Every accounting software I've ever used has a credit card module: QuickBooks (all versions, Pro, online, etc.), Sage Timberline, ParishSoft. The way the directions for Viewpoint say to process credit cards is so so wrong. I am doing it but the fact that it is linking it to a Cash account is just not proper accounting. A credit card module should be standard on any accounting software. Even my personal software, Quicken, has a credit card function.
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| Company | Denison Landscaping, Inc. |
| Job Title / Role | Accounts Payable Manager |
| I need it... | Yesterday...Come on already |
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I agree with the original comment that a module or form is needed - in my mind within the AP module since it is recording expenses and the related liability, and per the original comment please do not link this to a CM Account (no part of this other than the actual cc payment is a cash transaction).
Desperately is an understatement. The buggy work-around and difficult reversals cause so much lost time.
We had to work around it by creating a "bank" called "AMEX" in order to set credit card vendors with the bank# in their vendor file and then we have 2 check runs-one for the operating bank (physical checks) and the credit card payments. We print out copies like normal for the credit card payments, then stamp them "paid by AMEX" so that when someone looks at it they know how we paid it. I reconcile the AMEX statement like a bank account. That is how we work around the issue, but having a credit card feature would be helpful.
I agree. We are about to embark on a UD solution. I am thinking two tables, card holders and transactions. The card holders has a login id, which limits access to the transactions. Assuming the transactions are uploaded with the CH on each record. the CH can then attach images, etc. Fill in some fields, job/phase/ct, GL or equipment/cc/ct and a note. Accounting can verify, maybe have management approval routing. Without the approval routing, it is a 40 hour project, add 20 for approval process. Could also deply via a mobile app that allows UD usage.
I agree this should be built-in. It's not that difficult to create. I developed a customization that allows you to input the last 4 digits of a credit card number onto the transaction entry, this links to CM account, each credit card has its own CM Account, which allows reconciliation per card, the invoices are then paid by the CM account. The custom workflow will auto-assign CM reference numbers to all of the transactions across multiple CM accounts and use the invoice date as the check date to allow easy reconciliation. If Viewpoint developers would like a headstart, I'd be happy to show them the workflow.
Kevin Halme | Constructive Tech Solutions
I utilize Material Sales and SM. I am not sure AP is the right module for what I am wanting. Two years ago, we transitioned from Quickbooks to Vista. The biggest drawback to Vista is this Credit Card issue. Quickbooks has a credit card processing solutions all integrated within which allows for open invoices for particular customers to populate. It's mindblowing to me that Material Sales and Accounts Receivable do not communicate in that pulling a report in MS does not show whether an invoice has been paid or not. (Quickbooks stamps "PAID" on invoices that have been paid, brilliant!). Another consideration would be a merchant processor that is PCI compliant which stores the credit cards in their system
So - I thought of a fix for this if the developers are not apt to doing an actual Credit Card Feature in the AP software. If, in the AP module we were given a choice of which AP GL Account we wanted to post to that would solve the problem. Basically, a drop down of all the accounts that are assigned as an Accounts Payable. The default account should always be the main AP account. But ultimately - I agree with Erika Feeney's comment - there needs to be a way to reconcile without doing a lot of work. We aren't reinventing the wheel - this has been done already.
Also - It would be phenomenal if it had a reconciliation feature, so that those who have a high volume of transactions can go through the month posting expenses as they hit, and then reconcile it to the statement.