The following steps will explain in detail how to add a new Credit Card Charge.
1.From the Main Menu, click on Accounting, then Credit Card Charges. This will bring you to the Find Credit Card Charges search form. Next, click on the New button in the upper left hand corner of the Find Credit Card Charges form. This will bring you to the Credit Card Charges form. The cursor will be flashing at the top of the form in the Bank Account field.
2.The Bank Account field is where you select which account you want to use for the charge. This combo box will only display credit card accounts, which must be setup in advance by Adding a bank account to the Bank Account List form. Select the bank account you wish to use from the Bank Account combo box. When you have finished entering data for each field, press the TAB or ENTER key to move your cursor to the next field.
3.The Balance field is where you will see the Ending Balance of the bank account you have selected. This field is read only and cannot be changed.
4.The Currency field is used to assign a default currency for each charge. Normally this will automatically fill in with your default Currency ID setup in the Company Preferences form. If the currency you want to use is not in the list you will have to add it to the Currency Exchange Rate form. You can still override the Currency ID after it fills in if you need to but it helps speed data entry. You will notice that if you use a different currency other than the default currency set in the Company Preferences form, the Total fields will display a different background color as to what is setup in User Preferences form - System tab.
5.The Credit Card ID will be automatically filled in with a unique number based on the starting number that is assigned in the Starting Numbers form. This number is used as a reference for you and VisionCore to help find this transaction later if necessary. It cannot be changed on this form but you can change the numbering sequence in the Starting Numbers form.
6.The Account is a read only field that will display the account number entered in the Credit Card Account Information form.
7.The Bank Name field will display the name of the credit card based on the entry in the Bank Account combo box. This field is read only and used to make it easy to tell the name of the selected bank instead of trying to figure it out from the Account ID.
8.In the Date field enter the date of the charge you are entering. The date will automatically default to today's date. You can use the drop down arrow button to graphically enter the date using a miniature calendar or you can manually type one.
9.In the Payee field you will enter the name of the payee you used your charge card at. If you click on the combo box down arrow button you can review a list of all the contacts entered in the program. If you do not see the one you need, you can manually enter the Payee.
10.You can enter a reference number in the Ref No field. This field is completely optional and you can enter anything you want here.
11.Next enter the Amount that you have charged.
12.In the Memo field you can enter any references or notes that pertain to this charge.
The Line Item Detail is used to assign all related expense accounts for the charge you are entering.
1.In the Account ID field you can select an Account ID that will indicate what type of expense this is for your company. If you click on the down arrow button you can review the various accounts setup in your Chart of Accounts.
2.Whatever Account ID you select, the Description field will automatically fill in with description of the selected Account ID. You can add to it or change it if necessary.
3.The Name field can be used to reference a Customer or Vendor ID. If the selected Account ID is an "Accounts Receivable" header type then you must enter a Customer ID in the Name field. If the selected Account ID is an "Accounts Payable" header type then you must enter a Vendor ID in the Name field.
4.If you need to connect this charge with a particular Job, you can enter a Job ID in the Job ID field that you have previously created in the Jobs form.
5.Whatever amount you have entered to pay in the amount field of the charge, will be filled in the Amount field of the selected line in the Line Item Detail. You can change this amount if you will be splitting up the charge over several lines in the Line Item Detail. For every add line you add to the Line Item Detail, VisionCore will keep automatically entering the rest of the unapplied amount to that line.
6.The Total field at the bottom of the form will reflect the grand total of the charge.
7.The final step is to Post the charge you have created to update your General Ledger.
8.Click the Recap button at the top of the form to display a preview form of what will be entered in your General Ledger when you post the charge.
9.When you are through filling out all of the information for your charge, you can click on the New button to add another credit card charge or click the X box button at the upper right corner of the form to return you to the previous open form.