Adding a ledger

Adding a ledger

In the menu section 'Ledger', you'll find an overview of all general ledger accounts. Here, you can also add new accounts and modify data.

Adding General Ledger Accounts


At the top of the general ledger account overview, you'll find the 'Add' button. Clicking on this button allows you to add a new general ledger account.
  1. Start by entering the account number for the new general ledger account. Then, provide the corresponding name for the account.
  2. If product groups are active in your environment, you can choose a product group from the list to link to the general ledger account.
  3. If you set the 'status' to passive, the general ledger account won't be selectable.
  4. Upon 'Save', you can also choose to set up a coding matrix directly for the added general ledger account.

Import General Ledger Accounts

At the top of the general ledger account overview, you'll find the option 'Import General Ledger Accounts'. Here, you can directly import general ledger accounts from the financial system or, if that's not possible, upload a CSV file containing all the general ledger accounts you want to use in Spend Cloud.

With an import, all data of existing general ledger accounts will be overwritten. After clicking on 'Import General Ledger Accounts', you can upload a file with the accounts. You can export this list of general ledger accounts from your financial system and save it as a CSV file. By clicking on 'Show mapping', you can see the format the CSV file needs to have for correct reading. Always import the complete list of general ledger accounts for proper synchronization.

Click 'Import' at the top to upload the list to Spend Cloud.

You can also add general ledger accounts per administration. If this option isn't available in your environment but you wish to do so, contact our Support department.

Import General Ledger Account - Product Group


If your Spend Cloud environment utilizes product groups, you can import the link between general ledger accounts and product groups using the "General Ledger Account - Product Group" button. Linking general ledger accounts and product groups allows you to get an overview of expenses per product group in the Analysis module. For more information on product groups, click here.

Import General Ledger Account - Workflow


You can set up a workflow for each general ledger account individually. Alternatively, you can use an import to assign workflows to multiple general ledger accounts. To do this, click on "Import General Ledger Account - Workflow." Then, select the corresponding import definition. Once selected, you can upload the CSV file with fields matching the import definition. If the import definition "General Ledger Account (Workflow)" doesn't exist, contact our Support department.


For each general ledger account, you can determine which subcategories are allowed and whether a restricted list of subcategories applies. You can do this in the section Application Management / General / Ledger. Then, by clicking on the three dots on the right, you can create the links.



If you want to make the same links for multiple general ledger accounts, you can use the "Copy" button to determine which variable fields should be copied to the other accounts.

Setting Up Workflow

By setting up a workflow, you can initiate an automation process. For instance, you can determine that when general ledger account 441200 is selected, it should default to Organizational Unit "ICT" with the action "To assess" by Manon.


Depending on your Spend Cloud settings, you can select different action options under "Action."

Removing or Deactivating a General Ledger Account

By clicking on the pencil icon, you can edit the general ledger account and deactivate its status. A general ledger account that has been deactivated can be reactivated at a later time. By clicking on the "X" icon, you can delete the general ledger account. A deleted general ledger account cannot be reactivated and can't be used further. However, the general ledger account will still be visible in all transactions where it was used. We recommend deactivating rather than deleting master data.

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