Help! Not Sure How to Explain...

I am working on a database for my company, that stores information for the people who use company purchasing cards. I want to store information such as: Cardholder, Card Type, GL Code, Location, Hierarchy, Department, Limit, etc. I have two questions:

1) The GL Code is a numeric value used to provide location, department, and card type information. Ex. GL - 123-456-78901-23-45-7890. 78901 = New Orleans, 45 = Sales, 7890 = Supplies. When I enter the GL, is it possible to have the other fields fill in automatically?

2) The Hierarchy is a number value used to provide reporting locations for the cardholder. Ex. Hierarchy - 11111 22222 67890, 11111 = Louisiana, 22222 = New Orleans, 67890 = always the last four digits of the GL Code with a 6 in the front. Is it possible to have a drop down list box with only the locations in words, and once selected, the numeric value corresponding to that location appears? For the last value, can this field be automatically filled when the GL Code is entered?

Please help, and keep in mind that I am by no means an Access expert. (Please, if possible, keep it simple)

I have include a small database example for your question Number 2

You can use it to help your self to #1