General ledger (GL) codes are essential for linking completed jobs to your finance system’s accounting records. By assigning GL codes to different equipment types and job categories, Finance can accurately track costs and revenues for repairs, planned maintenance, and capital works.
Accessing the GL code settings
From the Finance Area.
Click GL Code Assignment in the bottom left menu.
Adding a new GL code
Click Yes in the bottom right corner to start adding a new code.
Unlock the green padlock
icon.Enter the General Ledger Code and a descriptive name for the code.
Select the job type from the drop-down:
Repair
Planned
Capital
Click Save.
Assigning GL codes to equipment types
Select the Assign GL Codes tab on the left side.
Unlock the green padlock
icon.For each equipment type, select the relevant GL code from the drop-down menu on the right.
Alternatively, you can use a spreadsheet template:
Click Download to get the template
Update the spreadsheet with the correct GL codes for each equipment type
Click Browse at the bottom to upload the completed template
Click Upload to apply the changes
📌 Note: There is also a tab at the top for assigning GL codes specifically to quoted works, allowing you to manage financial tracking for both completed jobs and quotations.
Get a list of all work and equipment types
If you need a full list of all areas and equipment types, including their subcategories, you can export this information as an Excel spreadsheet. This is useful for reporting, audits, or reviewing GL code assignments in bulk.
Follow the steps below to download the report:
From the Finance area, click GL code assignment.
Open the Assign GL codes tab.
Click the Export
icon at the top of the screen.The system will download the spreadsheet automatically.
The exported file will include all configured areas, equipment types, and their related subcategories.