1. Budget coding cheat sheet!
Coding for invoices is comprised of SIX “elements”. These elements indicate exactly what the cost is for, what product, what school, etc.
Element 3 (E3): Product
As we know, there are many many products in EF – Educational Tours, High School Year, Au Pair, etc. – and this element indicated the product the cost is billed to. Most of our costs are LAW (Language Shared Costs). We do have a few things we can code to subproducts, like a cost that is a true AY only cost (LYW – Language Year APP), but this is less important than at other schools. Exception: if you code to market, you must put LSW instead of LAW.
Element 1 (E1): Account
This is the element that is hardest in coding as there are so many account numbers, and many on the Basware pop-up list are not even used in our part of EF!
Account codes can be thought of based on the thousand digit:
1000s: Finance only (paid taxes, deposits, loans, etc.).
2000s: Finance only (received taxes, deposits, loans, etc).
3000s: Revenue (income from gadgets, fines, etc.). Our revenue is coded via Timekiosk transactions.
4000s: Student related costs
5000s: Staff related costs
6000s: Building related costs
7000s: Marketing and sales (we don’t use these)
8000s: Finance only
The 4/5/6000s are the only codes we use on a daily basis for production and schools.
Element 4 (E4): Cost Center
We mainly use the below cost centers:
DXXGEA: Operations General Costs ALL
DXXREA: Operations Residence Costs ALL
DXXTRS: Transfers Costs (used for student transfers)
DXXGEU: Operations General UP (only used for UP costs – app fees, college visits)
It is extremely important to code to residence. Any and all costs associated with residence should be coded appropriately, from furniture to pizza.
Element (E5): Specific Vendor
This is an element we do not use much in coding except for residences. This is a vendor code, whether it is a residence, a specific employee, or an activity. Right now we only use a couple vendor codes:
FCAD: for all general costs
PRESVANHOLIO: for all Holiday Inn Off-peak costs
PRESVANSANSO: for all Sandman Suites Off-peak costs
PRESVANSHAU: for all Shaughnessy Village costs
Element 2 (E2): Market
Almost in all cases, we code to general production, coded as RPP. However, in cases where the sales office should be responsible for the cost, like specially requested FedExes, student damages, or excursions paid for in the sales office, we can code to that market, coded as M(for market)+Country code (e.g. MVE = Market Venezula, MCH = Market Switzerland, etc.).
Element 6 (E6): Location
DCAVAN is our location code. You would change this if the cost is associated with another school – e.g. you are asked to help out in Toronto, so the costs associated with that would be coded to DCATOO.

2. Commonly used Account Codes by department or service:
Basware Notes: In Basware we must also enter XUSZZ in the VAT Code column, since we do not have VAT (Value Added Tax) in the US this will zero it out.   Also the Line Description is very important – try to be as clear as possible what the cost actually was in minimal characters. Additional comments can be added in the final field.  
A typical account string for SF looks like these:
4xxx.RPP.LAW.DXXGEA.FCAD.DCAVAN
6xxx.RPP.LAW.DXXREA.PRESVANHOLIO.DCAVAN
Commonly used Account Codes by department or service:
Activities:
4537: Activities organized by schools –activities paid for by the student.
4234: Student events and party costs – All costs incurred for activities which are FREE for students (includes AY mentor groups)
Housing:
4213: Campus residential accommodation – rent, coded to the appropriate residence
4234: Student events and party costs – Residence activities not paid for by the student
4243: Host family incentives – paid to host families
4244: Host family visit costs – mileage for HF visits
4245: Host family recruitment costs – All costs associated with recruitment
Academics:
4251: Student book costs – AY project books
4252: Student resource costs – All costs by Academics to provide activities/resources/services to students free of charge (e.g. newpapers, field trips, etc), includes AD books & AY projects
4253: Teacher resource costs – All costs for resources used by teachers only (e.g. teacher books)
4553: Text book costs – UP books, exam books, plus any other books included in the course fee
4571 Examination fees costs – Cambridge exams & invigilation,
Administration:
4221: Meal costs – Related to meal plan only
4519: Airport transfers – pre-paid
6111: Office supplies
6112: Printed Matter – Materials from central, business cards, posters
6121: Leased office equipment - copiers
6213 Mobile phones and pagers
6231: Computer communication – internet bill, cabling etc. under $1000
6251: Postage, freight, and customs
6252: Courier services – FedEX
Facilities:
1299 Fixed Assets – computer/office equipment over $1K
6051: Fixtures and fittings – most furniture and fittings under $1000
6078: Other interior maintenance
6079: Other exterior maintenance
All staff use these for travel:
5311: Transportation (flight tickets, mileage, etc.)
5312: Accommodation (hotel costs)
5313: Meals (all meals, coffees, etc)