This guide will show you how to create and edit ledger codes, as well as describing their use within the system.
Creating ledger codes allows you to assign your tuition fees/charges to specific areas in line with your service’s financial codes. Each tuition fee must be linked to a ledger code, and Lists can also be filtered/grouped by ledger codes to report income against specific areas.
There are some pre-existing, hard-coded ledger codes which link to finance functionality in the system, particularly discounts and automatic reimbursements. Whilst the names and product numbers of these ledger codes can be edited, the codes cannot be deleted. It is also highly recommended that these codes remain ‘Active’, as making them inactive can cause issues with system functionality:
Creating and editing ledger codes (Settings > Ledger codes)
Creating a new ledger code
- Select the free field in the Ledger code name column below the existing entries and set the name for the new ledger code.
- Enter the ledger code number in the Product number field.
- Select “Insert” to save the ledger code.
The ‘Discount ledger code’ box should be left unticked – this is only used for hard-coded discount ledger codes linked to finance system functionality.
Editing ledger codes
You are also able to edit ledger codes, if required. To do so, select “Edit” on the relevant ledger code – here you also now have the option to make ledger codes inactive. Once you have made your changes, select “Save”, or “Cancel” to discard all changes:
For more information regarding the use of ledger codes in reporting, please see our Lists guides.