Enter Credit Card Transaction

The Enter Credit Card Transaction page lets you input charges made to a credit card.

Vendor Search

To find a vendor for the transaction:

1. Choose the Application from the drop-down list:
   • All Applications
   • Accounts Payable
   • Accounts Receivable
   • Donors And Gifts
   • Remittance
2. Check or uncheck Only Active? as needed.
3. (Required) Enter the Name to search. By default, this searches last names and organizations. To search first and last names, use "lastname, firstname" format. Enter an asterisk (*) to search all.

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

4. You can also search by City and State.
5. Click Search.
6. Enter the name for the transaction, then click Select, or click Close to return without selecting a name.

Credit Card Transaction Update

Note: Transactions are entered to your currently selected credit card, displayed above the User field. To enter transactions to a different card, change the Credit Card in Current Financial Settings (More Information).

1. Select the User from the drop-down list.
2. Select whether to keep the General Ledger Distribution for the next vendor.
3. Enter the following for each credit card transaction:
   • Ref #: (Optional) The credit card transaction or reference number.
   • Invoice #: (Optional) The invoice number associated with this transaction.
   • Date: The transaction date.
   • Total: The invoice 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.
   • Discount: Enter the discount as a dollar amount or percentage, depending on Discount Type.
   • Tax: Enter the tax amount if applicable. It's distributed across each line based on a calculated percentage. Active only if you chose to record tax, freight, and other charges in Company Information.
   • Freight: Enter the freight amount if applicable. It's distributed across each line based on a calculated percentage. Active only if you chose to record tax, freight, and other charges in Company Information.
   • Other: Enter any other charge (e.g., handling fees). It's distributed across each line based on a calculated percentage. Active only if you chose to record tax, freight, and other charges in Company Information.
   • Net: Informational — displays the net amount of the transaction after any discounts.

The Update page has three tabs: Details, Attachments, and Notes.

Details Tab

The Details tab is where you enter the transaction details.

Note: Click the Search icon, or press s in any field, to open a Search window. Use the filter at the top to narrow your selection — in the Account Search window, you can also filter by Account Type. Double-click an item to select it, or click it and click Set. Click Cancel to return without making a selection.

Note: When Display Remaining Budget Amounts on Entry is selected in Company Information, the Remaining Budget displays below the Account name. YTD is calculated as Budget YTD minus Actual YTD; Annual is calculated as Budget Annual minus Actual Annual.

1. Enter the following for each detail line:
   • Account #
   • Description
   • Project
   • Campaign
   • 1099 status
   • Amount
2. Click the Add New icon to add another detail line — as many as needed. To add multiple lines at once, enter a number between 1 and 99 on the right and click Add New (e.g., Add 10 New Lines).
3. If using a Distribution for this invoice, select it below the grid and click Apply Distribution. Otherwise, enter a Quantity if applicable, then enter your level information according to your account structure.

1099 Status Codes

The following 1099 status codes are available:

1. None
2. Interest
3. Misc. Box 1: Rents
4. Misc. Box 2: Royalties
5. Misc. Box 3: Other Income
6. Misc. Box 4: Federal Income Tax withheld
7. Misc. Box 5: Fishing boat proceeds
8. Misc. Box 6: Medical and health care payments
9. Misc. Box 8: Substitute payments in lieu of dividends or interest
10. Misc. Box 13: Excess golden parachute payments
11. Misc. Box 14: Nonqualified deferred compensation
12. Misc. Box 15: State Tax withheld
13. NEC Box 1: Nonemployee compensation
14. NEC Box 4: Federal Income Tax withheld
15. NEC Box 5: State Tax withheld
16. Retirement - R: Used for non-taxable retirement.
17. Retirement - R2: Used for taxable retirement.
18. Retirement - R3: Used for capital gains.
19. Retirement - R4: Used for Federal tax withheld from retirement.
20. Retirement - R5
21. Retirement - R9

Linking to Purchasing Management

The Link to Purchasing Management button is active if there are open Purchase Orders for the selected Vendor. Hover over the Information icon to see any pending requisitions for that Vendor; click any Requisition link to view it in a new browser tab.

1. Click the Purchasing Management link to view a summary of all open Purchase Orders.
2. For any Purchase Order, click the Expand icon to view all detail lines.
3. In the Apply column, select one of the following:
   • Apply and close order: Applies and closes the entire Purchase Order to the invoice.
   • Apply to order: Applies only part of the Purchase Order to the invoice. You can edit the Quantity and Amount fields and choose to close one or more detail lines.
4. Click the Print icon to print a copy of the Purchase Order, or click the user link in the Email Originator column to email the originating user from your default mail client.
5. Click Update to apply the Purchase Order to the transaction, or click Close to return without linking it.

Any projects attached to the Purchase Order are automatically assigned to the transaction detail. Once a Purchase Order is applied, an Order # column becomes available — click any link in this column to preview the linked Purchase Order.

Attachments Tab

The Attachments tab lets you attach files from your device or scan image files using the Scanner.Client.exe program. See the Attachments Help Page for details.

Note: Attachments on a linked Purchase Order are automatically added to the transaction when the Purchase Order is linked to Purchasing Management.

Note Tab

Enter a note in the field provided if you wish.

When finished, choose one of the following:

1. Apply: Saves the credit card transaction and starts entering a new one.
2. Update: Saves changes and returns to the Unposted Credit Card Transactions page.
3. Reset: Undoes all changes since the page was last updated.
4. Cancel: Returns to the Unposted Credit Card Transactions page without saving.

Updated July 10, 2026 03:17