Each year, typically around June, the Department for Education (DfE) publishes updates to the standard set of ledger codes. These updates may include:
New codes.
Deleted codes.
Description changes.
The DfE recommends that all code changes are reflected within academy finance systems, even where specific codes are not in use. This ensures consistency and supports benchmarking across academies.
Although changes are published in June, they are not effective until the start of the new financial year. As such, academies should carefully plan when updates are applied. Many choose to implement these changes during the summer break, in preparation for September.
šNote: If the new code is needed for a budget allocation in the new academic year, the code may need to be added sooner.
ā ļøImportant: Access cannot apply these changes centrally, as not all academies using Access Education Finance have adopted the DfE ledger coding structure.
What Do Academies Need To Do?
1. Review DfE Guidance (Mid-June)
Academies should begin by reviewing the official DfE guidance.
This resource provides detailed instructions and supporting information. It is recommended that academies review the full content.
Navigate to Section 3.2 ā Mapping.
Select the āAcademies CoA spreadsheetā link.
2. Access the Latest Documentation
From the main publication page:
Download the latest financial year "Account Code Guidance" document.
This document outlines:
The purpose of each ledger code.
Income and expenditure classifications.
Reasons for any changes.
šNote: There is no equivalent guidance for balance sheet codes.
3. Identify Code Changes
Download the latest financial year āAcademies chart of accountsā document.
Within the downloaded spreadsheet:
Navigate to the worksheet: ACoA Change Control.
Filter column F (Record Status) to New.
This highlights newly added or amended codes.
To confirm descriptions:
Go to the āAcademies CoAā worksheet.
Search for the relevant code.
Use the description in column C.
šNote: Descriptions in Access Education Finance are limited to 50 characters, so some may need shortening.
Managing Ledger Codes in Access Education Finance
Adding New Ledger Codes
Navigate to: Central Admin Layer, then click Codes.
Click Chart of Accounts, then click Ledger Codes.
Option 1: Create a New Code
Click the plus button and enter required details.
Key points:
Fields marked with * are mandatory.
For active Income, Expenditure, or Capital codes:
Complete the Ledger Group field (used in Management Reporting).
Newly created active codes must be:
Mapped to a cost centre via the Code Mapping page.
If a code is not required:
Create it, then set it to Inactive.
Option 2: Duplicate an Existing Code
Example: Adding income code 520370.
Search for similar codes (e.g., ā5203ā)
Select an existing code.
Select Duplicate from the Actions menu.
Enter:
New ledger code.
Updated description.
Review all fields:
Ledger Type.
Ledger Group.
VAT Code.
Report Code.
Fund Code.
Deleting Ledger Codes
Before deleting, determine whether the code has been used:
Inactive radio button
: Never used.
Active radio button
: Previously used.
If the code has NOT been used:
Select the code.
Choose Delete.
If the code HAS been used:
Ensure balance is zero.
Set the code to Inactive.
ā ļøImportant: Some reports exclude inactive codes. If a previously used code is made inactive and not included in reports, this may impact reporting accuracy.
Updating Code Descriptions
Open the ledger code.
Update the Description field (max. 50 characters).
Click Save.
Additional Support
A supporting webinar is available in the Customer Success Portal.
Key Recommendation
To ensure compliance and consistency:
Apply all DfE updates.
Schedule changes at an appropriate time (e.g., summer break).
Verify mapping and reporting impacts after updates.