Saved costs

Saved costs are reusable cost lines. Once you've saved one, it shows up as a suggestion when you start typing a description in the Add costs dialog, and picking it fills in the row for you. Useful for cost lines you record on most vehicles, like compliance plates, roadworthy inspections, or common workshop parts.

Before you start

• You need Settings access to manage the list at Settings > Costs & currency.
• Anyone with edit-costs permission can use saved costs from the Add costs dialog.

What a saved cost can hold

Each entry needs a description. Everything else is optional:

• Category: one of the six cost categories.
• Default quantity: when set, this fills the row's quantity (otherwise the row defaults to 1).
• Unit price: when set, this fills the row's unit price. You can always edit the row before saving.
• Currency: when set, this fills the row's currency.

Conversion rates are never saved on a preset. Exchange rates change daily, so you enter them per cost line.

Saving a cost from the Add costs dialog

In the Add costs dialog, fill in a row as normal, then click the star icon at the end of the row before clicking Add costs. When the dialog saves, the row is also saved as a preset for next time.

If a preset with the same description already exists, your row's values overwrite the saved entry's category, quantity, unit price, and currency. Description matching is case-insensitive and ignores leading or trailing spaces.

The star is disabled until the row has a description.

Picking a saved cost

Start typing a description in the Add costs dialog. Matches appear in a dropdown under the input. Click one (or press Enter) to fill the row.

When you pick a preset:

• The row's description is replaced.
• The category, quantity, unit price, and currency are replaced from the preset if it has them set; otherwise the row keeps whatever you'd already entered.
• The conversion rate field is cleared.

Managing your saved costs

Go to Settings > Costs & currency. The Saved costs section lists everything you've saved.

• Add saved cost opens a row to add a new one.
• Edit lets you change any field.
• Delete removes the preset. Rows that referenced it on past cost entries are not affected.

The list is sorted alphabetically.

Good to know

• Saved costs are per organisation. Everyone with edit-costs access sees the same list.
• You can leave price and currency blank to make a description-and-category preset that only auto-categorises.
• Deleting a saved cost doesn't change any cost lines you've already added.