Sage 100

General question regarding processing credit cards in accounts payable (accounting for credit card purchases, nothing to do with SPS) I have a client who has about 20 credit cards with employee's. They make purchases during the month and prepare expense reports in Excel to document their purchases. At the end of each month, accounting reconciles these reports with CC statements and then processes the invoices for payment. The process is laborious. How are your customers leveraging the Credit Card vendor capabilities in AP to make this process more streamlined? Thanks in advance everyone.

Personally. back in the day when I rode herd over 15 sales people as a controller, I gave them a company credit card that THEY were responsible for paying. If the salesman wanted paid, they would turn in the expense report with documentation and I would pay every Friday. Even gave them a small travel advance to cover the lag time. Worked out well. But that was then, not now........... Problem as I see it is that the employee may turn in five separate credit card charges on one expense report so only the summary is readily apparent which makes it difficult to balance the detail of the CC statement. If AP codes each CC purchase to a separate line, perhaps you could create a Excel Query to pull the AP invoice detail for these transactions, then compare the purchases from the CC statement detail (downloaded into Excel).

I work with gas credit cards for multiple trucks. Statement is grouped by the CC #. I enter the receipts in the CC vendor as soon as I get them. I keep them in an envelope (because they are small) until I get statement. When I get the statement I only have to check off the amounts on the statement which I have entered and note those I did not get receipts for. Makes it very easy to reconcile.

Like @JeffSchwenk mentioned, entering each transaction instead of a summary would be the best for any CC reconciling.

The question I've gotten a couple times that I never found an answer for was how to get Sage 100 to import a large CC statement and automatically allocate the items to expenses. Had this questions a few times.

Automatically???? What does this mean?? They could easily download it into Excel, assign the GL distribution, then VI import it into AP invoice data entry. It would get hairy (if possible) if they want to pull amounts from other vendors as you can do during manual entry..

Just finished a more detailed exploration with the client. They have a more sophisticated arrangement with Bank of America for Credit Cards than I have seen before. Each card user is required to log onto the BOA web site and review the activity on their own card. They then assign a GL code and provide a description for each charge line. We can download this dataset into an Excel worksheet. I'm now trying to find a way to match vendor names to a vendor ID so we can import the entire worksheet as an AP invoice. Those lines that are related to a vendor set up in Sage 100 will be transferred to a vendor. Those not found would come in as regular AP lines. Credit Card processing in AP has generally been a PITA. I run into situations like what @JeffSchwenk referenced more often than I like to admit. I was hoping to find a someone who had some 'secret sauce' they might share. I will update you on how things go here. Thanks all.

@ShawnSlavin - Are you saying that some of these charges were previously entered in AP and need to be transferred during the entry process?

@JeffSchwenk , nope. They are able to pull up all the charges processed on a single card and the user can enter descriptions and GL codes within the BOA website. We will then pull that detail down into an Excel spreadsheet. We will then find a way to build and maintain a vendor cross reference table based upon vendor names found in the BOA export to Vendor ID's in Sage 100. Where a match if found, we will include the Vendor ID in the line item of the AP invoice and have the expense be transferred to the vendor account. This is opposed to pulling an existing invoice from a vendor. Both ways, Sage 100 refers to this as transferring a charge. (at least that is how it appears in the AP Invoice entry screen on the Lines tab and in the field definitions in the VI job for APInvoiceHeader (line records).