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 the Only Active? box as needed.

3. (Required) Enter the Name to search. By default, 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 asterisk (*) to search all.

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

4. You can also search by City and State.
5. Click Search.
6. Select the name for which you are creating the transaction and click Select. Alternatively, click the Close link to return to the previous page without selecting a name.

Credit Card Transaction Update

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

1. Select the User from the drop-down list.
2. Select whether you want 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 this transaction is associated with.
   • Date: The date of the transaction.
   • 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 from the drop-down list.
   • Discount: Enter the discount as a dollar amount or percentage, depending on the Discount Type.
   • Tax: Enter the tax amount if it applies. The tax amount is distributed across each line on the transaction based on 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 across each line on the transaction based on 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 (for example, handling fees). This amount is distributed among the line amounts on the transaction based on a calculated percentage. This field is only active if you chose to record tax, freight, and other charges in Company Information.
   • Net: An informational field that displays the net amount of the transaction after any discounts.

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

Details Tab

The Details tab is where you enter the transaction details.

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 your selection. In the Account Search window, you can also specify the Account Type from a drop-down list. Double-click the item you want to select, or click the item and click Set. 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 displays 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 for each detail line:
   • Account #
   • Description
   • Project
   • Campaign
   • 1099 status
   • Amount
2. Click the Add New icon to add another detail line. As many detail lines as needed can be added this way. You can also enter a number between 1 and 99 on the right and click the Add New icon to add multiple lines at once (for example, Add 10 New Lines).
3. 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, then enter your level information according to your account structure.

1099 Status Codes

The following 1099 status codes are available:

• 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

Linking to Purchasing Management

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 Requisition link 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, click the Expand icon to view all detail lines. 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.

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 Update to apply the Purchase Order to the transaction, or click 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 lets you attach files from your device or scan image files using the Scanner.Client.exe program. See the Attachments Help Page for detailed information about the attachments feature.

Note: 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, choose one of the following:

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

Updated May 21, 2026 01:59