Cost Codes are used to represent organizations to which legal costs may be allocated or charged for accounting purposes. Invoices can inherit several attributes of this type to help categorize and track spend. Generally, an organization has a Cost Code system with multiple codes, each associated with a specific cost.
Unity eBilling includes two out-of-the-box allocatable attributes: Legal Entities and Cost Codes. On matters, a specific percentage of each invoice can be assigned one, both, or none of these attributes. If allocated, this means that invoices submitted against that matter will automatically inherit those allocation settings.
For example, 50% of each corresponding invoice’s amount can be allocated to Cost Code 1 and the other 50% can be allocated to Cost Code 2. How and if allocations are used depend on your organization’s needs.
This article covers the following:
Note: These User Guides will be updated as more features are added and revised. Check in frequently for more information.
Creating a Cost Code
1. Go to Settings > Cost Codes.
2. Click +Add Cost Codes in the top-right corner.
3. Enter the Name (required), Code (required), Accounting Code, and Description, and then click Save.
4. Repeat Steps 1-3 to add more Cost Codes.
The following default columns of information are displayed for each Cost Code on the list page:
- Name: Name as it appears in lists of values on records where a Cost Code can be assigned (e.g., matters, invoices, etc.).
- Cost Code: Code associated with the specific cost type.
- Cost Code Description: Brief description that provides context or additional information for other users.
- Accounting Code: Code used for other identification purposes.
- ID: System-generated ID assigned when the Cost Code was created.
- Line Items: Number of line items with which the Cost Code is currently associated.
- Status: Whether the Cost Code is ACTIVE or INACTIVE.
- Actions: Click the ... (more) option to select one of the following: Edit, Inactivate/Activate, or Delete.
You can re-sort the list in ascending or descending order by clicking on any column name. By default, the list is sorted by Cost Code Name in ascending order.
Managing Cost Codes
From the Settings > Cost Codes page, click the ... (more) option under the Actions column to select one of the following: Edit Cost Code, Activate/Inactivate, or Delete.
Editing a Cost Code
Clicking Edit Cost Code from the Actions menu opens a window to modify values for the following fields: Name (required), Code (required), and Description. Click Save when finished.
Deleting a Cost Code
A Cost Code can only be deleted if it has not yet been associated with any invoice line items. If you need to remove a Cost Code from being assigned moving forward, you have the option to deactivate it. Click here for important considerations and instructions.
Clicking Delete for a Cost Code will prompt you to confirm; click Yes to move forward.
Deactivating a Cost Code
If the value under the Line Items column is greater than zero, you will only be able to deactivate the Cost Code.
Deactivating a Cost Code that is currently associated with line items on pending invoices may impact the review and approval process. It is highly recommended to change the Cost Code on any impacted records before moving forward with deactivation.
Clicking Inactivate for a Cost Code will prompt you to confirm; click Yes to move forward.
Applying Bulk Actions
Select boxes for Cost Codes on the left side of the table and then click Bulk Actions. You can apply the following bulk actions: Activate/Inactivate, Edit, and Delete.
Choosing Edit allows users to bulk update the Cost Code description only.
Allocating Cost Codes on Matters
To allocate some or all invoice spend to a specific Cost Code, open the matter record in Unity eBilling, go to the Allocations tab, and click +Edit Allocations in the top-right corner.
Choose the Cost Code from the dropdown and update the Legal Entity and/or Percentage fields as needed. Click Save in the top-right corner. For more detailed instructions on adding/editing allocations at the matter level, click here.
