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Credit card details

  • 1.  Credit card details

    Posted Mar 12, 2018 06:41 PM
    We currently keep a spreadsheet of all the credit charges that hit in a specific month for all our company credit cards.  We have about 20+ employee credit cards​.  Once we gather all the information for the month, we code each invoice line in the spreadsheet.  We then integrate a journal entry into GP to capture are costs on the P&L.  The only bad thing about this, is we do not have any easy way to look at vendor history to see if an invoice was missed or to see payments, if a vendor is asking.  We currently have GP 2013 R1 but will be upgrading to GP 2018 within the next few months.  Is there any way to capture this credit card information into AP, to show history and show the invoiced paid by credit card.  One month can range from 750-1000 lines on a spreadsheet.

    Eugene Mauermann
    Accounting Manager
    National Business Furniture, LLC
    Milwaukee WI

  • 2.  RE: Credit card details

    Posted Mar 12, 2018 06:51 PM
    Edited by Kristen Hosman Mar 12, 2018 06:52 PM
    Hi @Eugene Mauermann

    What you're wanting to achieve can definitely be done in GP 2018 (you may be able to set this up in your current GP version as well).  There are some setup things but basically you would sent up a company credit card in GP.  Then you would use a tool like Integration Manager or SmartConnect to import in your transactions into the transaction entry window in the Purchasing module.  When importing you would import specifically to the vendor and use the invoice number if necessary for easy tracking.  When you import you could also tell the system it was paid via a credit card.  Then your credit card vendor would show an open payable for the dollar amount of all the transactions you import.  *You will need to setup all your vendors that hit your CC to make this work smoothly.

    Here's a quick example.

    I've setup an AMEX credit card with the vendor ID being AMEX.

    I then create the payment to GPUG for my yearly dues.  I mark this as being paid with a credit card (bottom right).  This would be the step you would want to import all your transactions into.

    Once you post the transactions you can see the history with the vendor and it shows a payment via credit card.

    AMEX also shows a payment due.  You would then create a check to AMEX and select all the transactions to pay.  This should balance out to the statement if you import everything at once.

    Kristen Hosman
    Dynamics ERP Consultant
    Briware Solutions Inc.
    Pine CO

  • 3.  RE: Credit card details

    Posted Mar 13, 2018 04:31 AM
    Kristen is right on. I have a blog post going into this in a little more detail in case it would help:

    Victoria Yudin
    Microsoft Dynamics GP MVP 2005-2018
    Flexible Solutions, Inc.

  • 4.  RE: Credit card details

    Posted Mar 13, 2018 08:05 AM
    We do something similar because our purchasing agent uses a company credit card for repeat vendors.  He issues a purchase order and pays the invoice by the company card.  I believe that it is processed like a manual payment and the actual payable is the credit card company with its own vendor number.  When I receive my credit card statement, I provide a spreadsheet for all AP (already posted) plus other expenses for the month like monthly computer services subscriptions.  My spreadsheet has about 30 lines on it.  The accounting manager takes my spreadsheet and codes the expenses and posts those entries to the credit card vendor.  Then he has one check to cut to the credit card company when it is due.  I hope this helps.

    Bob Lash
    General Manager
    Ti-SALES, Inc.
    Sudbury MA

  • 5.  RE: Credit card details

    Posted Mar 13, 2018 08:21 AM
    ​HI @Eugene Mauermann

    I think I took something different from your question.  My colleagues above have provided an excellent answer if you have one credit card vendor.  It sounds like you have multiple employee credit cards.

    If you can pay them all with one check to the credit card company, then the above method is excellent.  If you require more than one credit card vendor then the above methods might prove a little more difficult.

    So, if you do have ONE vendor, but want to keep up with who's card made what purchase, then upon entry you can click the credit card payment field as in Kristen's example above and enter more information about who's card was used.  In this example I am distinguishing that it was Jo's card and her card number (or you can use receipt number or merchant name, etc)

    IF you have more than one credit card vendor then I recommend a process of entering a payables transaction and using the actual credit card vendor and using the description fields to account for the purchases.  You can enter one transaction per purchase or you can enter one transaction with multiple lines of distribution - if this seems like a lot of work you can use an integration tool to bring it in from the excel sheet you now use.

    It sounds to me like, from your question, you would want to capture the vendor and payment information - which would be a separate transaction for each receipt (again, this can be integrated to save time).

    Keep in mind, again, that these are suggestions only if you have more than one credit card vendor.


    Jo deRuiter
    "That GP Red Head"
    Senior Financial Systems Consultant
    Heartland Business Systems, LLC
    Milwaukee, WI
    770-906-4504 (Cell)

  • 6.  RE: Credit card details

    Posted Mar 13, 2018 10:17 AM

    We have six credit cards that are used, four by the purchasing staff, two by managers.  I process the two by managers.  One of my monthly recurring expenses went from payment by check to credit card only.  I like how I can process the invoice in Payables noting that it is paid by credit card.  Unfortunately that capability is not on the Purchase Invoice Entry screen.  

    When I can, I do use it.  When the credit card statement arrives, I key two items, an invoice and a credit memo.  I cut the check/payment from the invoice.  The credit memo is used to offset the purchasing invoices.  The process has been to key a summary by GL expense to an invoice to book items not on the purchase orders, or direct keyed to payables.  Recently, I have used Integration Manager to upload the statement detail, which is in the Distribution Screen:

    The upload could be to individual vendors.  I am doing something similar.  But still tweaking the secondary screen in my case for a check payment, yours from credit card used.

    But AP integrations have been from 25 detail lines to 125 lines.  So now we have the detail IN the general ledger, eliminating the question what is this $1000 in office supplies?  hehehe

    Thomas Hill
    Accounts Payable - Expense Processing
    M&A Technology, Inc.
    Carrollton TX

  • 7.  RE: Credit card details

    Posted Mar 14, 2018 02:47 PM
    Does Anyone have a written procedure of this method? We are just looking to start implementing this and would like some guidance.
    Does anyone have a form they require employees to use when submitting credit card receipts?
    How do you enter the business purpose or project of the receipt into the transaction?


    Allyson Weber
    International Association of Assessing Officers
    Kansas City MO