Enter Credit Card Transaction

Enter Credit Card Transaction allows you to input charges made to a credit card.

This Section Includes:

Vendor Search

  1. First choose the Application from the drop-down list.
    • All Applications
    • Accounts Payable
    • Account Receivable
    • Donors And Gifts
    • Remittance
  1. Check or uncheck the "Only Active?" box as needed.
  2. (Required) Enter the Name to search. 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. Enter an "*" to search all.

NOTE: Search for just a first name by starting your search with a comma (e.g., ", James"). Display a complete list of names by searching for just a comma. 

  1. You can also search by City and State.
  2. Click Search.
  3. Select the name 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 name.

Credit Card Transaction Update

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).
  1. The currently selected Credit Card is displayed above the User. You can change the Credit Card in Current Financial Settings (More Information).
  2. Select the User from the drop-down list.
  3. Select if you want to Keep General Ledger Distribution for next vendor. 
  4. Enter the following for each credit card transaction.
    • 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.

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

Details Tab

The Details tab is where you put the transaction detail.

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 Cancel to return to the Update page without making a selection.

NOTE: When “Display Remaining Budget Amounts on Entry” is selected in Company Information, the “Remaining Budget” will display below the Account name. “YTD” is calculated by subtracting Actual YTD from Budget YTD, and “Annual” is calculated by subtracting Actual Annual from Budget Annual.

  1. Enter the following.
    • Account #
    • Description
    • Project
    • Campaign
    • 1099 status. 
    • Amount 
  1. 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).

1099 Status Codes:

  • None
  • Interest
  • 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 8 - Substitute payments in lieu of dividends or interest
  • Misc. Box 13 - Excess golden parachute payments
  • Misc. Box 14 - Nonqualified deferred compensation
  • Misc. Box 15 - State Tax withheld
  • NEC Box 1 - Nonemployee compensation
  • NEC Box 4 - Federal Income Tax withheld
  • NEC Box 5 - State Tax withheld
  • 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
  1. 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.

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 credit card 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.

 

 

Updated

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