Credit Cards



The Credit Cards function allows you submit credit card charges for reconciliation to a Corporate Card invoice, payment, and invoicing to clients.


To Enter A New Credit Card Statement via credit card statement import:


AccountAbility allows you to import American Express cards either from a single card statement or from a statement that includes multiple cards.   This will allow all details from the statement to be automatically entered for correct coding to a job, client, or overhead expense.

Using this import process involves 3 main steps:

1.  Import Credit Card Statement Data

2.  Review of statement details and code to jobs, tasks, & clients.

3.  Approval of the statement details and posting to accounts payable.


Before importing, ensure that 2 things have be done:

1.  Download a copy of the American Express statement in Excel (.xls) format.

2.  Ensure a supplier is setup for each employee credit card you are importing.  Each supplier needs to have Supplier Type set to "Credit Card"  and Employee set to the Employee Name and Master Supplier set to "American Express" as shown here:




Once these two things are in place, you can begin the process.  We recommend that a Finance Dept. user is designated for all credit card imports.  Once imported, they can alert an employee that a credit card statement is available for review and coding, or they can review and code the charges before posting to Accounts Payable.


Step 1:  Import Credit Card Statement Data:

1.  From the "Time & Resources" menu, select "Credit Cards"

2.  In the right hand corner select either depending on the type of statement import you are doing.

3.  For importing a  Single Card, select Employee, Supplier, and click the button to select the excel statement.

For importing Multiple Cards, click button to select the excel statement.  The excel statement for multiple cards will have a column to each cardholder that will allow importing to separate employees and for separate postings to Accounts Payable to one Master Supplier.

4.  Click and AccountAbility will import the statement.


Once imported, the statement will be available to for review and coding by the Employee/Credit Card Holder or by an Administrator or Finance user with proper approval settings.


Step 2: Review of statement details and code to jobs, tasks, & clients.

1.  A credit card holder will find any unsubmitted credit card statement by clicking on on the main menu screen.

2. From the Expense Claim Browse screen, click

3.  Ensure that to show only credit card statements that need attention.

4.  Select the credit card statement to review by clicking on the blue number in the Bill No. column.  This will bring a line by line detail of the data imported.

5. For each line,  you must enter at least a Task Type Code in order to submit the expense.  You can also enter a Job No., Client Code, and a Note to explain the expense. If a Job No is entered, the Client for that Job will automatically populate in the Client Code field when the Credit Card Bill is submitted or saved. If the Credit Card Bill is not for a specific Job No., but is related to a specific client, you can manually enter only the Client Code in the Client Code field.

6. When all data has been entered, click to forward for approval.


Step 3. Approval of the statement details to allow for posting to accounts payable.

1.  From the "Accounting Menu" menu, select "Payables" "Supplier Invoices" "Search Supplier Invoices" to review all invoices submitted to Accounts Payable but not approved.

2. Ensure that to show only unapproved invoices that require attention.

3. Select the credit card statement to review by clicking on the appropriate blue number in the Supplier Invoice column. This will take you to the Supplier Invoice Form screen.  AccountAbility will automatically add "Credit Card" to the invoice number to make this easier to find and designate that payable as a credit card expense.

4.  Detail lines can be corrected or if all detail lines are correct, click .  The invoice number and will appear in the top left corner to show that your credit card statement has been posted successfully to Accounts Payable.


To Enter A New Credit Card Statement Manually:


Using the credit card module for inputting credit cards statement manually involves 2 steps:

1.  Input of the statement details and coding to jobs, tasks, & clients.

2.  Approval of the statement details and posting to accounts payable.


Step 1.  Input of the statement details and coding to jobs, tasks, & clients.


1.  From the "Time & Resources" menu, select "Credit Cards"

2.  Click MIP

3.  Use to search for the Employee name to be used for the Credit Card expenses.

4.  Use to search for the Supplier name to be used for the Credit card expenses.  Only supplier with can be used to enter a credit card expense.

5.  Enter the date of the credit card bill.

5.  Enter any notes regarding the credit card bill, i.e. "January Mastercard"

6.  Enter the credit card bill line by line, by entering Date, Job No. Task Type, Description, Amount including tax, and Taxable Code.  If a Job No is entered, the Client for that Job will automatically populate in the Client Code field when the Credit Card Bill is submitted or saved.  If the Credit Card Bill is not for a specific Job No., but is related to a specific client, you can manually enter only the Client Code in the Client Code field.

7.  Click to submit your Credit Card Bill to Finance.  Or click or to save your claim so you can return to it later before submitting.

8. A status message indicating will appear when you have successfully entered the Credit Card Bill.

The credit card statement will then be forwarded to Accounts Payable.  Changes after submission can only be made to the credit card entry in Accounts Payable.


Step 2. Approval of the statement details to allow for posting to accounts payable.

1.  From the "Accounting Menu" menu, select "Payables" "Supplier Invoices" "Search Supplier Invoices" to review all invoices submitted to Accounts Payable but not approved.

2. Ensure that to show only unapproved invoices that require attention.

3. Select the credit card statement to review by clicking on the appropriate blue number in the Supplier Invoice column. This will take you to the Supplier Invoice Form screen.  AccountAbility will automatically add "Credit Card" to the invoice number to make this easier to find and designate that payable as a credit card expense.

4.  Detail lines can be corrected or if all detail lines are correct, click .  The invoice number and will appear in the top left corner to show that your credit card statement has been posted successfully to Accounts Payable.