Skip to main content
Accounting Codes holds the codes that purchase requests and purchase orders are tagged with, for reports and export to your accounting system. Each line carries an Account and a Department. The account brings its Budget category and Cost type with it. To open it, in the left sidebar, click Settings under Stock, then click Accounting Codes.
Accounting Codes appears when the Purchase Orders module is turned on and you can view purchase order settings. Adding and editing codes needs permission to create or update purchase order settings. Editing department codes needs permission to edit departments.

​
Code lists

The page has one tab for each list:

​
Accounts

  • Add an account — click New account, enter the Code, Name, and optionally the Full code, Budget category, Cost type, and External ID, then click Save. Click a row to edit it.
  • Choose which accounts appear on purchases — only accounts with Used on purchase orders turned on are offered on purchase lines.
  • Update many at once — select rows, then click Set budget category, Set cost type, Use on POs, Hide from POs, or Archive.
  • Find accounts — search by code or name, click Filter to filter by Budget category or Cost type, or click a count in the status row, such as No budget category or Archived.

​
Departments, budget categories, and cost types

On Departments, type a Code or External ID next to a department. It saves when you leave the field. On Budget categories and Cost types, type a name and click Add. Edit a name in place, or click Archive or Restore.

​
Import codes

1

Open the import

Select the tab you want to import into, then click Import CSV.
2

Add the rows

Paste rows from your accounting system, or choose a CSV file. The dialog lists the columns it reads for that list. Extra columns are ignored.
3

Preview

Click Preview to see how many codes are new, updated, or skipped, with the reason for each skipped row and any warnings. Nothing is saved yet.
4

Import

Click Import. Existing codes are updated and nothing is deleted. If any row fails, nothing is imported.

​
Code purchase requests and orders

  • Department — a purchase request defaults to your department, and every line uses it unless the line picks its own. A purchase order has its own Department too.
  • Account — pick an account on each line. Search by code or name, or choose from Recently used. The account fills in its budget category and cost type. Click either badge to change it.
  • Defaults — set a Default purchase account on an inventory item, an inventory category, or an asset category. Lines for that item fill in the account, labelled Default from item, Default from category, or Default from asset category.
  • Purchase orders — codes carry over from the purchase request lines. The order form shows a Coding summary of how the order splits by budget category, department, and cost type.
On a purchase order, you can change the department and each line’s codes at any time unless the order is cancelled. The Spend by code card shows the Ordered and Received value per account, department, budget category, or cost type.

​
Require coding before sending

In Purchase order settings, turn on Require coding before a PO is sent. Drafts can always be saved. Sending an order is blocked until every line has an account and a department, and the message names the lines to fix.

​
Export coding

On Purchase Orders, click Export coding to download a CSV with one row per order line for the orders that match your current filters. Each row includes the quantities, values, and the account, department, budget category, and cost type with their external IDs. To export one order, open it and click Export coding in the actions menu.

​
Next steps

Reports

See purchase order spend by account, department, budget category, or cost type.

Settings

Configure the other Stock & Inventory settings.