Process a Credit Card Transaction

Before processing a credit card transaction, the credit card and its associated users must be added. This tutorial walks through adding a credit card and users, entering and posting a credit card transaction, and importing credit card transactions from an Excel file.

Note: For a visual walkthrough, see the Process a Credit Card Transaction video, or browse all tutorials on the Videos at a Glance page.

Add a Credit Card

1. From the Accounts Payable menu, select Modify > Credit Card Information.
2. Click the Add New Credit Card link.
3. Enter the credit card information. In the Card Account # field, enter only the last four digits of the credit card number.
4. On the Users tab, click the Add New Credit Card User link.
5. Click the User Search icon.
6. In the Person Search window, select All Applications from the Application drop-down, enter the last name of a record in the Name field, and click Search. Double-click the record in the grid.
7. The name appears as a user. Choose one of the following:
   • Click OK to save the user.
   • Click Apply to save the user and continue adding more users.

Note: If you need to add a user who is not currently in the database, add the user as a vendor, then delete the vendor. The record remains in the database and can be assigned as a user. For more information, see the Add a New Vendor tutorial.

1. After entering all users, review the Credit Card > Update page and click Add to save the credit card.

Enter and Post a Credit Card Transaction

After a credit card has been added, you can enter and post transactions against it.

1. From the Accounts Payable menu, select Enter > Credit Card Transaction.
2. In the Person Search window, enter your search criteria (such as the first part of a vendor's name) and click Search. Double-click the vendor in the grid.
3. Select a user from the drop-down list.
4. Enter the Date and the Total of the credit card transaction.

5. In the Details section, enter the Account number and the line Description. Enter a project or 1099 Status if appropriate, then enter the amount for that line. To add more lines:

   • Click the Add New icon to add a single line.
   • Click the Add New Lines icon-link to add multiple lines.

   Continue adding lines until the transaction details are complete.

6. (Optional) To store receipts or other documentation electronically with the transaction, click the Attachments tab and click the Add New Attachment icon-link.
7. Select or scan any attachments, then click OK.
8. Review your credit card transaction for accuracy, then click Update.
9. The Credit Card > Transactions page appears. Enter any filters to narrow the list, then click Search.
10. When you have finished entering transactions, navigate to Manage > Unposted Credit Card Transactions.
11. Select the transactions you want to post by clicking the check box next to each one. Click Credit Card Transaction Edit Report to review the selected transactions in report form.
12. Review the Credit Card Transaction Edit Report for accuracy. Click Print to print a copy, or click the Export link to download it. Click Close Report to return to the Credit Card > Transactions page.
13. To modify a transaction, click the Edit icon next to it. When all transactions are accurate, click Post Credit Card Transactions in the lower right of the page.
14. Complete the post based on your accounting basis:
    • Cash Basis: The transactions are posted immediately.

    • Accrual Basis: enter a posting date, click Finalize Post, then click OK in the Finalize Post window.

Posted transactions can be viewed on the Credit Card > Reconciliation page and the Transaction Inquiry page. For the Accrual Basis, a journal entry is also sent to the General Ledger.

Import Credit Card Transactions

You can also import credit card transactions from an Excel file rather than entering them individually.

Important: For a visual walkthrough, see the Import Credit Card Transactions video.

1. Log in to your credit card website and download the statement you want to import.
2. Add the column headers and other required data to an Excel file as specified on the Credit Card > Transactions > Import Help page.

Note: The required columns and data are highlighted in yellow on the image below.

1. 

2. Save the file in .XLSX format.

   

3. From the Accounts Payable menu, select Manage > Unposted Credit Card Transactions.
4. Enter Filters if necessary, then click Search.
5. Click the Import Credit Card Transactions link in the upper right.
6. Click Choose File.
7. Navigate to your .XLSX file in the dialog box and select the saved import file.
8. Verify the correct file is displayed next to the Choose File button, then click Import.
9. The file is imported and displays as a grid. Review the transactions for any incorrect information.

Note: Click the link here to reverse the signs of the transaction amounts.

11. To modify the imported transactions:

    • Click the Edit icon to make changes to an individual transaction.
    • Click the Delete icon to delete a transaction.

    These changes do not affect the original Excel file used for importing.

12. To view invalid transactions, click the View Invalid radio button. Invalid transactions occur when information from the Excel file does not match the fields in your Financials program.

Note: Payments typically appear as invalid and can be deleted, since they are normally entered as invoices.

13. After reviewing the valid and invalid transactions and making any necessary corrections, click Import to complete the import.

Process Complete

The imported transactions appear on the Credit Card > Transactions page. From here, you can process these transactions as you normally would.

• Import Template (CC).xlsx20 KB

Updated June 16, 2026 19:44