# Assign GL Codes

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

URL: https://www.procureflow.ai/docs/finance/assign-gl-codes



<Callout type="info" title="Who can use this?">
  Available to <GuideRole>Admin</GuideRole> users only. Buyers and approvers do not have access to Organisation Settings.
</Callout>

<Steps>
  <Step>
    Verify GL codes exist for your organisation [#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.

    <GuideNote>
      **Note:**

       GL codes must be created at the organisation level first. They can then be assigned to individual cost centers.
    </GuideNote>

    <GuideScreenshot src="/docs/screenshots/finance/assign-gl-codes/01.png" alt="Step 1 – GL Codes Management page with the feature enabled and codes listed" caption="Step 1 – GL Codes Management page with the feature enabled and codes listed" />
  </Step>

  <Step>
    Open Cost Centers [#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.

    <GuideScreenshot src="/docs/screenshots/finance/assign-gl-codes/02.png" alt="Step 2 – Cost Centers list with the Default group expanded to reveal Marketing APAC" caption="Step 2 – Cost Centers list with the Default group expanded to reveal Marketing APAC" />
  </Step>

  <Step>
    Open the target cost center [#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.

    <GuideScreenshot src="/docs/screenshots/finance/assign-gl-codes/03.png" alt="Step 3 – Marketing APAC cost center detail page showing budget summary and tabs" caption="Step 3 – Marketing APAC cost center detail page showing budget summary and tabs" />
  </Step>

  <Step>
    Click the GL Codes tab [#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.

    <GuideNote>
      **Note:**

       The GL Codes tab does not appear if the feature is disabled. Enable it first from 

      **Settings → GL Codes**

      .
    </GuideNote>

    <GuideScreenshot src="/docs/screenshots/finance/assign-gl-codes/04.png" alt="Step 4 – GL Codes tab showing the list of organisation GL codes" caption="Step 4 – GL Codes tab showing the list of organisation GL codes" />
  </Step>

  <Step>
    Click Edit Assignments [#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.

    <GuideScreenshot src="/docs/screenshots/finance/assign-gl-codes/05.png" alt="Step 5 – Edit mode: checkboxes are now interactive" caption="Step 5 – Edit mode: checkboxes are now interactive" />
  </Step>

  <Step>
    Select the GL codes to assign [#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.

    <GuideTip>
      **Tip:**

       You can assign multiple GL codes in a single save. Check all the codes you need before clicking Save Changes.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/finance/assign-gl-codes/06.png" alt="Step 6 – 5001 Office Supplies selected; the row highlights blue and Save Changes activates" caption="Step 6 – 5001 Office Supplies selected; the row highlights blue and Save Changes activates" />
  </Step>

  <Step>
    Save changes [#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.

    <GuideTip>
      **Tip:**

       Assigned GL codes immediately become available for selection when raising purchase requests or purchase orders against this cost center.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/finance/assign-gl-codes/07.png" alt="Step 7 – Save confirmed: Currently Assigned shows 5001 Office Supplies as assigned" caption="Step 7 – Save confirmed: Currently Assigned shows 5001 Office Supplies as assigned" />
  </Step>
</Steps>