GL Coding & Categorization

GL codes can differ for foreign and domestic charges to reflect variations in currency, tax rules, and entity structure. This distinction helps maintain accurate reporting and compliance across regions. Ramp automatically identifies the transaction’s country, currency, and entity, then applies the appropriate GL code and tax settings based on your accounting integrations.

Yes. The vendor points to a likely account, the memo narrows it to the right one, and a reviewer confirms the suggested GL code before it syncs.

A single transaction can be split across multiple GL codes when it covers different departments, projects, or expense categories. This ensures each portion of the spend is recorded accurately and supports cleaner, more detailed financial reporting.

Managers usually cannot override accounting codes after month-end close to preserve data integrity. Any post-close adjustments must go through formal journal entries or finance approvals.

Coding rules typically apply only to new transactions after they are created. Past transactions may remain unchanged unless updated manually or through specific retroactive adjustments.

Each line is matched to an existing record first, then categorized, split, or excluded, and the queue is cleared before the books tie to the bank.

Foreign-currency expenses are recorded in the merchant's currency, then translated into the entity's functional currency using the rate and date required by your accounting policy. Card transactions commonly use the cleared or posted amount because that is the final amount charged.

Tax-deductible and non-deductible expenses are coded under separate GL accounts to ensure accurate tax reporting. This distinction helps you track eligible deductions and maintain compliance during audits. Ramp automatically applies the correct GL code based on your accounting integrations and internal rules.

Recurring SaaS charges are auto-coded through connected bank feeds, vendor recognition, and past transaction patterns. Each charge is matched to the correct GL code automatically, keeping monthly bookkeeping consistent and reducing manual effort. Every month, the system detects the same vendor, payment amount, and frequency, then assigns the correct GL code based on your previous entries. This consistency ensures that recurring software costs appear in the right expense categories across reporting periods.

The month's GL detail is checked for miscoded and incomplete entries, each one is fixed with a reclass entry, and the fixes are approved before close.

If two rules match the same transaction, the system applies the rule with the higher priority. This ensures the transaction is coded accurately and avoids duplication or conflicts in your ledger.

It stays in a review queue and doesn't sync. A person assigns the GL code, often after getting a receipt or the business purpose behind the charge.