Credit Card Statements in Accounts Payable

Accounts Payable can be used to track credit card statements and payments.

If not already set up, add the Credit Card to the Vendor List in Brief Accounting:

Select the Lists module > Click the Vendor tab > Click the New icon at the top.

Fill in the information, leaving the Default GL field blank. Click Accept:

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With the credit card created as a vendor, enter a new Accounts Payable invoice containing each item on the credit card statement:

Select the Payables module > Invoice tab.

Enter the Vendor No. (as created above) and click OK:

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Enter the date of the credit card statement, assign an invoice number, and enter a reference:

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Enter a description of the first statement item and the amount.

Enter the appropriate GL account:

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Click Accept to Save, or click the New icon to save the current entry and open a new item screen. The next credit card statement item can then be entered:

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Continue through adding invoice items until all entries from the credit card statement are entered.

If a statement item is a cost to be disbursed to a client, the GL 5001 should be used. When 5001 is used, enter the file number of the matter that the disbursement slip is to be created in:

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When this is done, a disbursement slip for the cost will automatically be created in the specified matter.

When all items have been entered, click Post to post (and print) the invoice:

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Making Payments to Credit Cards:

Once the invoice is posted, a payment can be made from the General Account to the credit card.

Select the Payables module > Check tab.

If you have more than one general bank account, a prompt will allow you select the account that the payment is to come out of. If there is only a single general account in Brief Accounting, a blank accounts payable check screen will open.

Type the first few letters of the vendor and press the "tab" key on your keyboard:

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The check will auto populate with the vendor and the amount of the outstanding invoice:

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NOTE: At this stage, the check Date and Amount can be changed if the full amount of the invoice is not being paid, or if the check is pre or post dated.

The Check No can also be overwritten to reflect an electronic funds transfer if a physical check is not required.

Click Post when the check is completed.

Viewing Transactions:

Select the Payables module > Statement tab for the Vendor.

By default, any Outstanding Invoices (and partial payments) are displayed.

Select the Paid side menu option to view the paid invoices and associated payments:

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Repeating Monthly Transactions:

On most credit card statements, there are monthly transactions that are repeated from month to month.

Invoices can be cloned from month to month to save manual data entry. To clone an invoice:

Double-click on an invoice from a previous month to open it.

From the Special menu along the top menu bar of the computer screen, select Clone Invoice.

Alternately, click the Command and k keys simultaneously on the keyboard as a shortcut to clone an invoice.

Click Clone to make a copy of the invoice:

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An editable copy of the original invoice is created.

Change the Date, Invoice Number and Reference as required.

Any items that are the same as the previous month can be left as is.

For any items that should be removed, single-click on the item to highlight and click the Delete icon:

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For any items that need to be edited from the previous month, double-click on the item. Change whatever information is required on the invoice item.

 

 

 

 

 

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