Cost codes show which budget or department pays for a booking. Your organisation decides whether bookings use cost codes and, if so, which type:

• Predefined cost codes: you choose from a list your organisation provides.
• Free-form cost codes: you type the cost code in.

If you don't see a Cost Code field when you make a booking, your organisation doesn't use cost codes.

Add or change cost codes on a booking

You can do this when you create a booking or edit an existing one.

Predefined cost codes

1. In the booking, click the Cost Code field.
   The Cost Codes window opens. Cost codes you can use are listed on the left, and cost codes already on the booking are listed on the right.
2. Choose the cost codes you want to use:
   • To add a cost code, select it on the left, then click the right arrow (>).
   • To remove a cost code, select it on the right, then click the left arrow (<).
   • To add every available cost code, click the double right arrow (>>).
   • To remove every cost code, click the double left arrow (<<).
3. For each cost code on the right, enter the percentage of the booking cost it should cover.
4. Click Add.

Free-form cost codes

1. In the booking, click the Cost Code field.
   The Cost Codes window opens.
2. Type each cost code you want to use.
3. For each cost code, enter the percentage of the booking cost it should cover.
4. Click Add.

Percentage rules

These rules apply to both predefined and free-form cost codes:

• Percentages must be whole numbers, such as 25 or 50, not 33.5.
• The percentages must add up to exactly 100%.

Example: to split a booking between two departments, give Cost code A 60% and Cost code B 40%.

Tip: If nothing happens when you click Add, check that your percentages add up to exactly 100%. Your cost codes won't save until they do.

Set default cost codes

If you often charge bookings to the same cost codes, you can make them your defaults. Workspace then adds them to every new booking automatically.

1. Go to Settings > Preferences.
2. Add your default cost codes and their percentages. The same percentage rules apply.
3. Save your changes.

You can still change the cost codes and percentages on any booking. Changing a booking doesn't change your defaults.

Note: You can only set default cost codes if your organisation uses predefined cost codes. Free-form cost codes can't have defaults.