Set Up Recurring Cost Entries

Modified on Mon, 20 Apr at 3:17 AM

Linarc enables users with the appropriate permissions to configure recurring cost entries by defining the cost type, frequency, cost codes, duration, and estimated amount. This structured setup promotes consistency and accuracy in tracking repeated project expenses. Once configured and confirmed, cost requests are automatically generated based on the defined frequency and schedule.

In addition to scheduled entries, Linarc also supports the configuration of one-time and ad-hoc cost entries. Ad-hoc entries are intended for emergency or unforeseen expenses arising from the field and can be created manually as needed from the mobile devices by the field staff, offering flexibility for unplanned project costs.

To add a new recurring cost entry

Ensure you are on the 'Config' screen within the 'Recurring Cost' module of the project. If not:
- Click the app launcher iconin the top-right and select 'Finance.'
- Click 'Recurring cost' at the top. The configuration screen opens by default.
- Select 'Configure' on the left if you are currently on some other screen in the 'Recurring Cost' module

Click the 'Add Row' button at the bottom of the screen. A new row is added to the bottom of the table.

Enter the following details:

Cost code - The unique cost code associated with the category of the cost item. Select the desired cost code dedicated to the recurring cost entry from the drop-down.
Description -The label of the cost item, auto-populated after adding the cost code.
Cost type - The classification of expenses associated with the cost entry. This field is auto-populated based on the cost code selected. The possible values are:
- Fixed- Predefined cost allocation
- Variable- Changing cost based on usage or condition
Cost attribution - Type of cost allocation. This field is auto-populated based on the cost code. The possible values are:
- Direct - For project-specific costs, including materials, labor, and equipment costs
- Indirect - For overhead costs, miscellaneous expenses, and subcontractor costs
Source - The origin of the cost entry. The possible values are 'Field,' 'Office,' 'Administrative,' and 'Finance.'
Cost Relates To - The cost type. The possible values are 'Material,' 'Other,' and 'Overhead.'
Frequency- The repetition interval for the recurring cost. The possible values are:
- One-Time - A single, non-repeating cost entry created for a specific date or event.
- Daily - A cost that recurs every day, such as daily wages or equipment rentals, for a defined payment period. At the end of each day, all such costs incurred are accumulated and automatically generated as individual cost entries for the requestor to review, reconcile, and submit for approval.
- Ad-Hoc - An unscheduled, on-demand cost that does not follow a fixed frequency. Logged manually as and when the cost arises from the field.
- Weekly – A cost that recurs once every week, such as weekly payments for services or rentals, for a defined payment period. On the Saturday of every week, all such costs incurred during that week are accumulated and automatically generated as individual cost entries for the requestor to review, reconcile, and submit for approval.
- Monthly – A cost that recurs once every month, such as a monthly salary, for a defined payment period. On the last day of each month, all such costs incurred during that month are accumulated and automatically generated as individual cost entries for the requestor to review, reconcile, and submit for approval.
- Quarterly – A cost that recurs once every three months, such as quarterly service contracts or lease payments, for a defined payment period. On the last day of each quarter, all such costs incurred during that quarter are accumulated and automatically generated as individual cost entries for the requestor to review, reconcile, and submit for approval.
- Yearly – A cost that recurs once every year, such as annual license renewals or insurance premiums, for a defined payment period. On the last day of each year, all such costs incurred during that year are accumulated and automatically generated as individual cost entries for the requestor to review, reconcile, and submit for approval.
Amount - The estimated cost value for each recurring instance. Enter the exact amount as per the recurring schedule. You cannot add cost value to ad-hoc entries.
Vendor - The name of the vendor or supplier associated with the recurring cost.
Start Date - The date from which the recurring cost becomes active.
End Date - The final date on which the recurring cost is expected to end.
Approver - The designated individual responsible for reviewing and approving cost requests associated with this entry. Select from the list of authorized project approvers. (This field is optional. If not specified, any user, including yourself, having approval permission for RC items, can approve the cost entry)
Click theicon in the 'Actions' column to save the entry.

Auto-Populated Information: The following read-only fields will automatically populate as soon as you save the new entries:

Created On and Created By - Automatically captures your active user profile name and the exact date the entry was added to the system.
Status - The current state of the recurring cost entry.

Users with appropriate permissions can review, edit, and confirm the entry to make it available for use.

If you have the required permissions, you can confirm a recurring cost entry to make it ready for use. Simply click the entry's serial number to select it, then click the Accept button at the top of the screen.

For more details, please see our guide on Review and Confirm Recurring Cost.

Search, filter, and sorting options

Use the 'Search' box located at the top left to find a template using any value from the table as search criteria
Right-click the column header and customize the display and order of the columns as you wish
The options at the top right allow you to filter the entries, create nested groups of entries, and manage personalized and customized views of the table. Use the links below to learn more about these:

Hover over a column header and click the icon to sort the rows in ascending or descending order of entries in that column

View Groups and Subtotals

You can get totals and subtotals of numerical data for any selected set of records by grouping and applying nested grouping. Use the icon at the top right to organize the data by column headers
The system automatically aggregates relevant numerical values, giving a structured breakdown and a clear view of the grand total distribution. See Group and Organize Items in a List View for more details

Download as Excel Sheet

Click the button at the top right to save a local copy of the list in Excel format for sharing and record-keeping. See Download List Views and Logs in Excel Format for more details