Please note - the ability to enter and report on a budget is a Level 2 feature. Please contact us on farmplansales@proagrica.com for more information.
Searchcodes are custom tags that you can assign to individual transaction lines to help you organise, search, and report on your financial data more effectively. Think of them as labels that you can attach to specific line items to group related transactions together for easier tracking and analysis.
Who Can Use Searchcodes?
Searchcodes are available as a Level 2feature. If you're currently on a Level 1 plan, you'll need to upgrade to access this functionality. Don't worry - if you ever need to downgrade, your searchcode data will be safely stored and restored if you upgrade again later.
Getting Started with Searchcodes
Accessing Searchcodes
Navigate to Tools in your main menu
Select Searchcodes from the dropdown
This will take you to the Searchcodes Index page
Creating Your First Searchcode
From the Searchcodes Index:
Click the Add Searchcode button
Fill in the following fields:
Name (required): A short, descriptive name for your searchcode
Description (optional): Additional details about what this searchcode represents
Start Date (optional): When this searchcode becomes available for use
End Date (optional): When this searchcode should no longer appear in dropdown lists
Searchcode Group (optional): Assign to an existing group or create a new one
Click Save to create your searchcode
Creating Searchcode Groups
Searchcode groups allow you to organise related searchcodes together for better reporting. You can:
Create groups when adding a new searchcode
Use the dropdown in the Searchcode Group field to create a new group on-the-fly
Group similar searchcodes (e.g., "Rented Properties," "Running Costs," "Office Supplies")
Using Searchcodes in Transactions
Where You'll Find Searchcodes
Searchcodes appear on all transaction entry screens, including:
Quotes
Invoices
Credit notes
Manual bank transactions
Banking check and confirm screens
Adjustments and VAT adjustments
The Searchcode dropdown appears immediately to the right of the Enterprise field (or Category field if Enterprise isn't present).
Assigning Searchcodes to Transaction Lines
During Transaction Entry: Select a searchcode from the dropdown for each line item
Create On-the-Fly: You can create new searchcodes directly from any transaction screen without leaving the page
Default Behaviour: If you don't select a searchcode, the line will be marked as "Unassigned"
Important Notes About Searchcode Usage
Date Restrictions: If a searchcode has start/end dates, it will only appear in dropdowns for transactions within that date range
Credit Notes: Searchcodes on credit note lines cannot be edited - they automatically match the corresponding invoice line
Always Editable: You can change searchcodes on confirmed transactions at any time, unless the transaction is before a "Lock Transactions up to" date
Managing Your Searchcodes
Viewing All Searchcodes
The Searchcodes Index shows all your searchcodes in a table with:
Searchcode name
Searchcode group
Start date
End date
Edit and delete options
Date Range Benefits
Using start and end dates helps keep your dropdown lists clean by:
Hiding old, unused searchcodes from current transaction entry
Maintaining historical data for reporting
Allowing seasonal or project-specific searchcodes
Future Enhancements
Coming soon, you'll be able to:
Search all documents by searchcode
Filter transactions by specific searchcodes or groups
View detailed line-item reports including VAT details, amounts, and payment status
Generate comprehensive reports grouped by searchcode categories
Tips for Success
Plan Your Structure: Think about how you want to categorise your transactions before creating searchcodes
Use Descriptive Names: Make searchcode names clear and easy to understand
Leverage Groups: Use searchcode groups to organise related codes for better reporting
Set Date Ranges: For project-specific or seasonal searchcodes, use date ranges to keep your lists manageable
Create as Needed: Don't feel pressured to create all searchcodes upfront - you can create them on-the-fly as needed
Searchcodes give you powerful new ways to organise and analyse your financial data, making it easier to track specific projects, categories, or any other groupings that matter to your business.