Manage Account Codes

Overview

Use this guide to create, filter, edit, and delete finance account codes used by fees, assets, imports, and financial export mapping. The current admin entry point is Admin > Settings > Account Codes (/AccountCode/Index).

Prerequisites

• Admin access to the tenant.
• A district-approved chart of accounts or mapping request.
• Agreement on which Code Set the value belongs to. The UI supports Code Set 1, Code Set 2, and Code Set 3.
• Confirmation that the code is not already present in the same code set.

Step-by-step procedure

1. Open Admin > Settings > Account Codes (/AccountCode/Index).
2. In Add Account Code, choose the target Code Set.
3. Enter Account Code.
4. Enter Description if the code needs additional context.
5. Select Add.
6. In the Account Codes table, use the code-set filter dropdown to show the set you changed.
7. Confirm the new code appears with the expected Account Code, Description, and Code Set.

Variations / branching flows

• Edit a code: select the edit icon in Actions, confirm the panel changes to Modify Account Code, update the value or description, and select Update.
• Delete a code: select the trash icon in Actions, confirm Are you sure you want to delete this record?, and verify the row is removed.
• Cancel an in-progress change: select Cancel to reset the form back to Add Account Code.
• Filter by code set: change the table dropdown, which refreshes the visible account code list for that set.

Expected outcomes

• New codes are available for workflows that read account code values, including fee import validation and financial export mapping.
• Edited codes retain the intended code set and display the updated values after the table refreshes.
• Deleted codes no longer appear in the selected code set.
• Duplicate or invalid values are rejected before they become available to downstream workflows.

Troubleshooting / edge cases

• If a code cannot be added, check whether the same value already exists in that Code Set.
• If a code cannot be deleted, it may be referenced by fees, assets, import history, or export data; preserve the error message in the support ticket.
• If the table looks stale after an action, use Cancel or reload the page to force the grid to refresh.
• Keep naming consistent across all three code sets so imports do not fail with "Code not found" or "multiple matches" errors.

Related processes

• Run and Review Imports in Import Center
• Manage Financial Export Templates
• Manage Financial Export Batches

Assumptions and gaps

• Account code changes are operational data changes. This guide does not define the district chart of accounts; it documents how to maintain the approved values in SchoolBanks.