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General Ledger Codes Screen

Last Updated: Wed Jul 07 2021

General Ledger Codes are configured in Setup / Finance / Billing / GL Code

Overview

This screen allows you to setup general ledger codes and corresponding debit and credit codes for accounting purposes. GL codes can be associated multiple entities, including: services (charges), tax rates and payment types.

Prerequisites

GL codes can be setup in the system immediately, there are no prerequisite configuration steps.

General Ledger Codes Panel

The General Ledger Codes panel on the left of this screen allows you to select an existing GL code to view or edit its details on the Edit General Ledger Code Panel on the right. Actions are also available which are shown as icons above the Filter text box. The available actions are described below.

Actions

Icon

Description

Deletes the selected GL code

Adds a new GL code

Edit General Ledger Code Panel

The information in this panel reflects the currently selected GL code. From here you can change its details (fields will display a red left border if a value is required and purple text if the field is read-only and cannot be modified).

  • GL Code: a unique name that describes the GL code (e.g. ‘Late Fee’)

  • Debit Code: the code for debits related to this GL code (e.g. '501')

  • Credit Code: the code for credits related to this GL code (e.g. ‘500’)

References tab

This section displays where the selected GL code is used in the system. By default, the reference data is displayed in a summary format to indicate where the GL code is in use, however the Entity drop down field can be used to view the exact system objects that codes are configured on.

Associating General Ledger Codes with System Entities

To specify the GL code to use on services, taxes or payment types simply navigate to those screens and select the appropriate GL code in the General Ledger field provided.


Guides

Adding General Ledger Codes

  1. At the top of the General Ledger Codes panel click the (emoji) action button

  2. Populate the fields as desired

  3. Click Save


Editing General Ledger Codes

  1. Select the GL code in the list on the left under the General Ledger Codes heading or use the Filter text box to filter down to the GL code you wish to edit

  2. Click on the desired GL code in the list to select it

  3. The selected GL code configuration will be displayed in the Edit General Ledger Code panel on the right

  4. Modify the GL code fields as desired

  5. Click Save to commit your changes


Deleting General Ledger Codes

Note: General ledger codes that are in use cannot be deleted. In order to delete a GL code that is in use, first check the References tab to determine which entities are configured to use the GL code that you wish to delete and then modify the entity to use another GL code/no GL code.

  1. Select the GL code you wish to delete in the list on the left under the General Ledger Codes heading

  2. On the left under the General Ledger Codes heading click the (emoji) icon

  3. On the confirmation dialog click Yes to confirm that the selected GL code should be deleted