Overview
Account Codes in Music Monitor are there to help you match the financial records you export with the categories you're using in your finance system.
Music Monitor uses a few special codes (see the Special Account Codes section below), but apart from those, the function of Account Codes is solely to help you streamline your accounting processes. Your finance team will generally know what codes they'd like your finance exports to show, so you should set them up to best support your finance system.
Navigate to Account Codes
Go to Home > Setup > Account Codes
Add an Account Code
Select the green + button to add a new record
A new row will appear with empty fields for you to fill in.
Category: This is the defining field that you will see in the list of options when you apply this code to a Fees or Pay Rates record.
There are some pre-set ones such as "Ensembles" and "Tuition", and you can create others as you choose.
Account Code / Cost Centre: Optional field.
You can use this field to assign codes (such as GL codes) that match those used in your finance system, for ease of applying the line items you export from Music Monitor.
You can also use this field to link these Categories to Cost Centres in the Budgets module. See Manage Budgets for guidance.
GL Code: Optional field.
This is an additional code field that you can use if you are already using the main one for a different code. Few reports include this field, so we recommend that you use the Account Code field as a first preference and use this additional one only if needed.GST Tag: If you set this to "Yes", any line item that has this Category will have GST added at the time of billing.
Late Fee Tag: If you set this to "Yes", any line item that has this Category will be picked up in Late Fee calculations you perform on the invoice it is connected to.
Early Discount Tag: If you set this to "Yes", any line item that has this Category will be picked up in Early Bird Discount calculations you perform on the invoice it is connected to.
See Early Bird & Late Fee Setup for guidance on these.
Special Account Codes
Account codes with the following Category have special behaviours.
Note: Within the Account Codes file, the Account Category field is simply labelled as "Category", but when that field is used in linking to other files it will often be labelled as "Account Category" to be clearer.
Music Sundries
Miscellaneous fees with Account Category "Music Sundries" will be available to teachers to add to student accounts.
Teachers can add charges from the Attendance Form View. They can only add charges using miscellaneous fees with the Account Category "Music Sundries".
Refunds
The Account Category "Refunds" is used in the write off or refund credit balances process. See Write Off or Refund Credit Balances.
Non-Invoiced Payment
"Non-invoiced Payment" and "Non-invoiced Payment GST" are used for payments received for services or items that don’t require an invoice to be produced. See Non-Invoiced Payments.
Edit or Delete Account Codes
Changes will only affect new line items that are generated after the change is made. If you no longer need an Account Code to be available for new line items, you can safely edit or delete it.