GL Code Mapping

GL Code Mapping


(GL) General Ledger Code Mapping

TBN allows you to map your GL codes so that revenue is properly assigned during the normal course of operating your business. This removes the need for your sales or operations team to manually mark revenue or assign codes, as the system handles this automatically. This tool significantly reduces the work required to track revenue in TBN and makes exports to your accounting software more accurate and complete. Watch this video to see how it works.


Overview

This module walks through how to configure and apply General Ledger (GL) code mappings in OpsDriver. These mappings automatically categorize revenue and expenses by vehicle type, yard, or booking characteristics—streamlining your accounting processes.

1. Accessing GL Codes and Mappings


Steps:

  1. Go to Financial > Accounting > General Ledger Codes

  2. This is where you define your GL codes (e.g., 4013000 for school bus revenue from Hartford)


These codes will be used to classify transactions in your financial exports or integrations.

2. Creating a New GL Code


If you haven’t already created the GL code:

  1. Click Create New

  2. Name the GL code descriptively (e.g., “School Bus - Hartford”)

  3. Enter the actual GL account number used in your accounting system (e.g., QuickBooks, Sage)

  4. Click Save

3. Mapping GL Codes to Operational Criteria


Steps:

  1. Navigate to Financial > Accounting > General Ledger Code Mapping

  2. Click Create New GL Code Mapping

  3. Set the following:


  • Vehicle Type: (e.g., School Bus)

  • Yard: (e.g., Hartford)

  • GL Code: Select the code you just created


This tells OpsDriver:


“Whenever a booking uses a school bus that departs from the Hartford yard, use this GL code.”

4. Viewing and Managing Mappings


After saving:

  • Your new mapping will appear in the GL Mapping list

  • You can:

    • Edit existing mappings

    • Add new ones for different combinations (e.g., different vehicle types or yards)

    • Delete mappings no longer in use

5. Why GL Mappings Matter


Mapped GL codes ensure:

  • Clean financial exports with correct account segmentation

  • Streamlined reconciliation for income and expenses

  • Easier integration with your accounting software


They are especially useful when different vehicle types or service areas should be coded to separate ledger accounts.

Best Practices

  • Use clear naming conventions for GL codes and mappings

  • Set up mappings for each major revenue stream (e.g., School Bus, Charter, Affiliates)

  • Align codes with your accounting team’s chart of accounts for smooth monthly closing

  • Test mappings with sample exports before relying on them for live financial reports