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.
📌 Note: You need admin access with the Finance permission to make changes in the GL Code Assignment area.
Adding a new GL code
Follow the steps below to create a new GL code.
From the Finance area, click GL Code Assignment in the bottom left menu.
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
Follow the steps below to assign GL codes to equipment types manually or using the spreadsheet template.
From the Finance area, click GL Code Assignment in the bottom left menu.
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.
To assign GL codes using the template instead:
Click Download to get the template.
Update the spreadsheet with the correct GL codes for each equipment type.
Click Browse to select the completed template.
Click Upload to apply the changes.
📌 Note: There is also a tab at the top for assigning GL codes to quoted works, allowing you to manage financial tracking for both completed jobs and quotations.
Export a list of all work and equipment types
Follow the steps below to download a full list of all areas, equipment types, and subcategories as an Excel spreadsheet.
From the Finance area, click GL Code Assignment.
Select the Assign GL Codes tab.
Click the Export
icon at the top of the screen.
The file will download automatically and includes all configured areas, equipment types, and their related subcategories.