitable when you know in advance that you want the shift to be costed differently from the standard.
Permission Reminder: You will need to have the permission 'Manage Cost Codes' turned on in your user permissions to be able to create new cost codes. If this is not enabled, you will only be able to select from existing codes.
To add cost codes to shifts:
- Navigate to Work > Rosters > and open the roster you're working on.
- Either create a new shift or edit an existing one. Complete all the shift details, a start and end time must be in place before you can add in a cost code.
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Select Add shift cost codes.
- From the menu that appears to the left, select the + icon to add your cost code, and type to search for an existing code or add a new one. If you are adding multiple codes, you can:
- Select the pencil icon to change the cost code assigned for each timeframe.
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Select in the white box to update and increase or decrease the time frame you want the cost code assigned to.
- Select the logic you would like to use when applying the code. You can select either:
- Override current cost code - When applied, the new cost code will replace the existing code.
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Append to current cost code - When applied, the new cost code is added to the existing code.
- When done, select the green tick in the top-right, then Create or Save shift.
Viewing cost codes applied to shifts on a roster
When a cost code is applied to a shift, you can identify this by hovering your mouse over the shift. The shift costing icon (represented by a money bag) will be highlighted, as shown in the image below.
If you would like to have complete visibility over the cost codes assigned to the shifts on your roster, this can be enabled in your roster display settings.
To view cost codes on shifts:
- Navigate to Display settings.
- Select the toggle Cost codes/ Purchase orders to enable.
Check out our guide on Roster display, filters and print rosters for more information on how you can customise your roster view!
Applying cost codes to shifts in Approve Shifts will be the most appropriate if you do not know the difference in costing ahead of time. Some examples of this might be:
- Part way through a shift, a staff member is required to work in a different area/department.
- The planned split in costing did not go to plan.
- Changes need to be made after the employee has clocked on.
To add cost codes to shifts:
- Navigate to Time & attendance > Approve Shifts.
- Use the Approve shifts filters to locate the shift. Once located, select the edit icon to the right of the shift.
- Set your times for shift approval. Doing this first means that you will work with the correct costing times.
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Select Add shift cost codes.
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Edit or add in your cost code/s as required.
- Add additional cost codes to the shift by pressing the + or typing a number.
- Adjust the end time of each cost code, as needed by selecting into the white box.
- Edit or change the cost code used by selecting the pencil icon to the right of it.
- Select from the available cost codes and choose whether you're overriding or appending to the existing cost code.
- When done, select the green tick in the top-right, then Save shift or toggle on Approve shift upon saving to save & approve shift hours.