1. Home
  2. Finance
  3. School Finance
  4. How to Process Credit Card Transactions

How to Process Credit Card Transactions

Note: All pages below are subject to having relevant Roles and Permissions.

Go to The Modules – Finance and Finance Home Page and the Maintenance Section.

Select Bank Accounts

Select New and Add the details of your Credit Card – example below:

Select Save.  This will allow you to add in the details of the card holders in Add Cards.

Add for each Cardholder as required.

When you are ready to use the card, select the Credit Card as an option from the Bank Account dropdown for your Purchase Order or Invoice (see How to Add a Purchase Order and How to add a Non-order Invoice) – example below:

When your Invoice is Authorised go to Modules, Finance, Accounts Payable and Invoices and Credit Notes.

Change the filters to Authorised and Credit Card account on the left-hand side.

Select the relevant Invoices and choose Card Payment.

Fill in the Card Payment details choosing the relevant Card (see How to Manage Debit Card Use) and Save.

When you receive your Credit Card Statement you need to add a Cashbook Journal for this amount. 

Go to Modules, Finance, General Ledger and Journals.

Select Cash Book Journal.

Complete the Journal lines for the amount of the Direct Debit – making sure you CREDIT the school Bank Account and DEBIT to the school Credit Card account – example below:

Next, complete your Credit Card Reconciliation – go to Modules, Finance, Routines and Bank Reconciliation.

Select Add Statement

Choose your Credit Card account, Date and make sure your Opening Balance and Closing Balance are both 0.00

You will then be able to Reconcile the items that appear on your Card Statement and balance these out with your Payment amount – example below:

When you are finished, your Running Balance should also be 0.00 – select Save.

The amount of your Direct Debit will then show in your school bank account to be Reconciled:

Updated on October 22, 2021

Was this article helpful?

Related Articles

Noticed a missing guide?
Fill the form below and we will get this created.
Suggest Help Article