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Create a GL Code

Quick Start

📊 Setting up accounting integration? Create GL codes to map your Salesforce transactions to your external accounting system's chart of accounts.

  1. Open GL Codes → 2. Click New → 3. Enter name & code → 4. Select account type → 5. Save

What you'll accomplish: Set up General Ledger codes that enable proper accounting system integration by mapping Salesforce financial transactions to your external ledger's chart of accounts in about 5 minutes.

🚀 Quickstart​

  1. Navigate to GL Codes tab and click "New"
  2. Enter descriptive name and exact GL code string
  3. Select appropriate account type (AR, Income, Cash)
  4. Add optional description for usage clarity
  5. Save and verify GL code appears in list

⚠️ Before You Start​

📋 Prerequisites Checklist
  • You have permission to create GL Code records
  • Access to your organization's chart of accounts
  • Understanding of GL code structure in your accounting system
  • Knowledge of which account types are needed
  • Coordination with finance team on GL code standards

💡 Understanding GL Codes​

What GL Codes Do:

  • Map transactions from Salesforce to external accounting systems
  • Categorize financial activity by accounting classification
  • Enable export integration with QuickBooks, NetSuite, etc.
  • Ensure compliance with accounting standards and reporting

How GL Codes Work:

  1. GL codes created in Salesforce for each accounting category
  2. GAUs linked to appropriate GL codes for transaction mapping
  3. Financial exports run to transfer data to accounting system
  4. Transactions categorized by GL code in external ledger

Common GL Code Categories:

  • Revenue accounts - Income from memberships, donations, fees
  • Receivable accounts - Outstanding amounts owed by members
  • Cash accounts - Bank accounts and cash management
  • Deferred revenue - Prepayments and unearned revenue

📘 Detailed Instructions​

Step 1: Access GL Code Management​

  1. Open App Launcher and search for "GL Codes"
  2. Select the GL Code tab to view existing records
  3. Review current GL codes to understand naming patterns

Step 2: Create New GL Code​

  1. Click "New" to create new GL code record
  2. Prepare to enter all required information

Step 3: Configure GL Code Details​

📊 GL Code Configuration Fields
FieldRequiredPurposeExamples
Name✅User-friendly description"Membership Income", "Tuition Revenue", "Cash - Operating"
GL Code✅Exact code from chart of accounts"4001-MEMB", "1200-AR", "1010-CASH"
Account Type✅Financial classificationAR, Income, Cash
Description❌Usage notes and context"Monthly membership dues revenue"

Account Type Definitions:

  • AR (Accounts Receivable) - Money owed by members/customers
  • Income - Revenue from operations and services
  • Cash - Cash receipts and bank account transactions

Complete Required Fields:

  1. Name - Enter clear, descriptive name

    • Use consistent naming convention
    • Include purpose/category in name
    • Make it recognizable to end users

  2. GL Code - Enter exact code from your accounting system

    • Match format exactly (dashes, zeros, etc.)
    • Verify against chart of accounts
    • Double-check for typos

  3. Account Type - Select appropriate classification:

    • AR for receivables and amounts owed
    • Income for revenue recognition
    • Cash for cash receipts and deposits

  4. Description (Optional) - Add context:

    • Explain when to use this GL code
    • Note any special rules or restrictions
    • Include examples of transactions

Step 4: Save and Verify​

  1. Review all entered information for accuracy
  2. Click "Save" to create the GL code
  3. Confirm GL code appears in the list view
  4. Verify details are correct and properly formatted

✅ How to Know It Worked​

Success Indicators:

  • ✅ GL Code record saves without errors
  • ✅ Code appears in GL Code list view
  • ✅ All required fields are properly populated
  • ✅ GL code is available for GAU linking

Testing the GL Code:

  • Link to GAU to test integration
  • Run test export if export functionality exists
  • Verify format matches accounting system requirements
  • Check accessibility for finance team users

🆘 Troubleshooting​

❌ GL Code Already Exists Error

Problem: Error message indicates GL code already exists

Solutions:

  • ✅ Check existing codes - search for duplicate GL code
  • ✅ Verify uniqueness - each GL code must be unique
  • ✅ Modify code slightly - add suffix if needed
  • ✅ Review naming convention - ensure following standards
❌ Invalid Account Type Selection

Problem: Account type doesn't match GL code purpose

Solutions:

  • ✅ Review chart of accounts - verify correct classification
  • ✅ Consult finance team - confirm appropriate account type
  • ✅ Check accounting standards - follow GAAP/organizational standards
  • ✅ Update selection - choose correct account type
❌ GL Code Format Issues

Problem: GL code format doesn't match accounting system

Solutions:

  • ✅ Check chart of accounts - verify exact format requirements
  • ✅ Include all characters - dashes, zeros, prefixes as needed
  • ✅ Verify length - ensure code length matches system requirements
  • ✅ Test export - verify format works in accounting integration
❌ Cannot Access GL Codes

Problem: GL Code tab or records not accessible

Contact System Administrator to verify:

  • ✅ Permission set assignment - ensure GL Code object permissions
  • ✅ Tab visibility - add GL Code tab to app if needed
  • ✅ Field-level security - verify access to GL Code fields
  • ✅ Profile settings - ensure create/edit permissions

💡 Best Practices​

GL Code Best Practices
  • 📋 Consistent Naming - Use standardized prefixes and naming conventions
  • 🔍 Regular Audits - Review and clean up unused GL codes quarterly
  • 📊 Account Alignment - Ensure account types match chart of accounts
  • 📝 Clear Descriptions - Document usage and restrictions
  • 🔗 GAU Integration - Link GAUs to appropriate GL codes promptly
  • 💼 Finance Coordination - Work with accounting team on all GL code decisions

Naming Convention Examples:

  • Revenue: "INC-Membership", "INC-Donations", "INC-Tuition"
  • Receivables: "AR-Members", "AR-Students", "AR-Other"
  • Cash: "CASH-Operating", "CASH-Restricted", "CASH-Investment"

Organizational Strategy:

  • Chart of accounts mapping - Maintain one-to-one mapping where possible
  • Category grouping - Group similar GL codes for easier management
  • Future planning - Consider future accounting needs when creating codes
  • Integration testing - Test GL codes in export processes

Maintenance Activities:

  • Quarterly review - Check for unused or duplicate codes
  • Annual reconciliation - Verify alignment with chart of accounts
  • Usage monitoring - Track which GL codes are actively used
  • Documentation updates - Keep descriptions current and accurate

🔗 Related Actions​