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Add QuickBooks Standard Cost Codes to the Company Level Admin Tool

Objective

To add one (1) or more new cost code(s) to the QuickBooks Standard Cost Code list in the company's Admin tool. 

Background

If you've configured the Company level ERP Integrations tool for use with QuickBooks, you must add any new cost codes to your 'QuickBooks Cost Codes' list in the company's Admin tool. Once the new codes have been added, you must then send the codes to the company's ERP Integrations tool for review by an accounting approver. After the new codes are sent to the ERP Integrations tool, an accounting approver must then accept or reject the codes for export to QuickBooks. After a successful export from Procore, your newly added cost codes will appear as 'Service Items' in the Items list in QuickBooks.

Things to Consider

  • Required User Permissions:
    • 'Admin' user permissions on the company's Admin tool.
  • Prerequisites:
  • Limitations:
    • When the ERP Integrations tool is configured for QuickBooks, cost types are NOT utilized in Procore. This is because QuickBooks does not support the 'Cost Types' concept. It is also important to note that QuickBooks 'Classes' are not equivalent to Procore 'Cost Types'.

Steps

  1. Navigate to the company's Admin tool. 
    This reveals the Company Settings page. 
  2. Under Administrative Settings, click Cost Codes
    This reveals your company's Standard Cost Codes list(s). 
  3. Choose one of the following options:
    1. If your company only has a QuickBooks Standard Cost Code list, it appears in this page. Continue with the next step. 
      OR
    2. If your company has multiple cost code lists, locate the QuickBooks Standard Cost Code list in the table and and click Edit
      Notes: The QuickBooks Standard Cost Codes list shows all of the codes that are available for use on your company's QuickBooks-integrated projects. 
  4. Depending upon the task that you want to perform, do one of the following:

Add a New Division

  1. Expand your company's top-level folder (e.g., Nelson General Contractors).
  2. Click Add Division.


     
  3. In the 'Add Division' window, do the following:
    1. Code. Enter a numeric code for the new division.

    2. Description. Enter a text description for the new division.


  4. Click Create.
    This adds the new division to the list. 

Add a New Cost Code to a Division

  1. Highlight the desired Division (e.g., 18 Lighting). 
  2. Click Add Code.


     
  3. In the 'Add to' window, do the following:
    1. Code. Enter a numeric code for the new division.

    2. Description. Enter a text description for the new division.


      For example, enter 050 Outdoor


       
  4. Click Create.
    This adds the new code to the selected division.

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