ProcureFlow Docs
Finance

Assign GL Codes

Control which General Ledger codes are available when raising purchase requests and purchase orders against a specific cost center.

Last updated 16 July 2026

Who can use this?

Available to Admin users only. Buyers and approvers do not have access to Organisation Settings.

Verify GL codes exist for your organisation

  1. Go to Settings → GL Codes (under the Financial section in the left sidebar).
  2. Confirm the GL code feature is toggled Enabled and that the GL codes you want to assign are listed here.
  3. If no codes exist yet, create them before proceeding.
Note: GL codes must be created at the organisation level first. They can then be assigned to individual cost centers.
Step 1 – GL Codes Management page with the feature enabled and codes listed
Step 1 – GL Codes Management page with the feature enabled and codes listed

Open Cost Centers

In the left sidebar under Financial, click Cost Centers.

Cost centers may be grouped in a hierarchy. Click the › chevron next to a group name to expand it and reveal the cost centers inside.

Step 2 – Cost Centers list with the Default group expanded to reveal Marketing APAC
Step 2 – Cost Centers list with the Default group expanded to reveal Marketing APAC

Open the target cost center

Click the cost center name (for example, Marketing APAC) to open its detail page.

You will see budget summary cards and a tab bar at the top of the detail section.

Step 3 – Marketing APAC cost center detail page showing budget summary and tabs
Step 3 – Marketing APAC cost center detail page showing budget summary and tabs

Click the GL Codes tab

In the tab bar, click GL Codes. This tab is only visible when GL codes are enabled for your organisation.

You will see all GL codes available in the org, with any currently assigned ones highlighted and checked.

Note: The GL Codes tab does not appear if the feature is disabled. Enable it first from Settings → GL Codes.
Step 4 – GL Codes tab showing the list of organisation GL codes
Step 4 – GL Codes tab showing the list of organisation GL codes

Click Edit Assignments

Click Edit Assignments in the top-right of the GL Code Assignments card.

The card switches to edit mode:

  • The checkboxes become interactive.
  • A Save Changes button appears.
  • A Cancel button lets you discard any changes without saving.
Step 5 – Edit mode: checkboxes are now interactive
Step 5 – Edit mode: checkboxes are now interactive

Select the GL codes to assign

Check the GL codes you want to make available for this cost center.

  • Each newly checked code shows a Will be added badge.
  • Any unchecked previously-assigned code shows Will be removed.

The Save Changes button shows the total number of pending changes.

Tip: You can assign multiple GL codes in a single save. Check all the codes you need before clicking Save Changes.
Step 6 – 5001 Office Supplies selected; the row highlights blue and Save Changes activates
Step 6 – 5001 Office Supplies selected; the row highlights blue and Save Changes activates

Save changes

Click Save Changes.

Once saved:

  • The page returns to view mode.
  • A Currently Assigned summary appears at the top of the card, listing all assigned codes.
  • A success toast confirms the update.
Tip: Assigned GL codes immediately become available for selection when raising purchase requests or purchase orders against this cost center.
Step 7 – Save confirmed: Currently Assigned shows 5001 Office Supplies as assigned
Step 7 – Save confirmed: Currently Assigned shows 5001 Office Supplies as assigned

Top Up a Cost Center

Add a new budget allocation to an existing cost center. This guide walks an admin through navigating to a cost center and recording a budget top-up with a reference name, amount, and financial year.

Create a Payment Run

Group payable invoices into a single payment run, download the bank payment request, and mark the run as settled once paid.

On this page

Verify GL codes exist for your organisationOpen Cost CentersOpen the target cost centerClick the GL Codes tabClick Edit AssignmentsSelect the GL codes to assignSave changes