> ## Documentation Index
> Fetch the complete documentation index at: https://docs.relyant.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Accounting codes

> Set up accounts, departments, budget categories, and cost types, and code purchase requests and orders

**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**.

> [!NOTE]
>
> **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:

| Tab | What it holds |
| - | - |
| **Accounts** | Your chart of accounts, with **Code**, **Name**, **Full code**, **Budget category**, **Cost type**, and **Used on POs** |
| **Departments** | A **Code** and **External ID** for each of your organization's departments |
| **Budget categories** | Budget categories, each with an **External ID** |
| **Cost types** | Cost types, each with an **External ID** |

### 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](https://docs.relyant.app/stock/settings.md#purchase-orders), 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

> [card] [Reports](https://docs.relyant.app/stock/reports.md)
>
> See purchase order spend by account, department, budget category, or cost type.

> [card] [Settings](https://docs.relyant.app/stock/settings.md)
>
> Configure the other Stock & Inventory settings.


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