[AP] AP - Automated Credit Card Transaction Process

Before using this process, there are two setup items that need to be done:

1. In CM Accounts, check the box for each CM account that is a credit card.

2. On each credit card CM Account, go to the Credit Cards tab and enter the last 4 digits of each credit card linked to that account, as well as a description (typically the card holder's name).

All credit card vendors should be set up with a vendor number in the 9000 sequence.  The sort name should be "CCVendorName".

When entering AP, the only difference between credit cards and normal AP invoices is that you will enter the last four digits of the credit card number used in the CC# field.

This same process can be used in AP Unapproved Entry or AP Transaction Entry.  If entering into AP Unapproved Entry, when you go to post the approved AP transactions, you can just post them.  There is no need to open the batch first, unless there is tax that needs reviewed.  

Whether you are using AP Unapproved or AP Transaction Entry, in the payments override tab, only enter a number in the Pay Control field.   If you are using AP Transaction Entry, you will always use pay control 1.  If you are using AP Unapproved Entry, you will use either pay control 1 or 3.

Once you have processed the AP Transaction Entry batch, open a new AP Payment Workfile.  Click the button that says "CC CM Update".  What this does is it looks at all open AP transactions that have a CC# listed, and looks up the CM account that is linked to the last 4 digits of the CC that you entered.  It then updates the CM account assigned to those transactions from the default (typically 101) to the correct CM account.

After running the update, check the box to restrict by payment control, and fill the grid with only transactions with pay control 1 and 3.  Check all of the transactions to be paid, then create the batch.  Note: if you have credit card transactions for multiple months, you will have to do this process twice, only checking the items for one month at a time.

This is what each transaction will look like when you first open the batch:

Notice that the CM account should be the correct CM account for the credit card used, and that field is grayed out.  In fact almost all fields are grayed out.  

Next, click the box for "CC Payment"

You will get the message above.  Once you close the message, the transactions will be updated to include a CM Ref# and Paid Date.

Finally, process the payment batch as you would with any payment batch.