Accounts Payable > Payments to AP Invoices > Credit Card Payment

The Record Credit Card Transaction function also allows you to amend or update credit card payments previously recorded in AccountMate. Credit card or charge transactions can be amended if the following conditions are met:

•The credit card transaction is not yet paid.

•The charge transaction must not yet be reconciled (if the Reconcile Credit Card Statement feature is activated for the credit card vendor).

•If the charge transaction is used to pay a prepayment, the prepayment must NOT have been partially or fully used to pay for vendor invoices.

To amend a charge transaction, perform the following steps:

1.Access the Record Credit Card Transaction function from the Transactions menu. The Lookup screen is automatically displayed.

2.Enter in the Lookup field the charge transaction or invoice number that you want to amend; then, press the Enter key. Alternatively, you may enter in the Lookup field a few characters of the charge transaction number to do a quick search. Scroll up or down on the Lookup grid to locate the charge transaction; then, double-click to select.

Note: Once a valid charge transaction number is entered, the transaction details are automatically displayed on the screen of respective pages. The complete credit card number information will be displayed provided that you are granted access rights; otherwise, the Credit Card # field will show as blank.

3.In the Information Page, perform the following:

3.1. Review or amend the values in these fields:

oNet Days

Review or amend in this field the net days for this charge transaction.

oCharge Date

Review or amend in this field the date for the charge transaction.

oPost Date

Post date is the date you want the system to post the credit card invoice to the General Ledger. The post date may be based on the Invoice Date or System Date depending upon the option chosen in the Invoice Post Date Based On area of the AP Module Setup function. Review or amend the values in this field as necessary.

oDue Date

Review or amend in this field the date this charge transaction is due. It is calculated as Charge Date + Net Days.

oCharge Amount

Review or amend in this field the amount you want to charge to the credit card vendor's account. If the charge transaction is used to pay other vendor's invoices, this becomes a read-only field which shows the total applied amount for AP invoices and prepayments. It is updated once paid amounts are entered in the invoices and prepayments displayed in the Payment Details Page.

oReference

Enter in this field any reference for this transaction such as "Office supplies," "Shipping Services," etc. A reference can be used as a keyword by which you sort the charge invoice records. The default value in this field comes from the Reference field in the Vendor Maintenance record for the credit card vendor selected.

oDescription

Enter in this field any description for the charge transaction. You may enter "Computer purchase" in this field.

3.2. Review or amend the charge transaction's pay class code in the Pay Class field. Pay Class denotes the urgency of payments you set for each transaction.

3.3. Review or amend the default bank code in the Bank # field. The information in this field denotes the bank where you maintain the credit card account.

3.4. Mark or unmark the Used to pay other vendor's invoices checkbox. Note however, that marking this checkbox will activate the Payment Details Page where you can select the individual AP invoices or prepayments for which to apply the payment. Leave the checkbox unmarked if the charge transaction is not used to pay for other vendor's invoices and prepayments.

3.5. Mark or unmark the Hold checkbox. Marking this checkbox means that the credit card transaction will not be eligible for payment until it is released from its on-hold status.

3.6. The Authorize Payment area is enabled if the Used to pay other vendor's invoices checkbox is not marked. This area gives you the capability to quickly authorize payment for this credit card transaction in the same function. You may review or amend the values entered in the Apply Payment or Apply Adjustment fields, respectively. Alternatively, you may access the Authorize Payment function to set the authorized amount for payment for this charge transaction.

4.In the GL Distribution Page, review or amend the values entered in the GL distribution grid; that is, the GL Distribution Account, Amount and Line Description.

5.In the Payment Details Page, perform the following:

5.1 Enter in the Vendor # field the vendor code for whose AP invoice (s) you want to record payment by the charge transaction. Alternatively, you may click the List box button to display the available vendor records; then, click the vendor code to select.

5.2 From the Invoices grid, review or amend the values in the following columns:

•Paid Amount

•Apply Discount

•Apply Adjustment

•Apply Open Debit

5.3 From the Prepayments grid, review or amend the values entered in the Paid Amount column.

6.In the Open Debit Details Page, review or amend the values entered in the Use Amount column.

7.Review or amend vendor activity entries in the Activity Page.

8.Review or amend notes or vendor remarks entered in the Notes Page.

9.Click the Save button in the Transactions toolbar to save your changes; otherwise, click the Cancel button to discard any changes.

Amend Credit Card Transaction

Amend Credit Card Transaction