Modify Credit Card Information

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Modify Credit Card Information allows you to enter and track credit cards, monitor charges made by staff to one or multiple credit cards, scan receipts and supporting documents, reconcile transactions, and pay the credit card bill.

Credit Card Information Grid

The following columns are displayed for each credit card in the grid:

1. Credit Card
2. Balance: This is calculated by adding the Ending Balance from the most recent Credit Card Statement to all posted, unreconciled Credit Card Transactions (charges and payments).
3. Users: Hover over the Users icon to view the users associated with the credit card.
4. Active: A check mark indicates active status.
5. Note: Hover over the Note icon to preview the note.
6. Setup: Hover over the Information icon to display user and time information for when the credit card was set up and last updated.

Note: Click on the Credit Card, Balance, Active, or Note heading to re-sort the credit cards in the grid.

To edit, add, or delete a credit card in the grid:

1. Double-click on a credit card or click the Edit icon to edit a credit card.
2. Click the Add New Credit Card link to add a new credit card.
3. Click the Delete icon next to a credit card to delete it. You can only delete credit cards to which transactions have not been posted.
4. Select a credit card, then click the Reconcile Transactions button to reconcile it (More Information).

Credit Card > Update

The Credit Card > Update page allows you to add a new credit card or edit an existing one. The page displays two tabs: Users and Notes.

1. Enter your level information according to your account structure.
2. Enter the Account # and a Description for the credit card.
3. Enter the Card Account # and select the Expiration Date.
4. Search for and select the Credit Card Vendor.
5. Check the Active? box as appropriate.

Account Select and Vendor Search

Important: It is recommended that you set up a separate liability account for each credit card you use so you can track activity in the General Ledger for each one. It is also strongly suggested that you enter only the last four digits of the account number, or another number that does not reveal the credit card's account number.

You can search for levels and accounts by clicking the Search icon or by pressing the letter "S" when your cursor is in the field.

Use the filter at the top of the Account Search window to narrow down your selection.

To make a selection in the Account Search window:

1. Specify the Account Type in the drop-down list.
2. Double-click the item you want, or click the item and click the Select button.
3. Click the Close link to return to the Update page without making a selection.

How the Account # Field Is Used to Create Journals

The Account # field is a Payable Credit Card account used as a "wash" account, similar to the Payables Account # specified in Company Information (if you are running on the Accrual Basis). If you are running on an accrual basis and processing Credit Card transactions, you have two "wash" accounts. The following charts show how the Payables and Payables (CC) accounts are used to create journal entries on both the cash and accrual bases.

The Cash Basis creates two journal entries. The first is created when Credit Card Transactions are posted: the expense account is debited, and the Payable (CC) account is credited. The second is created when payments are processed: the Payables (CC) account is debited, and the bank account is credited.

The Accrual Basis creates three journal entries. The first is created when Credit Card Transactions are posted: the Expense account is debited, and the Payables (CC) account is credited. The second is created when posting transactions: the Payables (CC) account is debited, and the Payables account is credited. The third is created when processing payments: the Payables account is debited, and the Bank account is credited.

To select the credit card vendor:

1. Click the (not set) link or the Search icon to display the Vendor Search window.
2. Enter your search in the Name field. By default, the search looks for last names and organizations. You can also search by:
   • First and last names, entered in "lastname, firstname" format.
   • Just a first name, by starting your search with a comma (for example, ", James").
   • A complete list of vendors, by searching for just a comma.
   • City and State.
3. Results default to Accounts Payable. Select All Applications from the drop-down list to view all names.
4. Select the vendor associated with the credit card and click the Select button, or click the Close link to return to the previous page without selecting a vendor.

Users Tab

For each credit card user in the grid, the following columns display:

1. User Name
2. Active: This column contains a check to determine whether the user is active.
3. Balance: The total of the user's unreconciled Credit Card Transactions (charges).

To add or edit a credit card user:

1. Click the Edit icon or double-click a user to edit, or click the Add New Credit Card User link.
2. To delete a user, click the Delete icon in the grid to be prompted to delete that user.
3. Click the (not set) link or the Search icon to display the Person Search page. By default, the search looks for last names and organizations. You can also search by:
   • First and last names, entered in "lastname, firstname" format.
   • Just a first name, by starting your search with a comma (for example, ", James").
   • A complete list of individuals, by searching for just a comma.
   • City and State.
4. Results default to Accounts Payable. Select All Applications from the drop-down list to view all names.
5. Select the credit card user and click the Select button, or click the Close link to return to the previous page without selecting a credit card user.
6. Select whether the user is Active.
7. Click the Apply button to save changes and start adding another user (this option only appears when adding new users), the OK (or Update) button to save changes to that user, or the Close link to return to the Update page without saving.

May you uncheck Active? If you would like to hide the credit card from Current Financial Settings, which would prevent entering new Transactions and Statements.

Note: You cannot inactivate the credit card currently selected in Current Financial Settings; the Active? The checkbox will display as grayed out.

Note Tab

Enter a note associated with the credit card if applicable.

When finished, click the Update button to save your changes and return to the Credit Card page; click the Reset link to undo all changes since the last time the page was updated; or click the Cancel link to discard all changes and return to the Credit Card page.

Updated June 01, 2026 19:52