The Accounting Codes feature is a flexible tool for categorizing, tracking, and reporting on your email messages based on custom codes that reflect your organizational structure, cost centers, or departmental billing needs.

If your organization has several departments, you can use Accounting Codes to associate your email messages with those unique departments. By setting up these codes, users can select them from a dropdown when sending a message.

NOTE: Higher Logic does not provide these codes; they are internal and unique to your organization.

Higher Logic also provides a field for Billing Initials.

To enable Accounting Codes and/or Billing Initials, create a case. Both of these fields can be set as required.

Permissions

When enabling Accounting Codes for your account, an Admin may determine that only certain users should be allowed to use this functionality.

NOTE: If the Enterprise feature is enabled in your account, Accounting Codes (Pre-defined Billing Code) can be set as a configurable Enterprise asset.

Access your Accounting Codes

1. Access the Admin interface.
2. Navigate to Messages > Options > Accounting Codes.

Use this page to create, edit, and delete accounting codes, and to manage the use of Ad-Hoc codes.

How do Accounting Codes work?

• Custom and internal: You define the codes to match your organization’s internal accounting or reporting needs. (Higher Logic does not supply or validate these codes.)
• Code management: Admins manage the list of available Accounting Codes via the Admin interface. Codes can contain letters, numerals, and special characters.
• User selection: When sending a message, users can select the relevant Accounting Code from a dropdown. This assignment becomes part of the message’s metadata and is used for reporting.
• Ad-Hoc option: You can optionally allow users to enter a custom (ad-hoc) code at send time, rather than restricting selection to the pre-defined list.

Create an Accounting Code

In the text field, specify a valid code and click Go.

• Accounting Codes can contain and can start with letters, numerals, and special characters.
• The page will refresh and your new Accounting Code will display in the list. Also, the code will now be available from the dropdown when users are sending email messages.

Manage your codes

The Manage section displays your account's Accounting Codes.

• Codes that start with special characters display first. These are followed by codes that start with a numeral, then standard "A" to "Z" sorting.
• Use the delete and edit options as described below.

Using Ad-Hoc codes

Using Accounting Codes forces your users to select a code when sending an email message. However, you can also let them input a code other than one of the account-wide codes.

1. In the Ad-Hoc Billing Code section, select:

• Yes to enable Ad-Hoc codes; users can manually specify codes in the text field below the dropdown on the Send page.
• No to disable Ad-Hoc codes; users will have to select a code from the dropdown on the Send page in order to send the message.

2. Click Go.

The page will refresh. The change will not be apparent here, but your selection will take affect on the Send page.

Edit an Accounting Code

You can change the text of an Accounting Code.

1. Click the pencil icon next to a code in the list.
2. On the Edit page, make your changes.
3. Click Submit.

Back on the Accounting Codes page, a message at the top of the page confirms the edit.

Delete an Accounting Code

You can delete an Accounting Code that you no longer use.

1. Click the X next to a code in the list.
2. On the Delete page, verify that this is the code that you want to delete.
3. Click Submit.

Back on the Accounting Codes page, a message at the top of the page confirms the deletion.

NOTE: Deleted values might remain available in the "create" field; select and click Submit to re-use.