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JC Standard Item Codes

Company Tracker action: implementation-setup-jc-standard-item-codes Milestone: Job Cost / Module Setup (milestone_id=5, core_milestone_id=2) Order: 5 Estimated duration: 0.5 hours Typical owner: Controller

Purpose​

Maintain region-based standard item codes for sequential contract items, state / agency bid items, and contracted-item price lists. Broader than DOT-only: any regionally maintained bid or price-list code set can live here.

Prerequisites​

  • Know whether contracts use sequential / standard bid items or agency price lists (vs ad-hoc SOV keyed without a master).
  • Region and external bid / price-list codes agreed.
  • Units of measure ready, including metric UOM when the agency requires both.
  • Optional standard unit prices that should default onto new contract items.

Vista configuration article​

See the detailed Vista guide:

Setting Up JC Standard Item Codes

Field meanings and form steps live there. Do not restate them on this page.

Implementation guidance​

Decide (client / kickoff)​

  • Enable or hide: set up this form only when contracts use standard bid items. Classic case: heavy highway (and similar) work that must reference state / agency codes. Otherwise skip — not needed and not worth a deep review when SOV items are keyed ad hoc.
  • Region and code load: depends on what the client has access to. Load at least the region(s) and codes needed for go-live jobs. Do not pull the full agency catalog unless they will use it. Keep descriptions aligned with agency / price-list wording.
    • Plan a test so Vista invoice / billing reporting from these codes matches what ops expects before go-live.
  • Whether standard unit price defaults are used, and that contract-item price can still differ after attach.

Load / accept (implementation defaults)​

  • Load by region — go-live job codes minimum; expand only if the client will use more of the agency list. Attach codes onto contract items later on JC Contracts. Test billing/invoice output before go-live.
  • Standard unit price is a default only. Contract-item price can still differ after attach.
  • Accept means codes match the bid / price lists the client will use at go-live.

Tips and gotchas​

  • Standard Item Codes: only for standard/agency bid items (heavy highway / state codes are the usual case); otherwise leave hidden and move on.
  • When SIC is in scope: go-live region/codes minimum; full catalog only if used; test Vista billing/invoice reporting before go-live.
  • Wrong or vague descriptions break alignment between contract items and external bid / price lists.
  • Do not treat this master as a substitute for full SOV when Progress billing needs one item per separately billed piece.
  • Metric UOM missing when the agency requires both creates rework at bid attach time.

Done when​

  • Either: standard item codes are out of scope (action N/A / hidden), or
  • In-scope region / codes exist and are accepted for contract item attach.