How to Enter Credit Card Transactions and Scan Receipts

Transcription

1 How To Updated: 06/29/ Shelby Systems, Inc. All Rights Reserved Other brand and product names are trademarks or registered trademarks of the respective holders.

2 Entering a charge transaction into the Credit Card Transactions is very similar to entering an invoice into Accounts Payable. The process differs in that you select the credit card and the individual who used the card prior, in addition to other needed information. The program offers one new option that allows you to attach a copy of the transaction, purchase order, and/or other documents using a scanner that supports a TWAIN interface. Page 2

3 1. Click Credit Card Tracking on the Accounts Payable Home Base screen. 2. Click the Credit Card that was used for the transaction you want to enter. 3. Click Process Transactions. 4. Verify that you have selected the correct credit card by checking that the bold text on the entry screen that matches the credit card you intended to select in step 2 above. 5. Click the New icon on the tool bar, or right-click in the grid area and choose New to start your entry. 6. Use the drop-down arrow and choose the person using the credit card in the User field. 7. Enter part of the vendor's name in the Vendor Name field, locate and then double-click on the Vendor record in the GlobaFILE section. 8. (Optional) Enter the credit card transaction/reference number in the Ref. # field. 9. (Optional) Enter the invoice number in the Inv. # field. 10. Enter the transaction date in the Date field. 11. (Optional) Enter a PO#, or use the pick button to select an existing purchase order from Shelby Purchase Order module. 12. Enter the total charge amount in the Total field. 13. Enter any discount in the Discount field. 14. Complete the General Ledger Distribution section by entering the fund number, department number, and account number using your regular office procedure for Accounts Payable. 15. You may enter a description on each line as needed. 16. Verify the 1099 status and change if the default for the selected vendor is incorrect. Page 3

4 17. Enter the line item amount in the Amount field. NOTE: The exact options and steps that are available to you depend on the software associated with the scanner attached to your computer. Most packages are similar and hopefully the following steps will help you learn to use your own system. The following steps and screen shots come from using a Canon flat bed scanner. 18. Click the Acquire/View button to scan a document. If you do not need to scan a document, then click Apply or OK to save your entry and proceed to the Completing and updating entered transactions section below. 19. Insert the document in your scanner according to your scanner's instructions. 20. Click Acquire on the menu bar as shown below. Page Select Preview. Preview may allow you to view and crop the image, therefore saving disk space. 22. Crop the image so that all information is included but extra white space is excluded. 23. Check the image resolution that you wish to use for the document. Use as low a setting as possible that will produce a good readable image. For many documents 100 dpi should work well. The screen shot below was produced using 100 dpi.

5 24. Select Scan. 25. If the image is acceptable, then proceed to step 26 below. How to Enter Credit Card Transactions and Scan Receipts If the image is not acceptable, then click Clear on the menu bar and repeat Steps 21 through 25 above. 26. If you wish to scan an additional document, then place the next document in your scanner following the instructions provided with your scanner. (Note: Document images are saved in TIFF format which allows multiple pages to be scanned or existing files to be expanded to include additional pages. TIFF is an acronym for tagged image file format.) 27. Click Acquire on the menu bar. If you have already returned to the input screen, then click the Acquire/View button and then Acquire to scan the document. 28. Repeat the scan procedure for any additional documents, and then return to the input screen. Page 5

6 1. After you have entered the transaction information and scanned any documents, then click the Apply button to proceed to the next transaction, or click the OK button to save the current transaction. 2. After you have entered all transactions and returned to the Transactions screen, click the Save icon on the tool bar to post the entries. 3. Click the Yes button to continue the posting process. 4. Click the OK button on the Temporary Backup notice screen. 5. Verify or change the date information on the Post Entries to General Ledger screen. 6. Click OK to continue. 7. Click Yes if a verify period/date warning message appears. 8. Print the report if you need a hardcopy, otherwise click the Close icon. 9. Click OK to finalize the update. Page 6