Credit Card Accounts

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3 Table Of Contents Credit Card Register Accounts... 3 Creating a Credit Card Account... 3 Making Payments Using Your Credit Card Account... 4 Making Payments to Your Credit Card Account or Another Register Account... 6 Paying a Credit Card as a Payable... 7 Credit Card Account Reconciliation... 9 SuccessWare21, Inc. i

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5 Credit Card Register Accounts SuccessWare21 has a feature that allows the creation and use of register accounts designed specifically for tracking transactions on a credit card account or line of credit. This type of register account must have a liability account assigned to it, rather than an asset (cash) account. When you create AP invoices for purchases that were made with your credit card, you will record the credit card payment on the Invoice. The credit card register can be used for tracking payments to both vendors and miscellaneous payees, and the register reconciliation process allows quick and easy reconciliation of your credit card statements. Note that the Cash balance reported in the SnapShot form will not include credit card balances. CREATING A CREDIT CARD ACCOUNT Register Account Setup has an option for Credit Card accounts. When a new account is set up as a Credit Card account, the associated general ledger account must be selected from the Current Liabilities section of the balance sheet. Cash Boxes and Bank Accounts require a cash G/L account. Note: Before you begin, go to G/L Setup and make sure you have and appropriate G/L account set up for the register. The account must be in the Current Liabilities section of the Chart of Accounts. It is recommended that you use an account in the Payables section of the balance sheet. DO NOT use the default Accounts Payable account as this will cause problems reconciling G/L to the AP Aging report To set up a new credit card register account: 1. Open the ACCOUNT REGISTER 2. Choose Select an Account to get a list of your current registers. 3. Press CTRL+Enter to modify register accounts (or right click, and select Modify Mode). 4. Enter a Register ACCT# and DESCRIPTION. 5. Select the Credit Card Account Type option. 6. Select the G/L Account you have created to represent the Credit Card account. SuccessWare21, Inc. 3

6 You will probably use an adjustment to set up the accounts initial balance. If you are currently using a bank account to track your credit card purchases, you should have been making adjustments that maintain a zero balance in the account. If you have not been making these adjustments and therefore maintain a credit balance on the account, you can use a transfer to move the balance from that register account instead. If you are currently using a bank account to track credit card purchases, a good time to switch over to the new credit card account would be immediately after reconciling your next credit card statement. If you are discontinuing use of a bank account in favor of a new credit card account, you will want to be sure to deactivate the old account after transferring its balance to the new credit card account. MAKING PAYMENTS USING YOUR CREDIT CARD ACCOUNT Credit card register accounts can be used when making either vendor or miscellaneous payments. Credit card payments can be applied from the Payables manager using the Payment or Pay Bills options as you would with most outstanding vendor balances, but more likely you will apply the credit card payment at the time of posting the AP invoice. You can also process miscellaneous payments from the Account Register that will be applied against the Credit Card account. To Pay an AP Invoice Using a Credit Card Account 1. Complete the Account Payable invoice as you normally would 2. After adding all items to the invoice, select the Apply Payments button at the bottom of the invoice (or press the letter P on the keyboard). 3. Select the Credit Card account you wish to charge from the REGISTER ACCT drop down list. This will automatically select the Credit Card option in the PAY BY row of the PAYMENT form. 4 SuccessWare21, Inc.

7 4. Tab to the AMOUNT field to automatically fill in the amount of the payment based upon the total of the Invoice. 5. Enter a reference in the REFERENCE field. (You may choose to enter the credit authorization number or the transaction date.) 6. Select Save Changes 7. Post the AP Invoice The Invoice will be marked as paid in full and the Credit Card account will display the transaction in the Account Register. To Make a Miscellaneous Payment Using a Credit Card Account 1. Open the ACCOUNT REGISTER 2. Use the SELECT AN ACCOUNT drop down list to select the Credit Card from which you want to make a miscellaneous payment. 3. Click the Payment button at the bottom of the ACCOUNT REGISTER (or press Alt+2) 4. Tab to the DESCRIPTION field of the MAKE PAYMENT form and type a description of the transaction. This will display in the transaction view of the credit card account. 5. Complete the PAY TO, REFERENCE, DATE and AMOUNT fields of the MAKE PAYMENT form. 6. Choose and adjustment code (or codes) for the payment. SuccessWare21, Inc. 5

