Manage purchase codes

Purchase codes (or nominal codes) are used to categorise your expenditure. You may for example, want to code you expenses into stationery, utilities, fuel, office furniture, etc. to track what you are spending on each category.

Your accountant may want you to stick to a specific numbering / coding scheme.

Purchase codes appear on reports, such as Trial Balance and Profit and Loss. They can contain sub product codes and can also be linked to sales codes and used in stock control.

Add a new purchase code

  1. Go to Settings. (If you've switched to the new design, select your initials, then Account Settings.)

  2. From Lists, select Purchase Codes. A default set of purchase codes is provided. Scroll to the end of the purchase code list.

  3. Enter or edit the code displayed, enter a name for the purchase code, then select Add purchase code.

  4. From the purchase code settings page, select the VAT rate for this code.

  5. From the SA103 list, you can select what income is derived for this purchase code to map to your Income Tax Self Assessment form.

    • Select Purchases assigned to this code...... if this purchase code is to be used for prepayments or accruals.

    • You can also Pre-fill the rate and description for this code..... This is useful if you order an item frequently as it will auto-fill the rate and description when the code is selected on the purchase.

  7. Select Update purchase code.

You can also create a list of products or services that relate to this purchase code. This can be useful for adding items that you frequently buy. Find out more.

Delete purchase codes

  1. Go to Settings.

    If you have turned on the new design, select your initials from the menu bar and select Account Settings.

  2. Select the code from the list then select Delete.

    You can delete several codes at one by selecting the code checkboxes, choosing Delete purchase code from the list, then selecting Go.

  3. Purchases, purchase orders items and sub-codes will need to be reassigned to a new category. Select the code to assign them to from the list the select Delete.

Set a default purchase code

A default purchase code can be set to appear when you first add a line item to a purchase order for all suppliers. You can set a default code for specific suppliers via supplier options.

  1. Go to Settings.

    If you have turned on the new design, select your initials from the menu bar and select Account Settings.

  2. From the Default purchase code section at the end of the list, select the code from the Default list then select Update.