Set up your company for charging
Tenant Settings
The cost reporting feature is available as part of the PRO bundle in ON!Track.
Once the PRO bundle is turned on for your account:
- All settings related to cost tracking are automatically activated.
- You can start using cost reporting features without any extra setup.
Company Settings
To configure asset cost settings, navigate to Company Settings → Asset Costs. All configurations made in this section apply across all company locations.
The following parameters can be defined:
- Workdays of the Week: Specify which days are considered workdays. (Default: All days are set as workdays.)
- Business Hours within a Workday: Define the number of working hours within each workday. (Default: Full 24 hours.)
- Holidays: Mark specific dates as non-working days where no costs should be applied. (Default: No holidays are defined.)
These settings ensure that asset cost calculations align with your company’s operational calendar.
Location Settings
If a specific location should not follow the company-wide cost settings, you can configure custom settings for that location. Go to the Administration Tab → Cost Location Settings.
The following parameters can be defined:
- Workdays of the Week: Specify which days are considered workdays. (Default: All days are set as workdays.)
- Business Hours within a Workday: Define the number of working hours within each workday. (Default: Full 24 hours.)
- Holidays: Mark specific dates as non-working days where no costs should be applied. (Default: No holidays are defined.)
What is a Cost Location?
All locations marked as Jobsite or Warehouse are treated as cost locations. When an item is transferred to a cost location, it will be charged automatically. If a location is deleted, its cost location data is also deleted.
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Parent Cost Location Settings: Settings applied to a parent location will automatically apply to all its child locations.
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Reset to Company Settings: You can reset a location’s cost settings to match the company-wide defaults at any time.
Inheritance of Cost Location Settings
Cost locations in ON!Track follows the location hierarchy, meaning each location automatically inherits cost settings from its parent. By default, all locations begin with the company-level cost settings.
If you need to adjust the settings at a higher level, you can do so by selecting the "Edit Parent Cost Location" link in the split view.
If a location’s settings have been changed and you want to revert them, you can reset them back to the original company settings at any time.
Enable the user to access cost reporting.
Admin Users
In ON!Track, only Admin users and Support Admins have default access to asset cost-related permissions. All other roles must be manually granted access if they need to use any asset cost functionality.
Permissions for other users
In the roles and permissions section, the admin user can define which roles have access to asset cost functionality by assigning specific permissions to different roles.
There are three types of permissions related to the Asset Cost module that can be assigned to a worker role:
View Permissions:
- View asset cost settings
- View asset cost settings on the unique asset level
- View asset cost settings on the template level
- View asset costs tab (selecting this option automatically selects the View Asset Cost Settings permission as well)
Edit Permissions:
- Edit asset cost settings (selecting this option automatically selects add asset, edit asset, edit template, and view asset cost settings permissions as well)
- Edit asset cost settings on the unique asset level
- Edit asset cost settings on the template level
- Ability to edit cost location settings
- Ability to edit company asset cost settings
Export Permissions:
- Export information from the asset costs tab
Good to Know
Asset cost permissions are only shown when the Asset Cost module is enabled for your account.
Define charges on your items
Set daily charges for assets and quantity items.
Asset cost settings can be managed at the template level for assets linked to a template, or at the unique asset level for assets that are not.
You can configure the following settings for each asset:
- Asset Cost Type – Set to daily to apply a daily charge when the asset is used on a jobsite.
- Daily Asset Cost – Define the amount charged per day for using the asset.
If you are interested in understanding what cost reporting is, please check: What is cost reporting in ON!Track?
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