# GL Codes & Cost Centers

Step-by-step guide for setting up your organisation's financial structure in ProcureFlow.

URL: https://www.procureflow.ai/docs/finance/gl-code-cost-center



<Callout type="info" title="Who can use this?">
  Available to <GuideRole>Admin</GuideRole> only. Procurement Admin, Procurement Buyer, and Standard users do not have access to these settings.
</Callout>

<Steps>
  <Step>
    Navigate to GL Codes [#navigate-to-gl-codes]

    1. Go to **Settings** in the top navigation bar.
    2. In the left sidebar under **Financial**, click **GL Codes**.

    <GuideScreenshot src="/docs/screenshots/finance/gl-code-cost-center/01.png" alt="Step 1 – Organisation Settings sidebar showing the Financial section with GL Codes highlighted" caption="Step 1 – Organisation Settings sidebar showing the Financial section with GL Codes highlighted" />

    <GuideNote>
      **Note:**

       This section is only accessible to organisation admins.
    </GuideNote>
  </Step>

  <Step>
    Enable GL Code Configuration [#enable-gl-code-configuration]

    By default, GL code functionality is **disabled**.

    Toggle the switch to **Enabled** to activate it for your organisation.

    The GL Codes table will appear immediately after enabling.

    <GuideScreenshot src="/docs/screenshots/finance/gl-code-cost-center/02.png" alt="Step 2 – GL Code Configuration toggled on; the GL Codes table is now visible with an Add GL Code button" caption="Step 2 – GL Code Configuration toggled on; the GL Codes table is now visible with an Add GL Code button" />

    <GuideTip>
      **Tip:**

       You can disable GL codes at any time. Existing codes and historical data are preserved; they simply become unavailable for new transactions.
    </GuideTip>
  </Step>

  <Step>
    Open the Create GL Code form [#open-the-create-gl-code-form]

    Click the **Add GL Code** button at the top right of the GL Codes table.

    A dialog will appear with three fields to complete.

    <GuideScreenshot src="/docs/screenshots/finance/gl-code-cost-center/03.png" alt="Step 3 – The Create GL Code dialog with Code, Name, and Description fields" caption="Step 3 – The Create GL Code dialog with Code, Name, and Description fields" />
  </Step>

  <Step>
    Fill in the GL Code details [#fill-in-the-gl-code-details]

    Complete all three fields:

    * **Code**: a short identifier used in purchase requests (e.g. 5001). Cannot be changed after creation.
    * **Name**: a human-readable label (e.g. Office Supplies).
    * **Description**: a brief explanation of what expenses this code covers.

    Click **Create GL Code** to save.

    <GuideScreenshot src="/docs/screenshots/finance/gl-code-cost-center/04.png" alt="Step 4 – Form filled with Code 5001, Name &#x22;Office Supplies&#x22;, and a description" caption="Step 4 – Form filled with Code 5001, Name &#x22;Office Supplies&#x22;, and a description" />

    <GuideWarning>
      **Important:**

       The 

      **Code**

       field is locked once saved. Choose a clear, stable identifier before creating.
    </GuideWarning>
  </Step>

  <Step>
    GL Code created [#gl-code-created]

    The new GL code appears in the table with **Active** status.

    From here you can:

    * Edit the name or description at any time.
    * Deactivate a code to remove it from future use without deleting historical records.

    <GuideScreenshot src="/docs/screenshots/finance/gl-code-cost-center/05.png" alt="Step 5 – GL Codes table now shows &#x22;5001 – Office Supplies&#x22; as Active" caption="Step 5 – GL Codes table now shows &#x22;5001 – Office Supplies&#x22; as Active" />
  </Step>

  <Step>
    Navigate to Cost Centers [#navigate-to-cost-centers]

    In the Organisation Settings sidebar under **Financial**, click **Cost Centers**.

    The page shows a hierarchical tree of all cost center groups and individual cost centers, along with their available budgets.

    <GuideScreenshot src="/docs/screenshots/finance/gl-code-cost-center/06.png" alt="Step 6 – Cost Center Management page showing the Standard Hierarchy table" caption="Step 6 – Cost Center Management page showing the Standard Hierarchy table" />
  </Step>

  <Step>
    Open Manage Cost Centers [#open-manage-cost-centers]

    Click the **Manage Cost Centers** button at the top right.

    A dialog opens that lets you navigate the hierarchy and create new cost centers or groups.

    <GuideScreenshot src="/docs/screenshots/finance/gl-code-cost-center/07.png" alt="Step 7 – The Manage Cost Centers dialog with a Root Group dropdown" caption="Step 7 – The Manage Cost Centers dialog with a Root Group dropdown" />
  </Step>

  <Step>
    Select a hierarchy group [#select-a-hierarchy-group]

    Use the **Root Group** dropdown to select the group you want to create the cost center under.

    Once selected, two options appear:

    * **Create Cost Center**
    * **Create Cost Center Group**

    You can also skip this step to create an ungrouped (standalone) cost center.

    <GuideScreenshot src="/docs/screenshots/finance/gl-code-cost-center/08.png" alt="Step 8 – &#x22;Default&#x22; selected as the root group, showing the Create options" caption="Step 8 – &#x22;Default&#x22; selected as the root group, showing the Create options" />

    <GuideTip>
      **Tip:**

       Use groups to organise cost centers by department, project, or region. A cost center can only belong to one group.
    </GuideTip>
  </Step>

  <Step>
    Open the Create Cost Center form [#open-the-create-cost-center-form]

    Click **Create Cost Center**.

