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Adding Codes to the CBS Library

This article will explain what the CBS Library is and how to add Cost Codes to it.

What is a CBS Library?

Cost Breakdown Structure (CBS) Library is a hierarchical structure of Cost Codes and categories used to define and track Project expenses.

System Requirements

Requirement

Description

CBS Levels

Define the CBS Levels before adding codes to the CBS Library.

Units of Measurement (UOM)

Units of Measurement (UOM) must be added before codes are added to the CBS Library.

NOTE: The above requirements must be created in the Master Codes window. For detailed steps on accessing the Master Codes window, see How Do I Create a Cost Codes Setup Form?

How Do I Define Levels?

NOTE: To access the Master Codes window, a Cost Codes Setup Form must be created. For information on how to create this form, check How Do I Create a Cost Codes Setup Form?

  1. Access the Master Codes window.

  2. Click the cog icon (top-right).

  3. In the CBS Levels pop-up, click the + icon to add a new level.

  4. Enter the Level in the provided field.

  5. Click Update.

  6. A warning message will appear: “Please do not refresh or close the tab/browser it could lead to data loss."

  7. After the process is complete, a new level will be created.

    • To verify if a new level has been created, click the cog icon again and check the updated list of levels.

TIP: To cancel the new Level creation, click the bin icon.

Edit an Existing Level

  1. Click the edit icon next to the required Level.

  2. Update the details.

  3. Click Update.

How Do I Add a Unit of Measurement (UOM)?

  1. In the left panel, select Settings.

  2. Click the edit icon beside UOM.

  3. Click + Add Unit of Measurement.

  4. Enter the unit name.

  5. Click Save.

    TIP: To cancel, click the bin icon.
    ​

  6. A success message will appear.

    NOTE: New UOMs are created with an Active status by default. To change the status of an existing UOM, use the Status toggle to set it as Active or Inactive.
    ​

How Do I Add Codes to a CBS Library?

Cost Codes can be added in two ways:

Method

Description

Manual

Use this option to add individual Cost Codes.

Import Sheet

Use this option to import multiple Cost Codes at once. This is recommended for large datasets.

Add a CBS Code Manually

  1. In the Master Codes window, click Add New CBS (top-left).

  2. Enter the required details.

3. Click Add to create the CBS code.

TIP: To cancel, click the cross icon (top-left).

Add Codes Using an Import Sheet

  1. Click the download icon (top-right).

  2. In the pop-up, click Click Here to Download Report.

  3. The Import Sheet for Cost Codes Setup will be downloaded.

  4. Open the downloaded file.

    • If prompted, unblock macros before editing the Excel file.

  5. Navigate to the Instructions sheet for guidance on completing the import data.

  6. Open the Import Sheet and enter the required data.

    NOTE: Column CBS ID cannot be edited and is automatically generated when Validate Data is clicked.

  7. After entering the data, return to the Instruction sheet.

  8. Click Validate Data.

    NOTE: If the imported data does not match the required format or data type, validation will fail. Update the fields highlighted in red, then validate the data again.

  9. Once the data is validated, a success message will appear: "Validation Successful. Please click on prepare button".

  10. Click Prepare Data.

  11. When prompted, save the generated JSON file.

  12. In the Import CBS pop-up, click Choose File.

  13. Select the saved JSON file.

  14. Once the upload is complete, a success message will appear and the codes will be added.

Additional Options in Master Codes

Option

Description

Chevron

Displays the number of apps, files or attachments associated with the CBS form.

Associations

Allows reference files to be attached to the form.

More Options

Allows users to associate docs or apps with the form.

Cog Icon

Allows users to add or edit CBS levels.

Show Button

Let users choose how many codes are displayed at once in the code listing.

Code Listing Filter

Allows users to filter the code list to view specific codes.

  1. Enter a keyword, number, full value, or partial value in the required column field.

  2. Click Filter on the right to display matching results.

  3. Click Reset to clear the applied filter and remove entered values.

  4. Enter a new filter criteria and click Filter again to update the list.

  5. Click Filter again to remove the currently applied filter.

Status Toggle

Use the Status toggle to make a code Active or Inactive.

  • However, Parent cost codes cannot be made Inactive until all child cost codes are inactive. When trying to do that, a warning pop-up will appear.

History

The History button displays the Active/Inactive status history of a code.

Add a CBS Code Manually - Basic Information

Option

Description

Level

Select the Level where the code will be created.

Code

Enter the code name.

Description

Enter a description for the code.

Parent

Auto-populates based on the selected Level.

Cost

Auto-populates based on the selected Level.

Category

Select the code category from the dropdown.

Division

Select the division from the dropdown.

Dependencies

Define any dependencies, if applicable.

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