General Ledger accounts

Overview

General Ledger accounts (GL accounts) are used in accounting to categorize and record financial transactions. They provide a structure for organizing your company's financial data and help in generating financial statements, such as balance sheets and income statements. GL accounts are pulled into your Brex dashboard when you integrate your accounting software, allowing you to map transactions from Brex to the appropriate accounts in your financial system. This streamlines the accounting process and ensures that transactions are accurately recorded and categorized.

Set up GL account mappings

Brex offers an easy setup for automating mappings between Brex and your ERP GL accounts. Account admins, card admins, and bookkeepers can create these mapping rules by following the steps below.

Step 1: In your dashboard, go to the Accounting dashboard on the left panel.

Step 2: Click Manage automation and go to the Mappings tab.

Step 3: Click on + Create mapping > and select GL account as the field to map specific Brex categories to your respective GL accounts.

Step 4: Click the checkmark button to save or click on Brex Assistant suggestions to review and accept mappings automatically.

You can check the list and manage your rules by clicking on the fields at any time.

Manage GL visibility in Brex

You can change which GL accounts are available to map your Brex transactions to. All GL accounts will be displayed in the Fields library page. In the GL account tab, you will see boxes to the left of each GL account. If the box is checked, you can select the GL account from the dropdown menu on your transaction — if unchecked, the GL account won’t come up as an option for your company. To find your GL account list, follow these steps:

Step 1: Go to Accounting > Fields library, click on the GL account tab, under Accounting Fields.

Step 2: To control visibility, check the GL accounts by clicking on ‘Disable/Enable values’. The ‘Status’ column shows the current visibility status of each field.

Refresh GL accounts in Brex

Refreshing the integration pulls all updated information from your accounting software. If you update GL accounts in your ERP software, you should refresh your integration in Brex so they appear.To refresh the integration, follow these steps:

Step 1: Go to Accounting > ERP Settings.

Step 2: At the top of the screen, click the three dots next to the ERP name and click Refresh.

Assign GL account to transaction

You can assign a GL account to a transaction in your dashboard by clicking the transaction and choosing the GL account dropdown. A limited number of GL accounts will appear here to pick from. If you have more GL accounts than are visible, start typing their name in the search field.