Understanding GL Codes and Billing Regions in Propensity

What This Is

GL Code and Billing Region are optional campaign accounting fields that allow you to associate accounting codes and regional classifications with individual campaigns.

These fields help your organization organize campaign charges for internal accounting and financial reporting purposes.

You can enter both fields when creating a campaign or update them later in the campaign settings.

When campaign charges are included on an invoice, Propensity records the applicable GL Code and Billing Region on the invoice lines. These classifications can then be used to group charges in the Campaign Accounting Breakdown section.

When to Use This

Use GL Code and Billing Region when your organization needs to categorize campaign expenses for internal accounting or financial reporting.

These fields can be useful when you want to:

• Associate campaign charges with your organization's accounting codes.
• Organize campaign accounting information by region.
• Review campaign charges grouped by accounting code and billing region.
• Help your finance team identify and reconcile campaign charges on invoices.

Both fields are optional, so you can leave them blank if your organization does not need these classifications.

Understanding GL Code and Billing Region

GL Code (General Ledger Code)

A General Ledger (GL) Code is an accounting code used by organizations to categorize expenses in their financial records.

In Propensity, you can associate a GL Code with a campaign to help your finance team identify and organize its advertising expenses.

For example, if your organization uses a specific GL Code for marketing expenses, you can enter that code when creating a campaign.

You can enter a new GL Code or select a previously used code from the available suggestions.

Note: GL Codes are defined by your organization's accounting structure. If you're unsure which code to use, check with your finance team.

Billing Region

Billing Region is an optional field that allows you to associate a regional accounting classification with a campaign.

For example, if your organization tracks marketing expenses separately for North America and Europe, you can enter the corresponding region when creating each campaign.

Note: Use the regional classification established by your organization. If you're unsure which Billing Region to enter, check with your finance team.

Adding Accounting Details When Creating a Campaign

You can specify GL Code and Billing Region when creating a campaign.

1. On the home menu, click Campaigns.
2. Click New Campaign
3. Select your campaign type
4. Under your campaign details, enter the following information if applicable:
   • GL Code: Enter an accounting code or select a previously used code from the available suggestions
   • Billing Region: Enter the billing region associated with your campaign
5. Complete the remaining campaign configuration and click Save

For more information about creating campaigns, see How to create and launch your first campaign in Propensity.

Updating Accounting Details for Existing Campaigns

You can update or clear the GL Code and Billing Region of an existing campaign.

1. Go to Campaigns and open the campaign you want to update
2. Navigate to Details → Campaign Details → Settings
3. Click Edit
4. Scroll to the bottom of the editing page and locate Accounting details
5. Update the GL Code and Billing Region fields as needed. To remove an existing classification, clear the corresponding field
6. Click Save accounting details to save your changes

Both fields remain optional when editing an existing campaign.

Note: Updating these fields affects the accounting information used for newly created invoice lines. It does not change the accounting values already recorded on historical invoice lines.

Viewing Accounting Details on Invoices

Propensity can display a Campaign Accounting Breakdown section on individual invoices when campaign accounting breakdown data is available.

How to View the Campaign Accounting Breakdown

1. Click your profile icon
2. Select Workspace Settings
3. Go to Billing
4. Open Billing History
5. Find the invoice you want to review and click View
6. Locate the Campaign Accounting Breakdown section, if available

The section displays campaign charges grouped by the GL Code and Billing Region recorded on their invoice lines.

How Charges Are Grouped

Charges that share the same combination of GL Code and Billing Region are grouped together, with a subtotal for each group.

For example, suppose your organization uses the following accounting classifications:

In the Campaign Accounting Breakdown, charges from Campaign A and Campaign C are grouped under the same GL Code and Billing Region combination. Charges from Campaign B appear in a separate group because they use a different Billing Region.

This example is illustrative. The codes and regions shown are not predefined values.

Missing Accounting Classifications

When the Campaign Accounting Breakdown is displayed, charges without an accounting classification can appear with the following labels:

• No GL code: No GL Code was recorded on the invoice line.
• No billing region: No Billing Region was recorded on the invoice line.

These labels indicate missing accounting classifications for the relevant charges.

When the Breakdown Appears

The Campaign Accounting Breakdown is displayed when accounting breakdown data is available for the invoice.

Not every invoice will necessarily display this section.

Invoice Totals and Financial Controls

GL Code and Billing Region are used to categorize campaign charges for accounting purposes.

They do not create separate regional account balances or spending limits.

Prepaid credits and payments continue to be handled at the overall invoice level rather than as separate amounts for each GL Code or Billing Region.

When Accounting Changes Take Effect

GL Code and Billing Region values are captured on invoice lines when those lines are created.

If you update either field on an existing campaign, the updated classification can be used for newly created invoice lines.

Previously created invoice lines retain their recorded accounting values.

For example:

• A campaign initially uses GL Code MKT-100 and Billing Region North America.
• Invoice lines are created using those values.
• You later change the campaign's Billing Region to Europe.
• Newly created invoice lines can record Europe, while historical invoice lines retain North America.

This allows accounting information already recorded on invoice lines to remain unchanged when campaign settings are updated later.

Important Notes

• GL Code and Billing Region are optional. You do not need to fill them in to create a campaign.
• You can enter a new GL Code or select a previously used code from the available suggestions.
• You can update or clear either field in Details → Campaign Details → Settings → Edit.
• Changes to campaign accounting details do not retroactively update values recorded on previously created invoice lines.
• The Campaign Accounting Breakdown is displayed only when accounting breakdown data is available for the invoice.
• These fields categorize campaign charges. They do not establish separate regional balances or spending limits.
• Prepaid credits and payments remain at the overall invoice level.
• If you're unsure which accounting code or billing region to use, check with your finance team.