Credit Card Accounts DUX has the facility to record payments made via school-approved credit cards. This module allows both the entering of transactions and reconciliation of payments made via credit cards. Credit Card Accounts Setup Prior to recording any transactions made via credit card, it is necessary to configure the Accounts Payable: Credit Card Accounts table. Procedure: • Select Finance Module / Accounts Payable / File Maintenance / Credit Card Accounts. • To enter a new record select NEW. The following screen appears: • Card Number is the 16-digit number located on the credit card. • Balance is the current balance on the credit card and is maintained by the system. • Description relates to the legal entity for which the card was issued, for example ST LUKES SCHOOL. • Bank relates to the financial institution where the credit card was issued, for example WESTPAC. • Branch relates to the branch of the bank issuing the credit card. • Staff ID relates to the staff member responsible for the recording and reconciling of the credit card transactions. • Account Centre Code relates to the General Ledger account associated with the credit card. • Expiry Date is the date that the credit card expires and is MM/YY format, for example 05/10 = May 2010. • Credit Limit is the maximum borrowing amount provided by a bank or lender. • Validation Number is the number that is used to validate the credit card number and credit card expiry date. This number is generally located at the back of the credit card. • Last date is related to the date that the card was last used. • Amount is the amount of the last transaction processed on the credit card. • Once all the details have been entered, select SAVE. Credit Card Transactions The credit card transaction process offers the functionality for users to process the credit card transactions for all purchases made to suppliers prior to performing the bank reconciliation. This process will eliminate the need to record direct debits for all credit card purchases made within the bank reconciliation. Procedure: • Select Finance Module / Accounts Payable / Transactions / Credit Card. • Select the desired credit card whereby the following screen appears: • Slip Number is the invoice number associated with the purchase made. The details entered in this field box will appear on a transaction report. • Supplier Code is the supplier for where the purchase(s) and payments are made. • Date is the date of the purchase made. • Amount is the dollar amount of the purchase(s) made. • GST Inc? field is flagged if the dollar amount is GST inclusive. • Name is the name of the supplier to where the payment is to be made. This information is automatically entered when the supplier code is entered. • Address is the address of the supplier for where the payment has been made. This information is automatically entered when the supplier code is entered. • Suburb/Town and Postcode is automatically entered when the supplier code is entered. • Once the information has been entered select OK whereby the Edit Credit Card Transaction Entries screen appears as shown below: • This screen allows a description and account code to be specified for each transaction made for that particular credit purchase. • The amount entered for each item inclusive of GST will be equal to or less than the invoice total (for multiple items) and the Account Centre tells the system where this item is to be posted. • It is necessary to specify the GST% on the transaction total and the GST Reference for updating of the BAS Report. • Once the fields have been completed for the first item on the invoice select OK. This process continues until the balance remaining is zero on the bottom right of the screen. • Once this balances, select OK. The system then prompts the following message: • Select YES. The system then requests if another Credit Card Slip is to be entered. • Selecting YES enables another Credit Card Slip to be entered. • Selecting NO will exit the Credit Card Entry module. • Once all Credit Card Slips have been entered, release the transactions to the General Ledger via Finance Module / Accounts Payable / Transactions / Release to General Ledger. Credit Card Reconciliation When the school has received credit card statements, it is important to reconcile the transactions processed within the system against the statement sent by the financial institution or lender. Procedure: Select Finance Module / Accounts Payable / Transactions / Credit Card Reconciliation / Credit Card Reconciliation. • Date is the closing statement date. • Total Billing Account is the closing statement balance. • Once all details have been entered select OK whereby the Credit Card Reconciliation screen will appear: • From this screen it is necessary to use the Present and Remove options to move transactions from the unpresented to the presented section of the screen and vice versa. This can also be achieved by double clicking on individual items. • The Direct DR/CR option is used to record other items that may appear on the bank statement. This could include for example, interest. • The Direct DR/CR screen is shown below: • It is possible to save credit card reconciliations in draft mode in the case that the process is interrupted. • Once the Adjusted Charge for Period and System Balance agree, the Process button will be activated. Once selected, the Payables: Cheques Accounts table will appear as shown below: • Select the Cheque Account to identify where the payment of the credit card transactions are to be paid followed by OK. The following screen will then appear: • Select YES to save the details to the Reconciliation History module. The user will then have the option to print the Credit Card Reconciliation report. • Select OK whereby the following final message will be presented: • Select OK. • Ensure to release the transactions to the General Ledger via Finance Module / Accounts Payable / Transactions / Release to General Ledger. Credit Card Transactions within the Bank Reconciliation It is necessary to identify Credit Card Payments within the Bank Reconciliation. As shown below, Credit Card Payments appear as a type CCP. Credit Card Reconciliation History Dux has the ability to store history credit card reconciliations depending on whether the user has selected YES to saving the reconciliation details to the history table during the finalisation of the credit card reconciliation process. Users have the ability to view or print past credit card reconciliations. Procedure: • Select Finance Module / Accounts Payable / Transactions / Credit Card Reconciliation / Reconciliation History. • The Payables: Credit Card Reconciliation History screen appears whereby the user can use the search button to search on either a specific account or specific date for the required credit card reconciliation. • Once the relevant option has been entered select OK. Depending on what option is taken, the system will either present the very first credit card reconciliation saved in history for the account number selected or present the very first credit card reconciliation performed for the specified date. • Once the required credit card reconciliation is chosen the view or print option will be available when the user selects the Print button on the menu.
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