Information on credit card processing in Payables Management in Microsoft Dynamics GP


Source: Microsoft Support

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INTRODUCTION


This article provides an overview of the how credit card processing functions in Payables Management in Microsoft Dynamics GP.

More Information


  1. Set up the credit card in the Credit Card Setup window.
    1. Click Tools on the Microsoft Dynamics GP menu, point to Setup, point to Company and then click Credit Cards.
    2. Enter a Card Name.
    3. Click to select the Used by Company check box.
    4. Click Credit Card.
    5. Assign a Vendor ID (i.e. "credit card vendor").

  2. Enter credit card payments in the Transaction Entry window (on the fly) or in the Manual Payment Entry window.

    • To open the Payables Transaction Entry window, click Transactions, point to Purchasing, and then click Transactions. This option is applicable if the invoice to be paid has not yet been posted.
    • To open the Payables Manual Payment Entry window, click Transactions, point to Purchasing, and then click Manual Payments. This option is applicable if the invoice has already been posted. Use the Apply Payables Documents window to apply the manual payment to the invoice.

    • To open the Apply Payables Documents window, click Transactions, point to Purchasing, and then click Apply To.

  3. The credit card payment, similar to a computer check, uses PAY (debit) and CASH (credit) distribution records. Keep in mind that an invoice uses PURCH (debit) and PAY (credit) distribution records.



    Invoice transaction example


    Distribution TypeAccount NumberDebit AmountCredit Amount
    PURCH000-1300-01100.00
    PAY000-2100-00100.00

    Credit card payment example

    Distribution TypeAccount NumberDebit Amount Credit Amount
    PAY000-2100-00100.00
    CASHxxx-xxxx-xx100.00
    Note xxx-xxxx-xx is the accounts payable account of the credit card vendor.

  4. The account for the CASH distribution record defaults from the Vendor Account Maintenance window of the credit card vendor. If there is no default account set up, the account must be manually entered in the Payables Transaction Entry Distribution window.

    1. To open the Vendor Account Maintenance window, click Cards, point to Purchasing, and then click Vendor. In the Vendor Maintenance window, after entering in the vendor to review, click Distributions.

    2. To open the Payables Transaction Entry Distribution window, click Distributions in the corresponding window the credit card payment is being processed, and enter the appropriate account.

  5. Posting a credit card payment generates an outstanding invoice (i.e. OPEN status) for the credit card vendor. This credit card invoice does not have distribution records. However, note that the PURCH distribution record of the original invoice, and the CASH distribution record of the credit card payment transaction, nets to a payable amount to the credit card vendor. This is consistent with step 4 where the pair of PAY distribution records cancel each other.



    Example:

    Distribution TypeAccount NumberDebit AmountCredit Amount
    PURCH000-1300-01100.00
    PAY000-2100-00100.00
    PAY000-2100-00100.00
    CASHxxx-xxxx-xx100.00
    Note xxx-xxxx-xx is the accounts payable account of the credit card vendor

  6. If you want to void the credit card payment (e.g. a different invoice should have been paid instead), both the credit card payment and the credit card invoice should be voided.


    • To void the credit card payment, use the Void Historical Payables Transactions window. On the Transactions menu, point to Purchasing, and then click Void Historical Transactions.

    • To void the credit card invoice, use the Void Open Payables Transactions window. On the Transactions menu, point to Purchasing, and then click Void Open Transactions. If a payment applied to the invoice, you must void the payment first.

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References