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Last modified on 12/29/2015 3:45 PM by User.

Tags:
Credit, Card, Deposit, Checking

Credit Cards Deposited into Separate Checking Account

This document explains how to have all A/R credit cards payments go to a different General Ledger account number on the A/R to G/L Interface, rather than being included with the Cash and Checks. 

 

G/L Automatic Interface

Go to:

·       General Ledger (Module 4)

o      System Management Functions (Task #32)

§       Setup Automatic Interface (Sub-task 5)

·       Change Interface Parameters (Option 2)

 

The screen next will look like this:

 

Which systems do you wish to interface to G/L?

            Y: Accounts receivable

            Y: Accounts payable

            Y: Payroll 

 

ANY CHANGE ? N

 

(Y: Payroll if applicable)

 

As long as there is a “Y: Accounts receivable”, press the ENTER key.  The next screen will look like this:

 

Please enter the account #s for the following:

1. A/R cash   (in):                    102-00

2. Credit cards (in):               102-00

3. Discounts allowed:                         550-00

4. A/R receivables:                 112-00

5. Finance Charges:               920-00

6. FC receivables:                  112-00

7. State sales tax:                   355-00

8. Freight:                              613-00

 

ANY CHANGE ? N

 

Note: The above General Ledger account numbers are just examples.  This screen should have your own specific G/L account numbers.

 

With the cursor at “ANY CHANGE?” type in 2 and press the ENTER key.   The cursor will go to the right of line 2 and the G/L account will also appear:

2. Credit cards (in):               102-00             10200

 

  • Type in the G/L account number of the checking/bank account the credit cards are being deposited into, then press the ENTER key. 

 

2. Credit cards (in):               102-00             10700

 

  • The cursor will go to “ANY CHANGE? N”. Press the ENTER key until you are back at the Sub-task #:___ prompt.  
  • Use the back arrow to get to the main menu.

 

 

NOTE: If using Multiple checking accounts to pay vouchers in the A/P module see document Paying Vouchers with Multiple Checking Accounts

 

 

A/R Parameter

An Accounts Receivable parameter must be set.  Go to:

  • Accounts Receivable (Module 2)
    • System Management Functions (Task 32)
      • Modify Parameters Files (Sub-task 22)
        • Interface (Selection 3)
          • First Look for:
            • BAL’SHEET’FLAG=C
            • HOME’DIV=01
            • With the 2 above parameters set this way the Balance sheet is consolidated to the home division of 01.  No matter what division is used on a sale or cash transaction all the balance sheet G/L accounts will go to the home division of 01. Unless specified by the advanced consolidation.

          • ​Advanced consolidation in A/R

            • CONSOLIDATE'ARCASH=C       ; C or D or blank.  A/R cash receipts (check & cash)

            • CONSOLIDATE’ARCASH=C All the checks and cash will be consolidated to the home division of 01. So they will go to the above automatic interface G/L account # specified in field 1. [1. A/R cash   (in):102-00-01]

            • CONSOLIDATE'CCCASH=C02I       ; C or D or blank.  A/R credit card receipts

            • CONSOLIDATE’CCCASH=C02I All the credit cards will be consolidated to the division of 02.  They will go to the above automatic interface G/L account # specified in field 2. [2. Credit cards (in):102-00-02]

            • CONSOLIDATE’CCCASH=C03I All the credit cards will be consolidated to the division of 03.  They will go to the above automatic interface G/L account # specified in field 2. [2. Credit cards (in):102-00-03]or [2. Credit cards (in):105-00, they would go to 105-00-03]

            • CONSOLIDATE’CCCASH=  blank, All the credit cards will be consolidated to the home division of 01.  The above automatic interface G/L account # specified in field 2 can be a completely different G/L account, for example:

              • ​2. Credit cards (in):  105-00.  The credit cards would go to 105-00-01.

          • ​Still in the A/R Interface parameter file, look for:

            • CR’CARD’TRX’TYPES=3,6

              • ​This parameter must be set to 3,6 if you want the credit card transactions to be posted to a separate G/L account. 

              • If an A/R Task 2 Cash/Receipts entry, has a cash transaction TRX type of 3 or 6, it is a credit card.  These cash entry TRX types will go to the G/L account # used in G/L (Module 4), System management functions (Task 32), Setup automatic interface (Sub-task 5) A/R field 2 Credit cards (in). 

              • If using a TRX 6 Credit card refund, a negative sign will need to be used on the amount of the credit card to make it negative.

              • In A/R Task 2 Cash/Receipts entry, if field 6 Check $, field 9 Cash $ or field 13 Other $ has an amount and the TRX type is a 3 or 6 it will go to the G/L account # used in the Credit cards (in) parameter, as if it is a credit card.

              • If an invoice is marked paid by a credit card in order entry, when the invoiced order holding file is posted to A/R, the credit card payment is posted into A/R Task 2 Cash/Receipts entry & editing.  The credit card payment in A/R Task 2 Cash/Receipts entry & editing will automatically be a TRX type 3.  So it should automatically go to the G/L account # used in the Credit cards (in) parameter. 

              • If the amount is in field 10 Bank card $, Field 2 TRX type must be a 3 or a 6 if you want it to go to the G/L account # used in the Credit cards (in) parameter.

              • In A/R Task 2 Cash/Receipts all the (other than type 3 or 6) TRX types 1,2,4,5,7,8,9 all go to the G/L account # used in field 1 A/R cash (in) parameter. 

              • Leave this parameter blank to treat credit cards like cash or checks for the AR to GL interface.

            • ​NON’CR’CARD’TYPE=1

              • ​A non credit card TRX type to assign if splitting CCD TRX type that contains some non-CCD amount.

              • A customer may pay with a credit card and also pay cash or check at the same time. If a payment is posted from the invoiced order holding file with a credit card payment and another payment type, when it is posted to Task 20 Cash/Receipts history it will be broken up into 2 separate records.  The credit card payment will have a TRX type 3.  The other payment will have a TRX type set in this parameter.  (The A/R Open items file will have only one payment record for the total amount of the payment.)

 

 

A/R Credit Card Cash Transaction Types:

The system determines the credit cards by the A/R Cash transaction types.  Go to:

  • Accounts Receivable (Module 2)
    • ​Cash/Receipts Entry & Editing (Task 2)
      • ​Enter (ADD) New Cash (Sub-task 1) or
        • ​Change Existing Cash (Sub-task 2)
          • ​Field 02: Trx Type:  A table will appear on the screen: 
            • ​1: Cash sale
            • 2: Check sale
            • 3: CCard sale
            • 4: Cash refund
            • 5: Check refund
            • 6: Ccard refund
            • 7: Misc-1
            • 8: Misc-2
            • 9: Variance

When types 3 or 6 are chosen, they will automatically go into the G/L account number entered on the above G/L Automatic Interface parameter previously setup.  The A/R to G/L Interface must first be printed, then obtained and posted into the G/L module before the Credit card are posted to the separate G/L account number.