Set Up Recurring Cost Entries

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 configure recurring costs

• 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.
• Name -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 requests 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 requests 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 requests 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 requests 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 requests 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.
• Created On - The system-generated date on which the recurring cost entry was initially created.
• Created By - The name of the user who created the recurring cost configuration.
• Status - The current state of the recurring cost entry.
• Actions - Click theicon to save the entry.

The recurring cost entry is saved to the project. Users with appropriate permissions can review, edit, and confirm the entry to make it available for use.

Note: If you have permission to confirm the recurring cost entry to make it available for use, you can select the entry by clikcing the serial number and click the accept button at the top. See Review and Confirm Recurring Cost for more details.

Search, filter and sort options:
Use the 'Search' box located at the top left to find any project using any value from the table as search criteria
Hover the mouse and click theicon next to the column header to sort the table in ascending order by that column. Click the icon again to sort the table in decending order.
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, and manage personalized and customized views of the table. Use the links below to learn more about these:
Customize Columns in List Views
Filter Options in List Views
Manage Custom List Views				
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.