Cost codes help your team categorize warranty expenses for reporting and accounting purposes. They are loaded into WarrantyOS during implementation based on the billing codes from your accounting system — and appear as a dropdown menu when creating a Purchase Order.
Steps
Open the Purchase Order
Navigate to the relevant Work Order and open the Purchase Order you want to add cost codes to.
Add a line item
Under Line Items, enter a description of the work being charged (e.g., "drywall repair from settlement") and the amount.
Select the cost code
From the Cost Code dropdown, scroll through the list and select the code that best matches the work being charged.
Add additional line items if needed
Click Add Line Item to include more items. Each line item can have its own cost code and amount.
Attach supporting documentation if needed
Upload any relevant files such as invoices, photos, or PDFs.
Click Create
The Purchase Order is now attached to the Work Order.
Key Notes
Cost codes are set up during implementation — Foundation loads them based on the billing codes from your accounting system (e.g., JD Edwards or NetSuite).
Cost codes display as descriptive labels (e.g., "plumbing warranty" or "interior trim") rather than just numbers, making them easier to apply in the field.
A single Purchase Order can have multiple line items, each assigned to a different cost code.
Cost codes are selected from a scroll-through dropdown. If you need to find a specific code, scroll through the list to locate it.