Where do identify each charge is recorded in the right place in accounting, so financial reports are correct and organized? Charge Code to GL Mapping – User Manual

Where do identify each charge is recorded in the right place in accounting, so financial reports are correct and organized? Charge Code to GL Mapping – User Manual

📘 Charge Code to GL Mapping – User Manual
Version: V.1.0.32
Prepared by: Ramya R
Date: 07 July 2025

📑 Table of Contents
🔹 1. Introduction
🖥️ 2. System Requirements
🔐 3. Logging In
⚙️ 4. Main Features and Functions
  • 4.1 Creating a New Charge to GL Mapping
  • 4.2 Editing an Existing Mapping
🛠️ 5. Troubleshooting
❓ 6. Frequently Asked Questions (FAQs)
💬 7. Support

🔹 1. Introduction
The Charge Code to GL Mapping module is used to define the financial linkage between charge codes and corresponding General Ledger (GL) accounts. It ensures that all revenue and expense transactions are mapped accurately for financial reporting and compliance.

🖥️ 2. System Requirements

Browser Compatibility:
• Google Chrome v90 or later
• Mozilla Firefox v85 or later

User Roles:
• Admin
• Finance

🔐 3. Logging In

  1. Log in to the system using valid credentials.

  2. Navigate to Charge Code to GL Mapping via the left pane under the appropriate finance module.

  3. Alternatively, use the search bar near the top right corner to access the screen directly.

⚙️ 4. Main Features and Functions

🆕 4.1 Creating a New Charge to GL Mapping
To create a new mapping entry:

  1. Click Create New on the top right.

  2. Fill in the following mandatory fields:
      • Charge Code – Select from the dropdown
      • Product Type – Choose from dropdown (e.g., COC, SOC, AIR)
      • Shipment Type – Select Export or Import
      • Principal Expense GL – Choose the correct expense GL from dropdown
      • Principal Revenue GL – Choose the corresponding revenue GL
      • Agency Expense GL – Select appropriate GL code
      • Agency Revenue GL – Select appropriate GL code
      • Valid From – Set as current date or charge applicability date

  3. After all fields are filled, click Submit to save the mapping.

  4. You can Download the mapping list using the Download button.

  5. To add multiple records, use the Upload button for bulk import via the standard template.


✏️ 4.2 Editing an Existing Mapping

  1. Locate the mapping record to update.

  2. Click the Edit icon beside the record.

  3. Modify fields such as GL codes or validity dates.

  4. Click Save to confirm updates.

🛠️ 5. Troubleshooting Common Issues

IssueSolution
Missing Charge Code or GL Options          Check if master data is properly configured and active.
Duplicate Mapping Entry          Ensure the same combination of charge code, product, and shipment type is not reused.
Upload Errors          Validate file format and values as per the provided template.
GL Not Reflecting in Reports          Verify if mapping is active and within the valid date range.

❓ 6. Frequently Asked Questions (FAQs)

Q: Can one charge code be mapped to multiple GLs?
A: Yes, depending on product type and shipment type combinations.

Q: Can I deactivate or change a mapping?
A: You can edit the record and update the GL codes or adjust the validity dates.

Q: What happens if a charge is not mapped?
A: The system may not post transactions correctly to the GL, leading to financial discrepancies.

Q: Can the same GL be used for multiple charges?
A: Yes, one GL can be reused across multiple charge codes if applicable.

💬 7. Support
For assistance with Charge Code to GL Mapping:
📧 helpdesk@aggrandizeventure.zohodesk.in