Account Codes Setup

Last updated: March 2025

The Account Codes Setup feature assigns debit or credit codes to facilitate accounting processes. By using unique numeric codes for different types of payables or receivables, this feature helps organize financial data efficiently and generates accurate reports.

Access and Navigation

The Account Codes Setup can be accessed under Finance > Finance Setup.

Check the privilege assigned to your user account or role if you cannot view a link from the list.

Contact your school’s system administrator to request view or edit access if you cannot access the rights management screen.

Create a New Account Code

• Click the + New Account Code button in the upper right corner

• Fill out the required details:

  • Code – Must follow the format 000-000-000

  • Name – A descriptive name for the account code

  • Description – Additional details about the code

• Click Add Account Code to save

Edit an Account Code

• Select the account code you want to edit and click the Pencil icon

• Modify the necessary fields in the “Update Account Code” form

• Click Save Changes. The updated details will now be reflected on the Account Codes Setup page

Delete an Account Code

• Select the account code you want to delete and click the Trash Bin icon

• A confirmation message will appear. Click Delete to proceed. The account code will be removed from the list

Search an Account Code

Use the search bar in the upper-right corner. Enter a keyword or the full account code, then press Enter. The system will display matching results.

Import Account Codes via CSV file

• Click the upload button in the upper-right corner, next to the search bar

• Download the template file to ensure correct formatting

• Click Choose a File or Drag it Here to select the CSV file

• Click Import File to upload. The uploaded account codes will now be listed

Frequently Asked Questions (FAQs)

Question: Our account code format consists of only 6 digits. How can we set it up if the system requires 9 digits?

Answer: You can add 000 at the beginning or end of the code. For example:

• 123-456 can be entered as 000-123-456 or 123-456-000

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Question: We do not use account codes. Is it necessary to set them up?

Answer: No, account codes are optional.