Lesson 4.1: Entities – Creating and Managing Codes

What are Codes in FastFund

In FastFund Online, Codes (often referred to as tags) are user-defined keywords assigned to entities to allow for powerful database classification and segregation. While your Chart of Accounts tracks financial data, Codes track demographic and operational data about the people and organizations you interact with. This lesson covers the different types of codes available in the Accounting module, how to create them, and how to manage them to ensure data integrity.

Understanding Codes

Assigning codes to entities (Vendors, Clients, Other Names) helps describe or classify the entity, allowing it to be found easily using Filtered searches and Queries. Codes can define roles, relationships, affiliations, geographic regions, and mailing preferences.

Proper utilization of codes provides the tools necessary for data mining. By using report filters and search criteria based on these codes, you can extract specific information to help make proactive, knowledge-driven decisions.

Code Types in Accounting

While FastFund offers ten code types across all modules, the Accounting module primarily utilizes four specific types to classify Other Names, Vendors, and Clients:

1. Industry: Used to identify the sector a company belongs to (e.g., “Foundation,” “Government,” “Software,” “Construction”).

2. Affiliation: Tracks outside relationships, such as membership in a local Chamber of Commerce, civic groups, or religious organizations.

3. Attribute: Tracks specific characteristics, interests, or preferences (e.g., “Newsletter Recipient,” “Minority Owned Business,” “Geographic Region”).

4. Classification: Segregates types of vendors or clients (e.g., “Professional Services,” “1099 Contractor,” “married client”).

[INSERT SCREENSHOT: The “Codes” list window showing the dropdown menu with Code Types like Affiliation, Attribute, etc.]

Best Practices: Consistency

Consistency is vital for a functional database. Because codes are user-defined, you must ensure that all users agree on naming conventions.

• Avoid Duplication: FastFund prevents you from entering duplicate codes in the tables to maintain consistency. For example, if you create an “Industry” code called “Church,” you cannot create an “Affiliation” code also called “Church”.

• Standardization: If one user creates a code called “Newsletter” and another creates “Receives News,” querying your database for a mailing list becomes difficult. Always check existing codes before creating new ones.

Creating a New Code

To add a new code to your system:

1. Navigate to Lists > Data > Codes.

2. The window defaults to “Action” codes (used in Fundraising). Click the Code Type dropdown to select the category you want to create (e.g., Attribute).

3. Click the New (+) icon.

4. Enter the Code Name (up to 50 characters) and a Description (up to 100 characters).

5. Click Save. A yellow verification notice will appear confirming the addition.

Managing Codes: Editing, Deleting, and Inactivating

You can maintain your code lists as your organization’s needs change.

• Editing: Click on a Code Name in the list to edit its description. If you change a code name, the updated name will automatically appear in any entity record that has been assigned that code.

• Deleting: You can click the Delete button to remove a code. However, FastFund protects data integrity by preventing you from deleting a code if it has already been assigned to an entity record. If the Delete button is active, the code is unused and safe to delete.

• Inactivating: If a code is in use but you no longer wish to assign it to new entities, you must mark it as Inactive. Inactive codes remain in historical data and reports but cannot be assigned to new records.