This article explains the most common reasons why an account code is visible in Setup Coding but cannot be selected on budget lines in a scenario. In most cases, this happens because the existing coding on the budget line has not been cleared correctly, or because the code has not been mapped correctly.
Why the Code Is Not Available
If an account code exists in Setup Coding but does not appear on budget lines, this is usually because of one of the following:
The existing account codes on the budget line have not been cleared correctly.
The code has not been mapped, or has not been mapped correctly.
If you use linked finance software, the issue may also be caused by missing mapping in the finance system or by the chart of accounts not being re-imported after changes.
Clear the Existing Coding on the Budget Line
When you want to change the coding on a budget line, you must clear the existing codes in the correct order.
Open the relevant budget line in the scenario.
In the last code column, click the small x in the top-right corner of the field to remove the final code.
Continue deleting the remaining codes from right to left.
Once all existing codes have been removed, re-code the line from left to right.
If the codes are not removed in this order, the new code combination may not become available correctly.
Check Section Code Mapping in Setup Coding
If your account codes are manually managed, first check whether the code is linked to the correct Income or Expenditure section code.
In the Academy menu, click Setup Coding.
Search for the code in the relevant tab.
Check the Income or Expenditure section code linked to that code.
If the linked section is incorrect:
Click Select in the Actions column.
Click Edit.
Set the section to the correct one, or to All if appropriate.
Save the change.
If the section mapping is wrong, the code may not be available on the budget line you are trying to code.
Check Setup Mapping
You should also check that the code has been fully linked in Setup Mapping.
Open Setup Mapping in the Budgets software.
Search for the relevant code:
Primary code (for example, Cost Centre, Nominal Code, Department Code).
Secondary code (for example, Ledger Code, Nominal Code).
Check whether the code is linked correctly.
Review all relevant pages of codes to confirm the code is fully mapped.
If you use a tertiary code (for example, Fund Code or Account Code), the secondary code must also be linked to the tertiary code. If this additional mapping is missing, the code may still not be available on the budget line.
If You Use Third-Party Accounting Software
If you use a third-party accounting package, map the codes in that finance system first, then re-import the chart of accounts into Budgets.
Open your third-party accounting software.
Check that the relevant codes are fully mapped there.
Save any mapping changes.
Re-import the Chart of Accounts into Access Education Budgets using Access Education Links Companion.
The updated codes should then become available in the scenario, provided the mapping is complete.
If You Use FMS
If you use FMS and the codes appear to be fully mapped in Budgets, also check the CFR code mapping in FMS.
In FMS, click Tools.
Click General Ledger Setup.
Open Tab 8 – CFR Mappings.
Check whether the relevant codes have been allocated to the correct CFR code.
Make any required changes in FMS.
Re-import the chart of accounts into Access Education Budgets after making the changes.
If the CFR mapping is missing or incorrect in FMS, the code may not be usable in the scenario even if it exists in Setup Coding.
📌Note: If you use Access Education Finance, please refer to the following article .