GL codes decide which account each transaction posts to. FactorCloud ships a standard set, and you can add custom codes where your chart of accounts needs more detail.
Where they live
Go to Settings › Admin › GL Code Management.
The list shows the GL Code, its Name and Description, and the Parent Classic GL Code it sits under.
Creating a custom GL code
- Click Create Custom GL Code in the top-right corner.
- Enter the code number and a clear name – this is what staff will pick from dropdowns.
- Choose the Intended Use.
- Choose the Parent Classic GL Code. This is the important one: it tells FactorCloud which standard code your custom code behaves like.
- Save.
Why the parent matters
A custom code inherits its behaviour from its parent. A custom fee code parented to 1001 Purchase Fee is treated as a purchase fee everywhere – in ledgers, in reporting, and in what gets pushed to QuickBooks – while still being separately identifiable.
That is the point: more reporting detail without changing how the money is accounted for.
Renaming a classic GL code
Under Classic GL Code Aliases on the same screen you can change how a standard GL code reads on your ledgers and exports – its code, its label, or both. Click the edit icon on the row, change the Code or Description, and click Save.
An alias applies retroactively. It updates every ledger entry already posted with that purpose, not just new ones, and the app asks you to confirm because of that. Already-posted entries can take a few minutes to show the change. Rows you have not changed show Using default, and you can revert an alias to the classic default at any time.
Where they show up
Custom codes appear in GL code dropdowns tagged Custom, so staff can tell them apart from the standard set – for example when creating a manual transaction.
If you use QuickBooks
Adding a custom GL code does not automatically map it into QuickBooks. Check Settings › Admin › Journal Setup and map anything new before the next sync. An unmapped ledger stops the whole push, not just its own entries.
Related articles
- How to Create a Manual Transaction
- QuickBooks Online Setup