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How to manage credit card payments and reconcile them with your bank statement?

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accountingcreditcardreconciliationpaymentsquickstart
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Eva Lombardo (elo)

This question also applies to other payment providers like Stripe, Paypal, etc. 

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Eva Lombardo (elo)
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oki

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Eva Lombardo (elo)
Author Best Answer

To manage credit card payments in V14, you need to:


1. Create a new bank journal for the payment method (e.g. credit card). 

Configuration needed: 

- Name;

- Short Code;

- Bank account (the account should have the type 'bank and cash')

=>  IF YOU WANT TO CREATE/IMPORT YOUR CREDIT CARD STATEMENTS: the set up above is sufficient

=> IF YOU DON'T WANT TO MANAGE THE CREDIT CARD STATEMENTS THROUGH YOUR JOURNAL:

Go in the 'Payments Configuration' tab and put the 'Credit Card' account in the fields 'Outstanding Payments' and 'Outstanding Receipts'. 

2. Register payments using the credit card journal on your vendor bills

3. Create a reconciliation model for your Bank journal with the following set up:

- Create a write off when click on button

- Counterpart = Credit Card account

4. When you receive your bank statement, you will only see the whole amount of the credit card transfer at the end of the month and not the detailed transactions. 

Use the reconciliation model in the manual operations tab and validate the reconciliation

4'. If you manage your credit card statements in the credit card journal, create/import them and reconcile the statement lines with the credit card payments you created at point 2.

5. Go in the Accounting menu > General ledger -> search for the credit card account

Select the items from the credit card payments and the items from the bank statement reconciliation and click on the reconcile 'button'. As a result, your credit card payment is now linked to both the vendor bill and the statement even though the payment and the statement come from two different journals. 


Please see the explanatory video HERE


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Matthias Reinagl
Best Answer

Hi!

In your (very well explained) video you show how to set the accounts for incoming and outgoing payments. But in v15 this seems to be different. I can't find this in the setup for the journal. There are two different tabs for incoming and outgoing and on neither there is a field to set these accounts?


EDIT: actually my question goes one step back: my credit card account is a liability account. But for the journal of type Bank I can only select asset accounts? I guess that's the reason why the bill doesn't get marked as paid, when I use the Credit Card journal and the balance is booked against a different account?

Thanks

Matthias

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Eva Lombardo (elo)
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Hi Matthias,

Indeed it's a different configuration.
In V15, the outstanding receipt and payment accounts are unique for all the bank and cash journals (they are available in the settings of the Accounting app).

However, if you still want specific accounts for some payment methods, you can define another one in the dedicated payment method.
The field is hidden by default so you need to display it first (in the three dot menu at the right hand side of the payment method table)

There you will be able to choose the account you want for that specific payment method.

Hope it's clearer for you :)

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