From 3150d77aaf1b41438279c704ae53fb168a9db960 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott Date: Wed, 4 Feb 2026 17:50:38 -1000 Subject: [PATCH 1/4] Update docs to reflect GL Code column in Categories and Tags tables Added documentation for the new GL Code column that now appears in the Categories and Tags table views for Workspace Admins. - Updated Create-expense-categories.md to clarify GL codes are visible in table - Updated Create-expense-tags.md to mention GL Code column visibility - Updated Require-tags-and-categories-for-expenses.md with table column info - Updated Workspace-Rules.md to include GL Code in table descriptions Co-authored-by: Cursor --- .../new-expensify/workspaces/Create-expense-categories.md | 8 +++++--- .../new-expensify/workspaces/Create-expense-tags.md | 8 +++++--- .../Require-tags-and-categories-for-expenses.md | 2 ++ docs/articles/new-expensify/workspaces/Workspace-Rules.md | 4 ++-- 4 files changed, 14 insertions(+), 8 deletions(-) diff --git a/docs/articles/new-expensify/workspaces/Create-expense-categories.md b/docs/articles/new-expensify/workspaces/Create-expense-categories.md index f7d6c9eef88e1..1c8480c9a4aaa 100644 --- a/docs/articles/new-expensify/workspaces/Create-expense-categories.md +++ b/docs/articles/new-expensify/workspaces/Create-expense-categories.md @@ -9,6 +9,8 @@ In Expensify, categories represent your **chart of accounts, GL accounts, expens Admins can manually create categories for a workspace, or they can be imported automatically when connected to an accounting platform like QuickBooks, Xero, NetSuite, or Intacct. Once imported, categories can be enabled or disabled as needed. Over time, Expensify also learns how you apply categories to specific merchants and suggests them automatically. +The Categories table displays the category **Name**, **GL Code** (if assigned), and whether it's **Enabled** for workspace members to use. + ![The Categories tab]({{site.url}}/assets/images/ExpensifyHelp_R3_Categories_1.png){:width="100%"} --- @@ -96,12 +98,12 @@ Bulk actions are also available using the checkboxes and **Selected** dropdown. # Add or Edit GL Codes or Payroll Codes -Workspaces on the **Control** plan can assign optional **GL codes** and **payroll codes** to each category. These codes are not visible to members but can be exported for accounting purposes. +Workspaces on the **Control** plan can assign optional **GL codes** and **payroll codes** to each category. GL codes are visible to Workspace Admins in the Categories table and can be exported for accounting purposes. Payroll codes are not visible in the table but can be edited in the category detail panel. To edit these fields: 1. Go to **Workspaces > [Workspace Name] > Categories**. -2. Click a category. +2. Click a category to open its detail panel. 3. To edit a GL code, click the **GL Code** field, update it, and click **Save**. 4. To edit a payroll code, do the same in the **Payroll Code** field. @@ -136,5 +138,5 @@ It will be removed from the workspace’s category list. However, it will remain ## How Can My Employees See the GL Codes? -GL codes are not visible to employees by default. If visibility is required, consider including the GL code in the category name itself. +GL codes are visible to Workspace Admins in the Categories table but are not visible to workspace members. If you need members to see GL codes, consider including the GL code in the category name itself. diff --git a/docs/articles/new-expensify/workspaces/Create-expense-tags.md b/docs/articles/new-expensify/workspaces/Create-expense-tags.md index cc67c25a27a46..23b510a5a2512 100644 --- a/docs/articles/new-expensify/workspaces/Create-expense-tags.md +++ b/docs/articles/new-expensify/workspaces/Create-expense-tags.md @@ -8,6 +8,8 @@ In Expensify, **tags** represent attributes like classes, projects, cost centers Admins can manually create one level of tags or multiple levels of tags for a workspace, or they can be imported automatically if your workspace is connected to an accounting system like QuickBooks Online, Intacct, Xero, or NetSuite. Once added, tags can be enabled or disabled. Expensify also learns your tag preferences for merchants and applies them automatically. +The Tags table displays the tag **Name**, **GL Code** (if assigned), and whether it's **Required** for expenses. + ![The Tags tab]({{site.url}}/assets/images/ExpensifyHelp_R4_Tags_2.png){:width="100%"} --- @@ -39,7 +41,7 @@ Before you can manage tags, you need to enable the **Tags** feature for your wor 2. Click **More > Import spreadsheet** (or if you haven't added any tags yet, just click **Import** from the main Tags settings page). 3. Click **Single level of tags**. 4. Click **Choose File** and select the file to import. -5. Toggle the "File contains column headers" on or off accordingly, then select which spreadsheet column should be mapped to which tag field. We require columns Name and Enabled, and you can optionally include a column for Tag GL Code. +5. Toggle the "File contains column headers" on or off accordingly, then select which spreadsheet column should be mapped to which tag field. We require columns Name and Enabled, and you can optionally include a column for Tag GL Code. GL codes will be visible to Workspace Admins in the Tags table. 6. Click **Import** to finish importing the tags. @@ -110,13 +112,13 @@ To manage tags in bulk: # Add or Edit a GL Code -If you're on the **Control** plan, you can assign a GL code to each tag for exporting purposes. These GL codes are not visible to workspace members. +If you're on the **Control** plan, you can assign a GL code to each tag for exporting purposes. GL codes are visible to Workspace Admins in the Tags table but are not visible to workspace members. To add or edit a GL code: 1. Go to **Workspaces > [Workspace Name] > Tags**. 