Sage 100

I have a SAGE 100 STD v2019 end user that has set up 75 individual Business Credit Cards as vendors in the Accounts Payable module. I believe that each month they enter a monthly invoice = "July 2022 CC Charges​" for each "vendor/CC" that has activity that month. This is all hand entered using Invoice Data Entry feature in Accounts Payable. I do not have experience with processing these types - Fuel/gas, food, hotel bills, supplies, airfare, etc. - of expenses. Or this method of payment. Does anyone have a "best practice" guide on how to set up these Business Credit Cards in Accounts Payable and a guide on how to account for the various expense types?

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Michael McDonald - Consultant
Michael T McDonald CPA
(616) 813-8887 - mike@mcdcpa.com
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Yikes.......  Guess my first question is why set up 75 different vendors?  Are you getting 75 separate statements?  Was any thought given to outsourcing this entire process?  So my two cents are:
1)  Have one master account for all 75 cards.
2)  Download the transactions from the credit card website into Excel
3)  Do your organization in Excel.  Create a column with GL account (and other descriptive columns as needed).
4)  Format the columns so that you can VI the lines into AP invoice entry.  OR
5)  Create a pivot table to summarize by CC/Holder/GL account , then import into Sage.

FWIW, I can only envision a royal cluster if manually entered.

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Jeff Schwenk
Bottomline Software, Inc.
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@Jeff Schwenk Thank you for this advice. Talked to the new company controller today and we are headed down your recommended path. The "old" controller just always did it the manual way for all 75 CCs. It has been a "royal cluster​" for the new controller. Change is in the air. Also @Beth Bowers, THANKS for your help too. ​

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Michael McDonald - Consultant
Michael T McDonald CPA
(616) 813-8887 - mike@mcdcpa.com
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Original Message:
Sent: 08-09-2022 17:14
From: Jeff Schwenk
Subject: SAGE 100 STD v2019 - Employer issued Business CC (to 75 employees) - Best practice for Vendor setup and data entry?

Yikes.......  Guess my first question is why set up 75 different vendors?  Are you getting 75 separate statements?  Was any thought given to outsourcing this entire process?  So my two cents are:
1)  Have one master account for all 75 cards.
2)  Download the transactions from the credit card website into Excel
3)  Do your organization in Excel.  Create a column with GL account (and other descriptive columns as needed).
4)  Format the columns so that you can VI the lines into AP invoice entry.  OR
5)  Create a pivot table to summarize by CC/Holder/GL account , then import into Sage.

FWIW, I can only envision a royal cluster if manually entered.

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Jeff Schwenk
Bottomline Software, Inc.
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Glad I was able to offer a solution.  Having been on the accounting side of companies for 16 years before taking the reseller leap, I learned it was important to run lean and mean as the accounting department was the last department to get any resources.  I've been handling my AMEX statement this was for years.  Get all 75 cards in one master account, download into Excel and distribute from there.  The one hard spot is how you gather/archive your expense receipts/documentation.  You might still have a nightmare on your hands, though one that doesn't keep you up ALL night.

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Jeff Schwenk
Bottomline Software, Inc.
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Original Message:
Sent: 08-11-2022 18:54
From: Michael McDonald
Subject: SAGE 100 STD v2019 - Employer issued Business CC (to 75 employees) - Best practice for Vendor setup and data entry?

@Jeff Schwenk Thank you for this advice. Talked to the new company controller today and we are headed down your recommended path. The "old" controller just always did it the manual way for all 75 CCs. It has been a "royal cluster​" for the new controller. Change is in the air. Also @Beth Bowers, THANKS for your help too. ​

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Michael McDonald - Consultant
Michael T McDonald CPA
(616) 813-8887 - mike@mcdcpa.com
------------------------------


Original Message:
Sent: 08-09-2022 17:14
From: Jeff Schwenk
Subject: SAGE 100 STD v2019 - Employer issued Business CC (to 75 employees) - Best practice for Vendor setup and data entry?

Yikes.......  Guess my first question is why set up 75 different vendors?  Are you getting 75 separate statements?  Was any thought given to outsourcing this entire process?  So my two cents are:
1)  Have one master account for all 75 cards.
2)  Download the transactions from the credit card website into Excel
3)  Do your organization in Excel.  Create a column with GL account (and other descriptive columns as needed).
4)  Format the columns so that you can VI the lines into AP invoice entry.  OR
5)  Create a pivot table to summarize by CC/Holder/GL account , then import into Sage.

FWIW, I can only envision a royal cluster if manually entered.

------------------------------
Jeff Schwenk
Bottomline Software, Inc.