    An inline form expands inside the dialog with three fields: Name, Description, and Budget Type.

    <GuideScreenshot src="/docs/screenshots/finance/gl-code-cost-center/09.png" alt="Step 9 – Create Cost Center form under the &#x22;Default&#x22; group" caption="Step 9 – Create Cost Center form under the &#x22;Default&#x22; group" />
  </Step>

  <Step>
    Choose a Budget Type [#choose-a-budget-type]

    The **Budget Type** field determines how spending is tracked against this cost center:

    * **Lifetime**: tracks total budget allocated across all time, with no time boundary. Good for project-based cost centers.
    * **Financial Year**: resets the available budget each financial year. Requires a Financial Year to be configured (see Part C). Good for recurring department budgets.

    Then:

    1. Fill in **Name**.
    2. Add an optional **Description**.
    3. Select your **Budget Type**.
    4. Click **Create**.

    <GuideScreenshot src="/docs/screenshots/finance/gl-code-cost-center/10.png" alt="Step 10 – Budget Type set to &#x22;Financial Year&#x22;; this tracks spend per active financial year period" caption="Step 10 – Budget Type set to &#x22;Financial Year&#x22;; this tracks spend per active financial year period" />

    <GuideNote>
      **Note:**

       Budget Type cannot be changed after the cost center is created. Choose carefully based on how you plan to allocate budgets.
    </GuideNote>
  </Step>

  <Step>
    Cost Center created [#cost-center-created]

    The dialog closes and the Cost Center Management table refreshes.

    Click the expand arrow next to the parent group to reveal the new cost center in the hierarchy.

    Each entry shows its description and available budget.

    <GuideScreenshot src="/docs/screenshots/finance/gl-code-cost-center/11.png" alt="Step 11 – &#x22;Marketing APAC&#x22; now appears under the &#x22;Default&#x22; group with its description and SGD 0.00 starting budget" caption="Step 11 – &#x22;Marketing APAC&#x22; now appears under the &#x22;Default&#x22; group with its description and SGD 0.00 starting budget" />

    <GuideTip>
      **Tip:**

       Click the cost center name to open its detail page, where you can allocate a budget, assign users to roles, and view spending history.
    </GuideTip>
  </Step>

  <Step>
    Navigate to Financial Years [#navigate-to-financial-years]

    In the Organisation Settings sidebar under **Financial**, click **Financial Years**.

    This page lists all configured financial year periods and their status (Active, Upcoming, or Past).

    <GuideScreenshot src="/docs/screenshots/finance/gl-code-cost-center/12.png" alt="Step 12 – Financial Years page showing an empty state before any years are created" caption="Step 12 – Financial Years page showing an empty state before any years are created" />

    <GuideNote>
      **Note:**

       Financial Years are required if any cost center uses the 

      **Financial Year**

       budget type. Without a configured year, those cost centers cannot track spend by period.
    </GuideNote>
  </Step>

  <Step>
    Open the Add Financial Year form [#open-the-add-financial-year-form]

    Click the **+ Add Financial Year** button at the top right.

    A dialog opens with three fields: Name, Start Date, and End Date.

    <GuideScreenshot src="/docs/screenshots/finance/gl-code-cost-center/13.png" alt="Step 13 – The Add Financial Year dialog with Name, Start Date, and End Date fields" caption="Step 13 – The Add Financial Year dialog with Name, Start Date, and End Date fields" />
  </Step>

  <Step>
    Fill in Financial Year details [#fill-in-financial-year-details]

    Complete the three fields:

    * **Name**: a label for this period (e.g. FY 2026/2027).
    * **Start Date**: the first day of the financial year (e.g. 1 April 2026).
    * **End Date**: the last day of the financial year (e.g. 31 March 2027). Must be after the start date.

    Click **Create** to save.

    <GuideScreenshot src="/docs/screenshots/finance/gl-code-cost-center/14.png" alt="Step 14 – Form filled with name &#x22;FY 2026/2027&#x22;, start date 2026-04-01, and end date 2027-03-31" caption="Step 14 – Form filled with name &#x22;FY 2026/2027&#x22;, start date 2026-04-01, and end date 2027-03-31" />

    <GuideWarning>
      **Important:**

       Financial year date ranges cannot overlap with existing years. ProcureFlow will show an error if you try to create a conflicting period.
    </GuideWarning>
  </Step>

  <Step>
    Financial Year created [#financial-year-created]

    The new financial year appears in the table.

    ProcureFlow automatically calculates its status:

    * **Active**: today falls within the period.
    * **Upcoming**: it starts in the future.
    * **Past**: it has ended.

    Cost centers set to **Financial Year** budget type will now track spend against this period.

    <GuideScreenshot src="/docs/screenshots/finance/gl-code-cost-center/15.png" alt="Step 15 – &#x22;FY 2026/2027&#x22; now appears in the Financial Years table with its date range and status" caption="Step 15 – &#x22;FY 2026/2027&#x22; now appears in the Financial Years table with its date range and status" />

    <GuideTip>
      **Tip:**

       Create financial years in advance. You can set up FY 2027/2028 before FY 2026/2027 ends so budget allocations can be planned ahead of time.
    </GuideTip>
  </Step>
</Steps>