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Accounts PayableTasksGL Coding

GL Coding

GL Coding applies to non-PO bills and ensures that each bill is accurately classified before approval. In this task, users allocate bill amounts across the required financial dimensions based on organisational configuration. Proper GL coding supports accurate reporting, budget control, and regulatory compliance.

Accessing GL Coding

  1. Navigate to Tasks > Accounts Payable from the main left-hand menu.
  2. Click the GL Coding tab to view bills awaiting coding.
  3. Select a bill to open the GL Coding screen.

ACMO Portal - GL Coding Task List

Performing GL Coding

Allocate non-PO bill amounts across the required financial dimensions configured for your organisation. This includes selecting the appropriate entity, accounts, and supporting attributes, validating tax treatment, and distributing costs as needed. Accurate GL coding ensures that expenses are correctly classified and ready to follow the configured approval workflow.

ACMO Portal - GL Coding Task

Entity ID

The Entity ID determines which business entity the bill costs are allocated to during GL Coding. This setting controls the availability of accounts, financial dimensions, and tax codes, ensuring allocations comply with entity-specific accounting rules.

  • The Entity ID is displayed as the first column in each allocation row.

    ACMO Portal - GL Coding Entity Id

  • By default, the Entity ID is populated from the value captured during Extraction Review.

  • Entity behaviour is governed by the Allow Cross-Entity GL Coding option in Module Settings:

    ACMO Portal - Allow Cross Entity GL Coding

    • When disabled:
      • The Entity ID is fixed and cannot be changed.
      • All allocations must belong to the same entity identified during Extraction Review.
    • When enabled:
      • Users can select a different Entity ID for each allocation row.
      • A single bill can be distributed across multiple business entities.
      • Changing the Entity ID dynamically filters:
        • Available GL accounts
        • Other configured financial dimensions
        • Applicable tax codes

  • This ensures that only valid accounts and tax configurations are used for the selected entity, maintaining accuracy and compliance.

You can restrict which users are allowed to use or work with specific Entity IDs. To learn how to set this up, see Create Restrictions.

Cost Allocation

  • The Cost Distribution configuration defined under Module Settings controls which financial dimensions appear in the GL Coding table.
  • Dimensions such as GL Account, Activity Link, Project, or other accounting fields are:
    • Configured by your organisation
    • Displayed dynamically based on those settings
    • Enforced as mandatory or optional according to configuration
  • This allows the GL Coding experience to align precisely with your internal accounting and reporting structure.

To learn how to configure distributions, see Cost Distribution.

Distributing Costs

  • In each allocation row:

    • Select the required financial values (for example, GL Account, Activity Link, Project).
    • Enter a meaningful Description to provide context for approvers.
    • Enter the Amount excluding tax, then select the appropriate Tax Code. The system automatically calculates tax and net amounts.

  • To distribute costs across multiple allocations:

    • Click Add Line to add additional rows, or

    • Use the Split option to divide amounts by percentage, value, or number of lines.

      ACMO Portal - GL Coding Split Rows

  • The Balance to Allocate must display $0.00 before the task can be completed.

    ACMO Portal - GL Coding Allocated Balance

  • A green check indicator confirms that the allocations align with the bill total.

Approval Routing

Once cost allocation is complete, confirm the approval path for the bill.

ACMO Portal - GL Coding Approval Routing

Available routing methods include:

  • Manual Routing
    Allows users to manually select approvers for the bill, overriding default routing logic.

  • Supplier Configuration
    Uses approval paths defined at the supplier level.

    Approvers can be configured at the supplier level. See Supplier Configuration.

  • Delegation of Authority (DOA)
    Routes bills based on predefined organizational rules such as spend thresholds, departments, or financial dimensions.

    Administrators can define approval rules by assigning minimum and maximum approval amounts to users. See Delegation of Authority Rules

    When Delegation of Authority is selected as the Approval Routing Method, the Spend Classification Account selection menu becomes available. Users must select a spend classification account, which is presented in a popover with a hierarchical (tree) structure for easy navigation.

    ACMO Portal - Spend Classification

    Once a spend classification account is selected, the corresponding approvers are automatically displayed in the approver list based on the configured rules.

    Rearrange the approval order by dragging approvers using the drag icon.

Table Actions

The GL Coding table provides quick-access actions that help users validate bill details and reuse existing allocation patterns, reducing manual effort and improving accuracy.

View Bill Lines

This option allows users to review the original bill information captured earlier in the process.

ACMO Portal - View Bill Lines

  • Displays the bill line items saved during Extraction Review
  • Helps validate that GL allocations align with the original bill details
  • Useful when reconciling complex or multi-line invoices

Copy Allocation

This option helps users quickly reuse previously applied allocation structures.

  • Opens a popover displaying Recently Used Allocations
  • Enables faster GL coding for recurring suppliers or similar expense types

Within the Copy Allocation popover, users can:

  • Filter results by Supplier
  • Filter results by User
  • View All recent allocations

Selecting an allocation automatically applies the same cost structure and splits to the current bill, saving time and ensuring consistency.

AI Allocation Suggestion

AI Allocation Suggestions help speed up GL Coding by recommending cost allocation patterns based on similar bills processed previously. These suggestions appear automatically when relevant data is available.

ACMO Portal - AI Suggestion

  • Suggestions are generated using historical GL Coding performed for the same Entity ID.
  • The recommendation box is highlighted with an orange border below the allocation table.
  • Suggested allocations reflect:
    • Similar account combinations
    • Common cost distribution patterns
    • Previously approved configurations
  • Users can review and apply the suggested allocation directly, reducing manual data entry.
  • This feature improves consistency across bills and helps reduce coding time, especially for recurring or similar expenses.

Unable to Complete GL Coding

If the bill cannot be completed due to missing information, incorrect data, or business exceptions, users can choose one of the following actions:

  • Reject
    Closes the bill and removes it from further processing.
  • Reassign
    Sends the task to another user or group for review or correction.
  • Route to Extraction Review
    Sends the bill back to the Extraction Review task to correct upstream data issues before reprocessing.

Completing GL Coding

Once all mandatory fields are populated, allocations are balanced, and approval routing is confirmed:

  • Click Complete in the top-right corner.

    ACMO Portal - Complete GL Coding

  • The bill is automatically routed to the next approver in the workflow.

  • Any missing mandatory data or allocation imbalance must be resolved before submission.

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