Accounts Payable > Manage >

Credit Card > Transactions > Update

 

         

 

 

Overview

Unposted Credit Card Transactions - Update allows you to enter credit card transactions.

 

This Help page contains the following sections:

Vendor Search

Credit Card Transaction Update

Details Tab

Attachments Tab

Note Tab

 

 

Vendor Search

 

Transactions are entered to your currently selected credit card. Change the currently selected credit card to enter transactions to a different credit card (More Information).

 

Select the Vendor in the Person Search window. By default the search text for the Name field searches for last names and organizations. To search for first and last names enter your search in the "lastname, firstname" format. Uncheck the Only Active? check box if you would like to view inactive vendors. You can also search by City and State. Select the vendor for which you are creating the transaction and click the Select button. Alternately, click the Close link to return to the previous page without selecting a vendor.

 

Note: Search for just a first name by starting your search with a comma (e.g., ", James"). Display a complete list of vendors by searching for just a comma. Results default to Accounts Payable, select All Applications from the drop-down list to view all names.

 

 

Credit Card Transaction Update

Select the User from the drop-down list and then select if you want to Keep General Ledger Distribution for next vendor. The currently selected Credit Card is displayed above the User. You can change the Credit Card in Current Financial Settings (More Information).

 

For each credit card transaction you have access to the following fields:

 

Ref #:(Optional) Enter the credit card transaction/reference number.

Invoice #:(Optional) Enter the invoice number this transaction is associated with.

Date: Enter the date of the transaction.

Total: The invoice can be distributed between multiple General Ledger accounts later in the process.

Discount Type: If this transaction has a discount select Dollar or Percent in the drop-down list.

Discount: Enter the discount as a dollar amount or percentage depending on what you selected for Discount Type.

Tax: Enter the tax amount if it applies. The tax amount is distributed between each line amount on the transaction by a calculated percentage. This field is only active if you chose to record tax, freight, and other charges in Company Information.

Freight: Enter the freight amount if it applies. The freight amount is distributed between each line amount on the transaction by a calculated percentage. This field is only active if you chose to record tax, freight, and other charges in Company Information.

Other: Enter any other amount to be charged (e.g., handling fees and so forth). This amount is distributed between each line amount on the transaction by a calculated percentage. This field is only active if you chose to record tax, freight, and other charges in Company Information.

Net: This informational field displays the net amount of the transaction after any discounts.

 

You may choose to simply reduce the line amount by the discounted amount rather than put it in the discount field. Review the scenarios below if you use the discount field.

 

If you enter an amount in the discount field and you are not treating discounts as income, the discount amount is distributed between each line amount on the invoice by a calculated percentage.

If you are treating discounts as income and enter a discount amount, the system makes the necessary entries to the General Ledger when the checks are written. In this case, the expenses are debited for the full amount and the discount income account specified in Company Information is credited.

If you entered terms on the vendor's record in %/days/net format as described in How to Set Up Vendor Information, the percentage automatically displays in the discount field. If you plan to pay the invoice within the approved discount period, skip the Discount field to accept the discount. Otherwise, you may remove or change the discount amount if needed. The due date is filled in for you bases on the %/days/net specified. How the discount is distributed depends on whether or not you are treating discounts as income which are described above.

 

There are three tabs on the Update page: Details, Attachments, and Note.

 

Details Tab

The Details tab is where you put the transaction detail. If you are using a Distribution for this invoice select it below the grid from the drop-down list and click the Apply Distribution button. Otherwise, enter a Quantity if applicable and then enter in your level information according to your account structure. Enter the Account # and a Description for the line. You can also select a Project and 1099 status. 

 

Note: Click the icon or press "s" in any field with the Search  icon to display  a Search window. Use the filter at the top to narrow down your selection. In the Account Search window you can also specify the Account Type in a drop-down list. You can then double-click the item you want to select or click the item and click Select. Click the Cancel  to return to the Update page without making a selection.

 

1099 Status Codes:

 

None

Misc. Box 1 - Rents

Misc. Box 2 - Royalties

Misc. Box 3 - Other Income

Misc. Box 4 - Federal Income Tax withheld

Misc. Box 5 - Fishing boat proceeds

Misc. Box 6 - Medical and health care payments

Misc. Box 7 - Nonemployee compensation
Note: This is the most commonly used Miscellaneous 1099 status.

Misc. Box 8 - Substitute payments in lieu of dividends or interest

Misc. Box 13 - Excess golden parachute payments

Misc. Box 14 - Gross proceeds paid to an attorney

Misc. Box 16 - State Tax withheld

Interest

Retirement - R - Used for non-taxable retirement.

Retirement - R2 - Used for taxable retirement

Retirement - R3 - Used for capital gains.

Retirement - R4 - Used for Federal tax withheld from retirement.

Retirement - R5

Retirement - R9

 

Enter the Amount and then click the Add New  icon to add another detail line if desired. As many detail lines as needed can be added in this fashion. You can also enter a number between 1-99 on the right and click the Add New  icon to add multiple lines at once (e.g., Add 10 New Lines).

 

The Link to Purchasing Management button is active if there are open Purchase Orders for the selected Vendor. You can also hover over the Information  icon to see any pending requisitions for that Vendor. Click any of the Requisition links to open another browser tab and view that Requisition.

Click the Link to Purchasing Management button to open a new window displaying a summary of all open Purchase Orders. For any Purchase Order you can click the Expand  icon to view all detail lines. In the Apply column select Apply and close order to apply and close the entire Purchase Order to the invoice or Apply to order to only apply part of the Purchase Order to the invoice. If you choose to only apply part of the Purchase Order you can edit the Quantity and Amount fields and choose to Close one or more detail lines. Any projects attached to the Purchase Order are automatically assigned to the transaction detail.

 

Click the Print  icon to print a copy of the Purchase order. You can also click the user link in the Email Originator column to open an email to the Purchase Order's originating user in your default mail client.

 

Click the Update button to apply the Purchase Order to the transaction or the Close link to return to the Update page without linking the Purchase Order. Once the Purchase Order is applied to the transaction an Order # column is available. Click any link in this column to preview a copy of the linked Purchase Order.

 

 

Attachments Tab

The Attachments tab allows you to attach files accessible from your device or to scan image files using the Scanner.Client.exe program. See the Attachments Help Page for detailed information regarding the attachments feature.

 

Any attachments on a Purchase Order are automatically added to a transaction when it is linked to Purchasing Management.

 

 

 

Note Tab

Enter a note in the field provided if you wish.

 

When finished click the Apply button to save the transaction and start entering a new transaction, the Update button to save changes to the transaction and return to the Unposted Credit Card Transactions page, the Reset link to undo all changes since the last time the page was updated, or the Cancel link to return to the Unposted Credit Card Transactions page without saving your changes.

 

Compiled on 6/22/2018 8:21:40 AM