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Working with GL accounts

You use GL accounts in Robaws to book sales invoices and incoming invoices fully automatically through one of our accounting integrations.

Use

You can choose a GL account on every invoice line. If you have specific GL accounts for certain items, you can set these in advance on the item file — separately for sales and purchase.

When an invoice is exported, Robaws applies the following logic per line, until a GL account is found:

the GL account of the line;
the GL account of the customer/supplier;
the default sales/purchase GL account from the settings of the accounting integration.

Do you have one GL account for all your sales invoices? In that case, leave the lines blank and only fill in the sales GL account in the accounting integration.

Do you want to assign a specific GL account to every line? Then use items to automate this as much as possible. Consider filling in an invalid GL account as the default GL account of the accounting integration: that way you prevent incomplete information from being booked and Robaws gives you an error message.

Setting up and manually adding GL accounts

Via settings > general > master data > financial you activate the 'GL accounts' function. If you click through to the function, you can add GL accounts straight away.

When you create a GL account, you fill in a name and a code.

Availability per GL account

For every GL account you determine where and when it may appear in the drop-down list. By default, all the options below are switched on:

Option	Meaning
Available on incoming invoice	The GL account can be chosen on incoming invoices.
Available on sales invoice	The GL account can be chosen on sales invoices.
Available with project	The GL account appears in the drop-down list when a project has been chosen on the same line.
Available without project	The GL account appears in the drop-down list when no project has been chosen on the same line.

You can also restrict a GL account to specific companies via the field 'Companies'. If you leave this field empty, the GL account is available for all companies; if you fill in one or more companies, it can only be used for those companies.

This restriction applies on the invoice lines and incoming invoice lines, where Robaws knows which company is involved. In drop-down lists without a company context — for example on the supplier, customer or item file — you see all GL accounts.

Importing

If you have already activated an accounting integration, you can import the GL accounts of your accounting software automatically:

go to settings > general > master data > financial > GL accounts;
click the double arrows at the top;
your GL accounts are imported (or synchronised again if they were already in Robaws).

If you work with multiple companies, the imported GL accounts (for example via Exact Online, Yuki, SnelStart or QuickBooks) are linked to the correct company. A GL account that is imported for a specific company is only available for that company; GL accounts that are not linked to a specific company remain available for all companies. During a new synchronisation, existing GL accounts are updated and no duplicate GL accounts are added.

If you do not have an accounting integration, you can import the GL accounts manually via the import template.

Updated on: 08/09/2026

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