GL codes, or general ledger codes, help your organization categorize financial activity for accounting and reporting. Communal stores GL codes on invoices and program transactions, and includes them in transaction exports.
Where can I add or manage a GL code?
Set a default GL code for programs
To set one GL code for all program transactions:
1. Go to into the Program and View it.
2. Open Settings tab.
3. Scroll down to Financial.
4. Enter the GL code and click Save & Exit.
The default GL code is applied to program transactions unless a specific program has its own GL code. A program-level GL code overrides the organization’s default program GL code. Leave the field blank if the program should use the organization default.
Add a GL code to an invoice
To add a GL code directly to an invoice:
1. Go to Tools and create an invoice or create an invoice from a booking
4. Enter the code in the GL Code field.
5. Complete the rest of the invoice and save the invoice.
The invoice GL code is optional and can be edited after the invoice is created, including after finalization.
How GL codes are used
GL codes are included with financial transaction information and can be used when exporting transactions for accounting or financial reporting.
For program-related transactions, Communal uses the following order:
1. The specific program’s GL code, if one is set.
2. Otherwise, the organization’s default program GL code.
3. If neither is set, the transaction has no program GL code.
Program GL codes are applied to program and registration-fee transactions. Other transaction types do not automatically inherit a program GL code.
Limitations
- GL codes are optional.
- GL codes are entered as free-text values. Communal does not validate them against an external chart of accounts.
- A GL code can contain up to 255 characters.
- Leaving a program’s GL Code field blank does not remove the organization default. The program will continue using the default unless a specific code is entered.
- GL codes are labels for categorization and reporting. Adding a GL code does not create or modify an account in your accounting system.
- For consistent reporting, use the code format and account structure defined by your organization’s accounting team.
Recommended practice
Before adding GL codes, confirm the correct values with your organization’s accountant or bookkeeper. Set an organization default for common program transactions, then add program-level overrides only where separate accounting treatment is required.
GL codes: What they are and where to manage them
