How to edit & archive nominal codes

Overview

Nominal codes are accounting classification codes used to categorise financial transactions for billing and export purposes. They allow your organisation to track and categorise charges — including care fees and billable extras — when generating invoices and exporting data to accounting systems such as Sage.

Nominal codes are managed in Settings > Billing > Nominal codes. Only users with the Admin role can create, edit, or archive nominal codes. Managers can view them but cannot make changes.

There are two types of nominal code:

• Care fee — assigned to care fee subscription charges

• Billable extra — assigned to additional billable charges

Once a nominal code is assigned to a subscription or billable extra, its code and description are copied on to the invoice item at the point of invoice generation.

How to edit a nominal code

1. Navigate to Settings > Billing > Nominal codes.

2. Locate the nominal code you want to edit in the table.

3. Click the pencil (edit) icon in the actions column for that row.

4. The Edit nominal code panel opens on the right-hand side.

5. Update any of the following fields:

   • Code — the code value (1–50 characters, must be unique within your organisation)

   • Description — an optional description (up to 500 characters)

6. Click Save to apply your changes.

Note: The type (care fee or billable extra) cannot be changed after a nominal code has been created. You can only edit the code value and description.

If the code you enter already exists in your organisation, you will see the message: "A nominal code with this code already exists." Enter a different code to proceed.

How to archive a nominal code

Archiving removes a nominal code from the active list without permanently deleting it. Archived codes are no longer available for selection when assigning to subscriptions or billable extras, but historical invoice data is preserved.

1. Navigate to Settings > Billing > Nominal codes.

2. Locate the nominal code you want to archive.

3. Click the archive icon (shown in red) in the actions column for that row.

4. The nominal code is immediately archived and removed from the active list.

How to view and restore archived nominal codes

1. On the Nominal codes page, click the Archived nominal codes button (shown near the top of the page). This button is only visible if at least one archived code exists.

2. The archived codes page shows all codes with an Archived status badge.

3. To restore a code, click the restore icon on the relevant row.

4. The code returns to the active list and can be assigned to subscriptions again.

Note: If an active nominal code with the same code value already exists, the restore will be blocked. You will see the message: "Cannot restore: an active nominal code with this code already exists." You must either archive the conflicting active code or edit it before restoring.