Skip to content
← Back to guide Managing GL Codes

VYROX Apps · PlanTask88, InstaClaim, AI Doctor and POS Printer Connector: App Guides

Managing GL Codes

VYROX Wiki · Updated 23 September 2026 · https://www.vyrox.com/wiki/instaclaim-gl-codes

GL codes in InstaClaim are the general ledger expense accounts, such as 903-007 PETROL or 903-004 TOLL, that VYROX AI assigns to each receipt so finance can post the claim straight to the right account. The list is managed in GL Code Management and is shared by everyone who uses the same InstaClaim.

Before You Start

  • Agree the list with your finance team so the codes match your chart of accounts.
  • Changes apply to every user of this InstaClaim immediately.

Open GL Code Management

  1. On the main screen press the gear icon (GL Code Settings).
  2. GL Code Management opens with the subtitle "GL codes for expense categorization".
  3. Each code shows as a pair of boxes: the GL code and the account name.
  4. At the bottom, Total GL Codes shows the count and a status such as Ready.

Add a GL Code

  1. Press Add. A new empty pair appears.
  2. Type the code in the first box, for example ''900-001''. Up to 20 characters.
  3. Type the account name in the second box, for example ''ADVERTISEMENT''. Up to 100 characters.
  4. Press Save. The status shows "Saving GL codes..." and then confirms.

Change or Delete a GL Code

  1. Edit the code or name directly in its boxes.
  2. To remove a code, press DELETE under it. You cannot delete the last remaining code.
  3. Press Save to keep your changes, or Cancel to close without saving.

Warning

Deleting or renaming a code affects new claims only; past claims keep the code they were saved with, so GL Summary in Claim Records may show old and new names side by side. Avoid reusing an old code for a different expense.

Rules When Saving

MessageMeaning
Please add at least one GL codeThe list is empty.
Please add at least one complete GL codeEach code needs both a code and a name.
Duplicate codes found: ...The same code appears twice. Remove or change one.
Please fix validation errors before savingA code or name is too long or badly formed.

Example List

GL CodeAccount Name
900-001ADVERTISEMENT
900-003OUTSTATION ACCOMMODATION
900-004ENTERTAINMENT
901-006OFFICE REFRESHMENT
903-003PARKING
903-004TOLL
903-007PETROL
909-000SUNDRY EXPENSES

Tip

Use clear, specific account names. VYROX AI chooses the code by matching the receipt to the account name, so "PETROL" works better than "VEHICLE 2".

Frequently Asked Questions

Why Did the AI Choose the Wrong GL Code?

It picks the closest account name. Correct it in Review Receipt Data, and consider making your account names more specific.

I See GL Codes Loading Error. What Now?

InstaClaim could not load the GL code list. Press Retry. If it persists, contact VYROX.

Can Each Employee Have Their Own List?

No. There is one list per InstaClaim.

Related Guides

  • Analysing and Reviewing Receipts
  • Claim Records and GL Summary
  • InstaClaim Overview