2. Click a tag to open its detail panel. -3. Click the **GL Code** field, enter or update the code, then click **Save**. +3. Click the **GL Code** field, enter or update the code, then click **Save**. The GL code will appear in the Tags table alongside the tag name. --- diff --git a/docs/articles/new-expensify/workspaces/Require-tags-and-categories-for-expenses.md b/docs/articles/new-expensify/workspaces/Require-tags-and-categories-for-expenses.md index 8aa39c7c6258b..d6a84e985fb50 100644 --- a/docs/articles/new-expensify/workspaces/Require-tags-and-categories-for-expenses.md +++ b/docs/articles/new-expensify/workspaces/Require-tags-and-categories-for-expenses.md @@ -6,6 +6,8 @@ keywords: [New Expensify, require tags, require categories, expense compliance, To improve expense accuracy and compliance, Workspace Admins can require all expenses to be tagged and categorized before submission. This guide walks through how to enable this setting and manage default categories that auto-apply based on merchant history. +When viewing the Categories or Tags tables, Workspace Admins can see the Name, GL Code (if assigned), and Enabled/Required status for each item. + --- # Require Tags or Categories for Expenses diff --git a/docs/articles/new-expensify/workspaces/Workspace-Rules.md b/docs/articles/new-expensify/workspaces/Workspace-Rules.md index 465faddd9520b..67ccb08617d82 100644 --- a/docs/articles/new-expensify/workspaces/Workspace-Rules.md +++ b/docs/articles/new-expensify/workspaces/Workspace-Rules.md @@ -79,7 +79,7 @@ Available options: # Configure Category Rules -Category Rules let you fine-tune how individual categories behave. +Category Rules let you fine-tune how individual categories behave. The Categories table displays each category's Name, GL Code (if assigned), and Enabled status. To manage them: @@ -99,7 +99,7 @@ Available options: # Configure Tag Rules -Tag Rules allow tagging-based workflows and approvals. +Tag Rules allow tagging-based workflows and approvals. The Tags table displays each tag's Name, GL Code (if assigned), and Required status. To manage them: From dd6de46f4eb6944778664a8feaf5ade27772acb7 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 4 Feb 2026 17:57:52 -1000 Subject: [PATCH 2/4] Update Create-expense-categories.md --- .../new-expensify/workspaces/Create-expense-categories.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/docs/articles/new-expensify/workspaces/Create-expense-categories.md b/docs/articles/new-expensify/workspaces/Create-expense-categories.md index 1c8480c9a4aaa..5bcb2cb42b82a 100644 --- a/docs/articles/new-expensify/workspaces/Create-expense-categories.md +++ b/docs/articles/new-expensify/workspaces/Create-expense-categories.md @@ -98,12 +98,12 @@ Bulk actions are also available using the checkboxes and **Selected** dropdown. # Add or Edit GL Codes or Payroll Codes -Workspaces on the **Control** plan can assign optional **GL codes** and **payroll codes** to each category. GL codes are visible to Workspace Admins in the Categories table and can be exported for accounting purposes. Payroll codes are not visible in the table but can be edited in the category detail panel. +Workspaces on the **Control** plan can assign optional **GL codes** and **payroll codes** to each category. These codes are not visible to members but can be exported for accounting purposes. To edit these fields: 1. Go to **Workspaces > [Workspace Name] > Categories**. -2. Click a category to open its detail panel. +2. Click a category. 3. To edit a GL code, click the **GL Code** field, update it, and click **Save**. 4. To edit a payroll code, do the same in the **Payroll Code** field. From e037600201233fadcbd9ddc9fe3a8045bf7c386c Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 4 Feb 2026 18:00:52 -1000 Subject: [PATCH 3/4] Update Require-tags-and-categories-for-expenses.md --- .../workspaces/Require-tags-and-categories-for-expenses.md | 2 -- 1 file changed, 2 deletions(-) diff --git a/docs/articles/new-expensify/workspaces/Require-tags-and-categories-for-expenses.md b/docs/articles/new-expensify/workspaces/Require-tags-and-categories-for-expenses.md index d6a84e985fb50..8aa39c7c6258b 100644 --- a/docs/articles/new-expensify/workspaces/Require-tags-and-categories-for-expenses.md +++ b/docs/articles/new-expensify/workspaces/Require-tags-and-categories-for-expenses.md @@ -6,8 +6,6 @@ keywords: [New Expensify, require tags, require categories, expense compliance, To improve expense accuracy and compliance, Workspace Admins can require all expenses to be tagged and categorized before submission. This guide walks through how to enable this setting and manage default categories that auto-apply based on merchant history. -When viewing the Categories or Tags tables, Workspace Admins can see the Name, GL Code (if assigned), and Enabled/Required status for each item. - --- # Require Tags or Categories for Expenses From ac78ff49838d9506ae179697773b3aca30344fb9 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 4 Feb 2026 18:01:28 -1000 Subject: [PATCH 4/4] Update Workspace-Rules.md --- docs/articles/new-expensify/workspaces/Workspace-Rules.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/docs/articles/new-expensify/workspaces/Workspace-Rules.md b/docs/articles/new-expensify/workspaces/Workspace-Rules.md index 67ccb08617d82..d354af473ce97 100644 --- a/docs/articles/new-expensify/workspaces/Workspace-Rules.md +++ b/docs/articles/new-expensify/workspaces/Workspace-Rules.md @@ -79,7 +79,7 @@ Available options: # Configure Category Rules -Category Rules let you fine-tune how individual categories behave. The Categories table displays each category's Name, GL Code (if assigned), and Enabled status. +Category Rules let you fine-tune how individual categories behave. To manage them: @@ -99,7 +99,7 @@ Available options: # Configure Tag Rules -Tag Rules allow tagging-based workflows and approvals. The Tags table displays each tag's Name, GL Code (if assigned), and Required status. +Tag Rules allow tagging-based workflows and approvals. To manage them: