Entering Credit Card Charges

By |2021-07-21T14:59:50-05:00March 26th, 2018|Comments Off on Entering Credit Card Charges

Introduction

This topic will cover entering, editing, and deleting credit card charges.

Usage

Enter a charge for purchases you track through expense accounts and for the following types of items: non-inventory part, service, and other charge. If you are using purchase orders in Total Office Manager to order inventory, enter charges for inventory part items too.

Later, you will pay these credit card charges when you reconcile the credit card account. When you reconcile the account, all of the credit card charges you have entered will be displayed so you can verify them. You may then create a check to pay your credit card statement. Click here for more information.

Form Access

  • From the main menu, click Banking | Enter Credit Card Charges

Note: The amount of the Credit Card Charge will automatically populate the Amount field, once the amount or amounts has been entered in the expense or item tabs of the CC Charge Window.

Field and Button Definitions

Credit Card Charge

Credit Card

Select from the drop down menu the credit card used. Or create a new account by click the hand icon to the right of the credit card field.

Purchased From

Select from the drop down menu the Vendor/Person you purchase the items from. Or create a new Vendor/Person by click the hand icon to the right of the Purchased From field.

Ref No

Enter the billing number, or a number of your choice.

Date:

The current date will automatically popular the field, or you can enter another date by clicking on the drop down arrow for the calendar.

Amount

Do not enter a dollar amount in this field. It will automatically popular with the correct dollar amount once all amounts are entered.

Memo

Enter any general information you might need to track this particular credit card charge.

Expenses Tab

Account

Select from the drop down menu the expense account that is to be affected by the bill.

Amount

Enter the amount of the bill for the particular expense being entered. You may be entering more than one expense item.

Memo

Enter any particular information pertaining to the expense bill you are entering, that you may need to help track this expense bill.

Customer Job

Select from the drop down menu the customer job for this particular expense bill, if applicable. This is used in Job Costing as well as makes the expense available on a sale or invoice as “reimbursable”.

Department

Select the department (if any) that this expense is related to. If you need to, you can split the check up using as many line items as needed. This allows you to have departmentalized financial statements.

Marketing

Select the correct marketing type (if any) that this expense relates to. This is how Total Office Manager matches marketing types with expenses. This information appears on certain reports and allows you to see which marketing types perform best by comparing its expense with related sales.

Items Tab

Item Code/ Description

Select from the drop down menu the particular item code/description of the line item you are enter.

Qty.

Enter the fiscal number of the line item you are entering. Example: 3

Warehouse

Enter the warehouse (storage) location you are taking the item from.

Cost

Enter the cost of the item you are entering. Example: $25.00

Amount

Enter the total amount of the line item you are entering. Example: $75.00

Customer Job

Select from the drop down menu the customer job, if applicable. This is used in Job Costing as well as makes the item available on a sale or invoice as “reimbursable”.

PO / Serial #s

Enter the P.O. or the serial number, if applicable.

Button Definitions

Save & Close

Click to save the credit card charge and close the form.

Save & New

Click to save the credit card charge and open a new Credit Card Charge window.

Clear

Clear the information that has been entered into the Credit Card Charge Window.

Step-By-Step

  1. Open the form and sort the list if desired.

  2. To enter a new credit card charge, click the CC Charge button (lower left hand corner of the form) and select New Credit Card Charge.

  3. To edit a credit card charge, click the CC Charge button (lower left hand corner of the form) and select Edit Credit Card Charge.

  4. To delete a credit card charge, click the CC Charge button (lower left hand corner of the form) and select Delete Credit Card Charge.

Entering A New Credit Card Charge

From the main menu, click Banking | Enter Credit Card Charges | CC Charge button | New Credit Card Charge.

Make Changes to Credit Card Charges

To make changes, open the credit card charges list and select the transaction you wish to edit. Click CC Charge | Edit Credit Card Charge.

Passing Along A Credit Card Expense To A Customer

If you have purchased something for a customer for whom you will be reimbursed, select that customer when entering a new CC Charge.

Entering Credit Card Finance and Interest Charges

If you carry a balance from month to month on a credit card, you’ll need to enter finance or interest charges in Total Office Manager. You can add these charges when you reconcile your credit card or enter them directly into your credit card charge form. Be sure to create an account to track finance and interest charges

Finding a Credit Card Charge

The easiest way is to use the credit card charges list. You can also use the Advanced Find feature.

Tips

  • You can delete multiple credit card charges. To highlight multiple credit card charges, press and hold your CTRL key and click each credit card charge. You may also select a range of credit card charge by highlighting the first credit card charge in that range, press and hold your left Shift Key, and click the last credit card charge in that range.

  • You can select a Credit Card Charge and right click for common task.

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Aptora delivers a true All-In-One services software solution including CRM, accounting, payroll, inventory, vendors, sales, marketing, dispatch, flat rate pricing, and more. NO 3rd party plugins or integrations required. Created by contractors for contractors, we know what it takes to grow your services-based businesses.

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