8 7. Post the Payment The Credit Card account will display the transaction in the Account Register. MAKING PAYMENTS TO YOUR CREDIT CARD ACCOUNT OR ANOTHER REGISTER ACCOUNT Payments can be made to your credit card account through the payment option in the Account Register screen. There is no need to create an AP invoice for the Credit Card bill. When making payments to a credit card account you can make the payment as a check or a direct debit payment to the credit card. Additionally, you can make a payment to a credit card from another credit card account. This same form can be used to record a transfer of funds between to Register accounts. Note: Credit cards accounts can also have payments applied to them through the Payables Manager, by selecting the Pay Bills button and choosing Credit Card. Note: If you are making an electronic funds transfer to pay a Credit card account, use the Transfer form. To Make a Payment to your Credit Card Account: 1. From the Select an Account drop down list in the ACCOUNT REGISTER, open the account from which you are making the payment. This will typically be your bank checking account but you can also choose another credit card account if you wish. 6 SuccessWare21, Inc.

9 2. Select Register Acct (or press Alt+3) for the type of payment being made. When this selection is made a TO REG # option is displayed that allows you to choose the register account to which you want to apply the payment. 3. In the TO REG # drop down select the register account to which you are applying a payment. The balance on the account will be displayed next to the account name. 4. Enter the payment information including the payment date as well as the amount. Additionally you will want to add a description of the transaction in the DESCRIPTION field. This will display with the payment in the Register Account. 5. Print the check and post the payment as normal. An entry is made showing the payment to the credit card account, in addition to the entry decreasing your bank account (or increasing the balance on another credit card account if you are paying one credit card with another). PAYING A CREDIT CARD AS A PAYABLE SuccessWare21 allow you to pay your credit card bill as a payable. Credit card payments can also be made using the Payment option in the ACCOUNT REGISTER. A Credit Card account must be reconciled through the ACCOUNT REGISTER before you apply a payment to the account through Payables. To Pay a Credit Card Account Through Payables 1. Open the Payables Manager 2. Click the Pay Bills button at the bottom of the window and select the Credit Card option Each credit card account will be displayed with its Payment due date as well as the minimum balance due. Additionally, any payments that have not yet been reconciled will be totaled in the OUTSTANDINGPMTS column. SuccessWare21, Inc. 7

10 3. Use the appropriate keystrokes or right-click options in the open item grid to select items you wish to pay. Option Edit amount/discount Tag/untag for payment Tag for Minimum Payment Tag all Untag all Report Checks Close Effect To make changes to the payment amount (i.e. partial payment) or the amount of the discount you are taking. The keystroke for this option is Enter. This option toggles. If the item has been marked for payment it will un-mark it. If the item has not been marked for payment, it will mark it. The keystroke for this option is Spacebar. This option will tag the item form payment and use the minimum payment amount as entered during reconciliation as the amount for the payment. Use this option to mark all displayed items for payment. If you are paying most invoices, you may wish to tag all then un-mark the ones you do not wish to pay. The keystroke for this option is Ctrl+A. Use this option to un-mark all items that have been tagged for payment. The keystroke for this option is Ctrl+U. Use this option to print the grid report. Opens the check queue. To close the pay bills screen. Keystroke is Esc. Note: If you select to tag an account that has an outstanding, unreconciled payment, you will be notified and asked to confirm that you wish to make another payment to the account. 8 SuccessWare21, Inc.

11 4. Click the Checks button to generate the checks for payment to the credit card accounts. CREDIT CARD ACCOUNT RECONCILIATION The reconciliation of your Credit Card account will follow the same procedures as reconciling a bank account. You will reconcile the account using the statement that you receive from your Credit Card company and clear it against listed transactions in the Credit Card account. To reconcile a Credit Card account: 1. Enter the statement date and ending statement balance in the appropriate fields in the top left section of the ACCOUNT REGISTER. 2. NOTE: The Statement Ending Balance for a Credit Card Account MUST BE entered as a negative value. 3. Enter the Statement Due Date and the Minimum Amount Due in the appropriate fields. These fields will be used when paying the credit card account through Accounts Payables. 4. Enter adjustments for any service charges, interest or other items that appear on the statement. 5. Mark the items that appear on the statement as cleared. Use the right-click menu or the appropriate keystrokes to mark the items. Use Spacebar Ctrl+A Ctrl+D To Clear or unclear the selected transaction Clear all items Unclear all atems SuccessWare21, Inc. 9

12 6. Click Finish when you are done. 10 SuccessWare21, Inc.

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