Introduction to G/L Tags
Trovata’s G/L Tags module bridges the gap between bank data and your accounting system by letting you tag transactions with the same general ledger (G/L) codes used in your ERP and Chart of Accounts. This feature exists to help accounting teams streamline the month-end close process by leveraging G/L tagged data to automate the journal entry posting process. The result is cleaner, structured data that can flow seamlessly into the ERP, reducing manual effort, improving accuracy, and accelerating the path from bank data to booked entries.
G/L Tag Creation Process
Our G/L tagging module runs completely separately to our regular tagging module and only allows each transaction to have one G/L tag applied to it.
G/L Codes : Upload your chart of accounts (CoA).
G/L Tag Admin : Creating your automated tagging rules.
G/L Tagging : Manually categorize untagged transactions.
G/L Tagged Transactions Export Options
Developer Portal (Automated Upload into ERP)
Workbooks (Manual upload into ERP)
1. G/L Codes : Upload your chart of accounts (CoA)
To apply G/L Tags with the relevant credit and debit G/L codes specific to your business, you’ll need to upload your company’s chart of accounts into Trovata. We recommend starting by uploading 6-10 codes that you can practice creating G/L tags with before uploading your remaining CoA.
💡 SUCCESS NOTE: G/L Codes may include the entire G/L account string. These make up how your company classifies and tracks financial transactions in the general ledger. Here's an example G/L string: 1000-5100-200-US-NY. The string that you use is largely determined by your ERP's required structure.
G/L Code Segment | Example | Meaning / Use |
Entity / Company |
| Identifies which legal entity or subsidiary the transaction belongs to. |
Account |
| The core G/L account (e.g., “Office Supplies Expense” or “Cash”). |
Department / Cost Center |
| The department or function responsible for the transaction (e.g., “Marketing,” “Finance,” “Sales”). |
Country |
| Optional segment for global organizations; helps roll up reporting by geography. |
Location |
| Identifies a physical office, branch, or warehouse. |
Steps to upload your chart of accounts:
From the menu, go to Transactions, select G/L Tags, and open the G/L Codes tab.
In the G/L Codes tab, you can either:
Click the Upload button to add a list of G/L codes in bulk.
Or, click the + sign to manually add individual G/L codes.
For Bulk Upload:
Prepare your G/L codes in a spreadsheet with two columns: G/L Code on the left and Description on the right.
Copy the values (not the headers) from your spreadsheet.
Click the upload icon to view the Bulk Entry dialog.
Paste them into the interactive table in the Bulk Entry dialog.
Click Save—you’ll receive a confirmation once your codes have been successfully uploaded.
2. G/L Tag Admin : Defining automated tagging rules
After uploading your chart of accounts, the next step is to set up automated G/L Tags. Each transaction can only have one G/L tag, so these rules determine when a tag is applied to an untagged transaction.
Best Practices:
Start with high-volume, recurring transactions — these are easy wins.
Examples: Regular customer deposits (AR), vendor payments (AP), treasury account transfers/sweeps
Then move on to transactions that are not daily, but occur with some regularity.
Examples: Payroll (monthly/biweekly), rent or lease payments, loan payments / interest, credit card payments, subscription revenues or fees
Each G/L Tag consists of:
A TQL search statement that selects transactions based on metadata criteria.
A credit G/L code and a debit G/L code that will be applied to the tagged transaction.
Users tagging recurring transactions should toggle on the "Automatically Tag" button in the top right corner.
You also have the option to disable automatic tagging using this toggle if you prefer to manually tag transactions.
Rule Execution Order: Tags are applied in the order they appear, from top to bottom. You can adjust the order by clicking and dragging tags higher or lower on the list.
Steps to create a G/L tag:
Click the blue New G/L Tag button located in the top left corner of the screen to open the tag creation dialog.
Enter the desired name and description in the respective fields.
Use the search bar to save TQL parameters that will be used to define tagging rules.
Example: Transactions — Deposit Credits —> TQL: "Account is XXXX and BAI Code is 115"
From the dropdown menus, select the appropriate debit and credit G/L codes that will be linked to the tag and its associated transactions.
Example: Debit Code: Cash Account // Credit Code: AR or Clearing Account
Toggle the Automatically Tag switch to enable the tag to be automatically applied to matching transactions overnight.
Click the Save button to finalize the creation of the G/L tag. This action will store the tag in the system and automatically apply the configured rules overnight.
3. G/L Tagging : Manually categorize untagged transactions
The purpose of the G/L Tagging tab is to allow users to easily identify and manually assign G/L tags to transactions that are missing them.
By default this tab will only return a table of transactions without G/L tags.
Users can query these untagged transactions or inject parameters from already created G/L tags by clicking the tag button on the far right side of the search bar and selecting a tag from the dropdown.
To manually apply a tag to a transaction, check the box next to the transactions you want to tag, then click 'Assign G/L Tag' and choose the tag you'd like to apply.
G/L Tagged Transactions Export Options
There are two main options for exporting G/L tagged transactions out of Trovata to prepare it for import into a users ERP for journal entry automation — Developer Portal and Workbooks
Developer Portal (Automated Upload into ERP)
For custom Developer Portal work, we make our API Docs public. Users can engage with their IT team or other internal dev/technical resources to help build the data workflow to get data into their ERP. If internal resources aren't available, please reach out to the Trovata team to discuss sourcing a consulting team.
The general workflow includes:
Application Setup: User create a Developer Portal application in Trovata to retrieve the relevant data resources (i.e. Accounts, Transactions, and G/L Tags)
Parsing: The script reads the Trovata output (JSON) and iterates through each transaction (i.e. Date, Amount, Currency, Entity, G/L Tag, G/L Code, etc.)
Mapping: The script has a mapping table that converts Trovata categories/tags to ERP G/L accounts.
Structuring for ERP: Transform the data into the ERP’s required format.
Preparing ERP-Compatible JE File:
File Generation: The script generates a file (JSON) that the ERP can consume.
File Naming / Storage: Include a timestamp for tracking (i.e. JE_2025-10-09_0930.json). Save in a folder or cloud location accessible to ERP the import.
Posting the Journal Entry
The script authenticates with the ERP
Script sends the JE data in the ERP’s required format
ERP responds with a confirmation ID or error
Script logs the response:
Success → log JE ID, timestamp
Failure → log error for troubleshooting
Workbooks (Manual upload into ERP)
Using the Workbooks module, users download raw transaction data from Trovata (i.e. Date, Amount, Currency, Entity, G/L Tag, G/L Code, etc.).
Workbook Setup: Users create a Workbook, filtering for G/L tagged transactions on a cadence of their choosing (i.e. daily, weekly, etc.).
Structuring for ERP: Transform the data into the ERP’s required format.