Setting up the cost codes used to classify spend, and the currencies and denominations used across the system.
A Cost Code classifies what money is being spent on — a simple Code (e.g. CC-1001) and Name (e.g. "Office Supplies"), each assigned to a Department. Under Organisation → Cost Codes, click Add New Cost Code to create one.
Cost codes are required on every Expense line item in a Payment Request, and on every item in a Retirement Request. For Advance line items, a cost code is optional — Flow Ledger falls back to a default advance cost code configured in Settings if you leave it blank.
To set up many cost codes at once, click Import Cost Codes and download the sample template first — an XLSX file with code, name, and department columns (in that exact order), with the Department column offering a dropdown of valid departments. Upload your completed file with Import Cost Codes.
The import is all-or-nothing: every row is validated before anything is saved, and you'll get a full list of row-by-row problems (missing values, codes over 50 characters, names over 150 characters, duplicate codes, or codes that already exist) if anything's wrong — fix the file and try again.
Under Settings → Currencies, each currency has a Currency Name (e.g. "Ghana Cedi"), a Currency Code (e.g. "GHS"), and a Currency Symbol (e.g. "₵"). Every branch is fixed to one currency, and requests are created in a chosen currency too.
Flow Ledger does not convert between currencies — there's no exchange rate table or consolidated reporting currency. A branch, its Cashbook, and the requests raised against it all simply use whichever currency they were set up with.
Each currency has its own set of physical Denominations — the individual notes and coins used when performing a Cash Count. Open a currency and click Add Denomination to add a Label, a Value, and a Type (Note or Coin).
A denomination can't be deleted once it's been used in a cash count — its value is preserved in that count's history permanently.
Next, see who's allowed to do what in Roles & Permissions.
