Cost Groups

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Summary

Cost groups provide an easy way to search for different costs against an activity. They provide a quick and easy way to cluster costs together, which can help with bulk updates and keeping track of all the different costs in your system.

Note: If you have two identical costs in different groups, the one that starts latest will be selected when assigning a cost

Managing Cost Groups

Adding a New Cost Group

To add a new cost group:

  • Go to the admin menu by clicking on the cog icon
  • Select "Cost Groups" under the "Activities" menu. If you have previously made any cost groups, they will be shown here

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  • Click on the + icon to add a new group
  • Enter the name for your new cost group in the menu that appears on the right-hand side

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  • Click "Create" to save your new cost group

Renaming a Cost Group

Cost groups can be renamed at any time. To change the name of a cost group:

  • Go to the admin menu by clicking on the cog icon
  • Select "Cost Groups" under the "Activities" menu. If you have previously made any cost groups, they will be shown here

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  • Select the entry you want to edit and enter the new name for the cost group in the menu that appears on the right-hand side

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  • Click "Update" to save your changes

Deactivating a Cost Group

When you no longer need a cost group, you can mark it as inactive. To do this:

  • Go to the admin menu by clicking on the cog icon
  • Select "Cost Groups" under the "Activities" menu. If you have previously made any cost groups, they will be shown here

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  • Select the cost group you wish to deactivate and toggle the "Active" switch to the Off position in the menu that appears on the right-hand side

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  • Click "Update" to save your changes

Note: Deactivating a cost group will mean it is no longer selectable when assigning groups to costs. Costs in this group will still be visible and will still be shown to be in this group even if the group has been deactivated.

Managing Costs

Assigning a Cost Group to a Cost

When creating a new cost, you will have the option to add it to a cost group assuming you have created any.

  • Create a new cost against an activity
  • Select your preferred cost group from the "Cost Group" drop-down menu

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Note: Cost Group is not a mandatory field. If you don't want to add a cost to any group, you may leave this field blank.

Changing a Cost Group

Costs can be moved between cost groups at any time. This can be done in a couple of different ways:

From the Activity Page

  • Go to the admin menu by clicking on the cog icon
  • Select "Activities" from the "Activities" section
  • Find the activity you wish to update and select it to open its cost page

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  • To update a single cost, select the tick box next to the cost and click the edit button to bring up the full edit screen. Select the new cost group from the "Cost Group" drop-down menu and click "Update" to save your changes

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  • To update multiple costs, select the tick boxes next to each one and click the edit button to bring up a basic edit screen. Tick the box next to the "Select Cost Group" box and select your new cost group. Click "Update X Activity Costs" to save your changes

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From the Activity Costs Page

  • Go to the admin menu by clicking on the cog icon
  • Select "Activity Costs" from the "Activities" section
  • Search for the cost(s) you wish to update in the screen that appears

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  • To update a single cost, select the tick box next to the cost and click the edit button to bring up the full edit screen. Select the new cost group from the "Cost Group" drop-down menu and click "Update" to save your changes

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  • To update multiple costs, select the tick boxes next to each one and click the edit button to bring up a basic edit screen. Tick the box next to the "Select Cost Group" box and select your new cost group. Click "Update X Activity Costs" to save your changes

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Searching by Cost Groups

From the Activity Page

  • Go to the admin menu by clicking on the cog icon
  • Select "Activities" from the "Activities" section
  • Find the activity you wish to search and select it to open its cost page

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  • To order costs by cost group, click on the "Cost Group" column to order results alphabetically by group

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  • To filter costs in a specific group, select the group in the "Cost Group" drop-down menu

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From the Activity Costs Page

  • Go to the admin menu by clicking on the cog icon
  • Select "Activity Costs" from the "Activities" section

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  • To order costs by cost group, click on the "Cost Group" column to order results alphabetically by group

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  • To filter costs in a specific group, select the group in the "Cost Group" drop-down menu

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