Create a WBS Code

This page explains how to add a new budget code to your project's Work Breakdown Structure in PayInvoice Next.

Prerequisites

• You have the System Manager role
• A Project already exists in the system
• You know the budget code naming convention your organization uses

Step-by-Step

1. Navigate to Budget > Work Breakdown Structure. The system displays the WBS tree view.

2. If your project already has WBS codes, select the Project filter at the top to show only that project's tree. If no codes exist yet, you will see an empty tree.

3. Click Add New (or click the Edit icon next to an existing group code to add a child underneath it).

4. Fill in the required fields:

   • Project: Select the project this budget code belongs to. The Company, Cost Center, Project Name, and Project Type auto-fill from the project record.
   • WBS Name: A descriptive name for this budget code (e.g., "Earthwork", "IT Equipment", "Consulting Fees").
   • Budget Code: A short alphanumeric code (e.g., "1100", "EW-001"). This must be unique within the project.

5. Decide if this code is a group or a leaf:

   • Check Is Group if this code will contain child codes underneath it. Group codes cannot be selected on transactions.
   • Leave Is Group unchecked if this is a leaf code that will hold budget and appear on Purchase Orders and Invoices.

TIP

Plan your WBS hierarchy before creating codes. A well-structured tree typically has 2–4 levels: major categories at the top, then sub-categories, then individual work packages at the leaf level.

6. Optionally, set:

   • Plant: The physical location associated with this budget code.
   • Expenditure Type: The category of expenditure (links to the Expenditure Type master).
   • Warehouse Required: Check this if Purchase Orders using this WBS code must specify a receiving warehouse.

7. Click Save. The new code appears in the WBS tree under its parent.

After Creating a WBS Code

• The code starts with zero budget. To assign budget, use a Zero Budget upload or WBS Budget entry.
• If you need to re-organize the tree later, you can drag and drop codes in the tree view (as long as no budget entries reference the code being moved).
• To prevent further spending on a code, see Modify or Disable a WBS Code.

Naming Convention

The WBS code's system name is auto-generated as {Project}-{WBS Code} (e.g., "PROJ-001-1100"). This ensures uniqueness across projects even if two projects use the same budget code numbers.

Related Pages

• WBS Field Reference — Every field on the WBS form explained
• Modify or Disable a WBS Code — Change or lock an existing code
• Budget Entry Overview — Assign budget amounts to your WBS codes