GL Codes Overview

GL Codes Overview

The GL Codes page lets users who are assigned the Manage AP Settings permission manage the general ledger accounting codes used for invoice coding and approval workflows. This page describes how to navigate to GL Codes, what each field represents, and how to create, edit, and import or export codes.

Access and Permissions

The GL Codes page is available to users with Emburse AP access who are assigned the Manage AP Settings permission. If GL Codes is not visible, confirm permission setup with your company administrator.

Navigate to GL Codes

In Emburse Spend

  1. In the top-right corner, select the Settings gear icon.

    2. Settings page with Accounts Payable heading and GL Codes link

  2. Under Accounts Payable, select GL Codes.

GL Codes Page

The GL Codes page displays all general ledger codes configured for your organization. The table below describes each column.

ColumnDescription
NameThe descriptive name for the GL code (for example, 1300 - Prepaid Expenses). Selecting the name displays the edit view for that code.
ActionsRow-level controls. Select the edit icon (pencil) to modify the GL code, or the delete icon (trash) to remove it.

Page-Level Actions

The following actions are available at the top of the GL Codes page.

ActionDescription
+ NEW GL CODEDisplays the Add GL Code dialog to create a single new GL code.
BULK IMPORTOpens the bulk import flow to upload multiple GL codes at once using a formatted file.
EXPORTDownloads the current list of GL codes to a file for review or editing outside the application.

Add a GL Code

Use the following steps to create a single GL code.

  1. Select + NEW GL CODE.
  2. In the Add GL Code dialog, enter a name in the Name field.

    3. Add GL Code dialog with Name field and ADD GL CODE button

  3. Select ADD GL CODE.

The new GL code displays in the list.

Edit a GL Code

  1. In the GL Codes list, select the edit icon (pencil) next to the code you want to update.
  2. Update the name or code value as needed.
  3. Save your changes.

Delete a GL Code

  1. In the GL Codes list, select the delete icon (trash) next to the code you want to remove.

    2. Deleting a GL code removes it permanently. Verify that the code is not in active use on invoices or approval rules before deleting.

  2. Confirm the deletion when prompted.

Bulk Import GL Codes

The uploaded GL codes list file is treated as your company’s complete list of active GL codes. Make sure the file includes every GL code you want to keep active.

  1. Navigate to GL Codes.
  2. Select the option to import a CSV.
  3. Choose your completed CSV file.
  4. Review any validation messages or errors and correct them before submitting.
  5. Confirm the upload.

What Happens After the Upload

After you confirm the upload, the system compares the CSV with your existing GL codes.

GL code import process diagram showing the effects of uploading a CSV file

New GL Codes

A code that does not already exist is added as a new active GL code.

Existing GL Codes

When the code already exists:

  • If the name is unchanged, no changes are made.
  • If the name is different, the existing GL code is renamed.

Inactive GL Codes

An inactive GL code included in the CSV is reactivated. If its name has also changed, Emburse AP reactivates it and updates the name.

GL Codes Missing from the CSV

An active GL code that is not included in the uploaded file is deactivated. The code is not deleted, so it can still display on historical invoices and records.

Duplicate Names

Two different GL codes cannot have the same name.

If the uploaded file contains a name already assigned to another GL code, Emburse AP displays an error so you can correct the file and upload it again.

In the following example, your current GL codes are:

  • Office Supplies — active
  • Travel — inactive
  • Software — active

Your uploaded file contains:

  • Office Supplies
  • Business Travel
  • Professional Services

After the upload:

  • Office Supplies remains active.
  • Travel is reactivated and renamed Business Travel.
  • Software is deactivated because it was not included.
  • Professional Services is added as a new GL code.

Export GL Codes

Use export to download the full list of GL codes for review or bulk editing.

  1. Select EXPORT.
  2. Save the file to your local system.

You can edit the exported file and reimport it using Bulk Import to apply changes.

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