Codes entries in Infomine consist of two fields

• A unique code field, which may be a code specified by your accountant

• A unique description filed, which is the field used for user friendly access to the codes.

These code entries are used to help you to classify your accounts entries under specific categories. The codes and descriptions are fully specified by you and should reflect the type of transactions you wish to record income or outgoings for. Typically your accountant will be able to tell you the code categories that best suit your business.

Examples of a code descriptions for outgoings are

• Phone, Stationary, Electricity, Computer Consumables, Petty cash out, etc,etc

Examples of a code descriptions for income are

• Daily takings over counter, Daily takings over Internet, Misc. Fees, Valuation fees etc, etc

Codes and descriptions can be generated as part of entering new accounts records. When generating or modifying an entry for a specific purchase or payment, you can select the code category to store it under from a drop down list. If you attempt to enter a code description that does not already exist you will be prompted to create a new code entry.

Care should be taken to categorise your entries in a logical and mutually exclusive manner. Your accountant should be able to help with this and may actually specify the codes he requires to simplify producing your balance sheets. Selecting non mutually exclusive categories may result in ambiguity as to which category should be applied to future entries.

If, for example you have a code description for Daily takings over Internet and another for Daily takings from Online Bookstores ambiguity arises as to which to use for income arising from an Online Bookstore. Obviously it should go under Daily takings from Online Bookstores but in reality it is also be entered under Daily takings over the Internet. Recording the entry under both code categories will cause the income to be counted twice. However, putting the new entry under only Daily takings from Online Bookstores will cause an error in reporting the totals for the Internet.

As a rule no code category should be a subcategory of any other code category, which is the problem stated above.