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GL codes — also known as Approval Codes — are special codes that are used for accounting purposes.
When configured in the Admin module, GL codes appear on work orders and invoices. The invoice GL code is displayed on the Invoices List below the Actions button.
By default, an invoice has the same GL code as the work order associated with that invoice. When a work order has no GL code, the invoice has no code either.
Sometimes it may be required to add a GL code to an invoice or update the current GL code. You can do that from the Invoices List or using the Batch By option option. You can change a GL code for a single invoice, multiple invoices, or all invoices at once.
After you add or change an invoice GL code, the GL code for the work order linked to the invoice will automatically update.
When charge types or line items of the invoice should be associated with different GL codes, there is an option to set multiple approval codes. For more details, view Multiple GL Codes per Invoice.
Updating a GL Code from the Invoices List View
From the Invoices List, you can update a GL code for a single invoice or multiple invoices.
You can also update a GL code for a batch of invoices.
Before updating a GL code for multiple invoices, you can batch them using the Batch By option on the Invoices List.
When updating a GL code for a batch of invoices, you can also approve them.