What is a code?
Alpha-numeric characters assigned to a transaction to identify it into a particular category. This can be up to 6 characters long and can include a dash symbol as one of the 6 characters.

What is the Code List?
A Code List is your central list of codes that you can use to categorise the transactions in the accounts in your Profiles. You can use a Code List to categorise your income, expenses and other items.

If you choose to code, you will need to set up a Code List for each of your Profiles. The Code List holds the rules for how your transactions are coded in your Profiles. This is means that if you have a Profile that you share with another Business Cash Plan user (e.g. business partner), you can both edit the Code List and Profile for your Business Profile.

You can view, add and remove the categories and codes in your Code List.

What does the Code List allow you to do?
The Code List allows you to code and categorise your transactions to help form a meaningful picture of your cash flow. You don’t have to code your transactions – Coding is an optional feature of Business Cash Plan.

How do I set up my Code List when I first use Business Cash Plan?
You can set up a Code List for each of your Profiles in the set up wizard. You have three options to choose from when you set up your Code List:

1. Default Code List: If you don’t have a Code List, we recommend that you use the default Code List until you become more familiar with coding transactions in Business Cash Plan. You can edit, add to or delete from the default Code List.

To use Business Cash Plan default Code List, you can select ‘Use a default Code List’ option in the set up wizard.

2. Create your own: If you don’t have a Code List and want to create one for the very first time, you can manually set this up yourself. You decide what to name your sub-categories based on our category codes – Income, Expenses, Other and Fixed.

3. Import a Code List: If you’d like to use a list of codes you’re already using, you can import your own list of codes.  The Code List file you’re importing must be a CSV file and in the format: Main Category, Sub-Category1, Sub-Category 2, Sub-Category3, and Code.

The content must follow these guidelines:

• Each Category must not exceed 50 characters long and can use alpha-numeric characters and any of the following characters &*!()+=_?$/.
• Codes can be up to 6 alpha-numeric characters and you can use the dash (-).

What is a CSV File?
CSV (Comma-Separated-Value) is a common file type used to import data from one software application to another, with commas separating the values or if you create it in Excel the cells create the separation. You can create a CSV file using Excel or other spreadsheet applications that allow you to save the file with the file ending ‘.csv’.

How do I create a new Code List when I’ve already started using one?
You can only have one Code List for each Profile, and if you’ve already started coding, you cannot delete your list. If you want to use a different list, you’ll need to delete your Profile and then create a new Profile with a new Code List.

How do I use the Business Cash Plan default code list?
If you don’t have a Code List to use, we recommend you use the default Code List until you become more familiar with coding transactions. The default Code List is ready for immediate use. It allows you to edit and delete codes you don’t want to use, giving you extra flexibility to customise your Code List.

To use Business Cash Plan’s default Code List, select ‘Use default Code List’ option in the set up wizard.

What is a Main Category?
A ‘main category’ is the top level description used to categorise transactions for your business. Business Cash Plan has four main categories that cannot be altered:

1. Income: transactions that generate a revenue for your business.

2. Expenses: transactions that incur an expense for your business.

3. Other: transactions that do not fall easily into the above categories.

4. Fixed: transactions that you don’t want to include in your reporting. This includes transfers between accounts. You cannot make amends to the current codes under the Fixed category – however you can add to them. This is because we need to take transfers between your accounts into consideration, so that we don’t over or underestimate amounts in your Business Cash Plan reports.

What is a Sub-Category?
These are categories that sit under the Main Category. You can add, edit, hide or delete sub categories.

What is a fixed category?
These are category transactions you don’t want to include in your reporting. This includes transfers between accounts. You cannot make amends to the current codes under the Fixed category – however you can add to them. This is because we need to take transfers between your accounts into consideration, so that we don’t over or underestimate amounts in your Business Cash Plan reports.

How do I delete a category in the Code List I don’t want to use?
Go to Code List on the left navigation and then click on the red ‘x’ at the end of the code you wish to remove.

What happens when I delete a Code List?
Any sub-categories that may sit under the code you delete will also be deleted. If you have already coded transactions to this they will be removed and those transactions will be un-coded.

What’s the difference between ‘Delete’ and removing the tick in ‘Display’?
Deleting a code will remove it permanently from your Code List. Removing the tick in the ‘Display’ check box means it will still show in your Code List, but it won’t be an option displayed when you are coding transactions. You can tick the box for it to reappear in your dropdown box when you are coding.

Where do I create a code?
Go to ‘Code List’ or ‘Coding’ on the left navigation and click on the ’Edit Code List’ tab. Under the ‘Main Category’ (Income, Expense, Other) click ‘Add category’ to where you want to create a new code. A pop-up box will appear where you can add a new category name and code. Click ‘Save’.

Why would I code transactions?
Coding your transactions can help you identify where your incoming cash flow comes from and what funds you regularly pay out. Coding can help you make the most of Business Cash Plan and personalise the way you organise your information.

How do I edit a code or category?
Go to ‘Code List’ or ‘Coding’ on the left navigation and click on the ’Edit Code List’ tab. Click ‘Edit’ next to the category or code you’d like to edit. A pop-up box will appear where you can change the name of the category or code. Click ‘Save’.

How do I display / hide a code?
To hide a code, click on the Display box so that you remove the tick. This will remove the code from the dropdown option in the coding screen.

Why would I hide a code?
You can hide a code when you don’t want it to appear in the dropdown list of categories or codes that appears when you are coding your transactions. This keeps your active Code List manageable.

Hiding a code does not permanently delete the code from your Business Cash Plan; it simply removes it from the list of active codes and makes it available if you wish to reactivate it in the future.

Hiding is useful for times when you are not frequently applying certain codes to transactions, e.g. if your business is seasonal or in a different project phase. It is also handy if you wish to set up a complete Code List in one sitting – you can include codes you envisage using in the future but hide them in the interim.

How do I reuse a code I’ve already deleted?
Any changes to your Code List can not be retrieved. You will need to Create a new code if you want to use this code.