[PDF] GL Code Management

GL Code Management Guide

1. Add a New GL Code

Step 1: Navigate to Fee Configuration

Step 2: On the GL Code page, click the + Create button and select GL Code


Step 3: Enter all required details (duplicate codes, including archived ones, are not allowed)

• Once created, the GL Code will appear in the listing with an Active status

• The GL Code is automatically assigned to all centres (pending, active, closed, or deactivated)

• The list is sorted by creation date and time

2. Upload Multiple GL Codes

Step 1: Navigate to Fee Configuration > GL Code

Step 2: Click Download Excel Template



Step 3: Fill in the template with new GL Codes

Step 4: Upload the completed file

• Valid entries will be added with an Active status

• If there are errors, the system will display a message and provide a downloadable error file

• Correct the errors and re-upload the file

• The list is sorted by last update date and time

3. Edit a GL Code

Step 1: From the listing, select the GL Code to edit


Step 2: Update the necessary fields

• Duplicate GL Codes are not allowed

• All required fields must be completed

• Changes will not affect any previously generated fee documents (invoices, receipts, credit notes, etc.)

4. Archive a GL Code

Step 1: Go to the Active tab in the GL Code list

Step 2: Select the code(s) you want to archive

Step 3: Click Bulk Action > Archive

• A GL Code can only be archived if it is not linked to any active fee accounts or payment modes

• Archived codes will appear in the Archived list, sorted from newest to oldest

• Archiving does not affect previously generated documents

• Archived codes will no longer appear in the list for fee account selection

5. Unarchive a GL Code

Step 1: Go to the Archived tab in the GL Code list

Step 2: Select the code(s) to unarchive

Step 3: Click Bulk Action > Unarchive

• The GL Code status will change to Active

• It will appear again in the list of available GL codes for fee account selection forms

6. View Active GL Codes (Centre Admin)

• Centre Admins can view the list of Active GL Codes

• Editing access is not available at the centre level