Credit cards - manual tracking of charges

Patricia McKenna

Does anyone track credit card usage without the feed, manually posting the charges? As our credit card usage increases I was hoping to be able to use credit card accounts to process the charges and pay the credit card bill. However, there does not seem to be a reconcile function for the credit cards. When a credit card bill is received, I should be able to pull up that credit card account in NXT and tick off each charge that is listed on the credit card bill, reconcile it and pay the bill. Unless I am missing something that does not seem to be possible in NXT - even quickbooks has that functionality so I am surprised that NXT doesn't.

Kevin Brazell

You can, when setting up a credit card account you'd choose setup without feeds. This was done originally in database view back in late 2015 and you do the same steps inside webview. The key being you enter in invoices for the charges, and choose their payment method as credit card and pick the card used ( which you have to setup in the credit card account). Look through the credit card management doc as it lays out the setup , from database view but steps are similar in webview.

Patricia McKenna

Hi Kevin, I do know how to use the credit card accounts without the feeds. When you go to pay the credit card bill is there a method to reconcile it ie., you enter the credit card balance due, check off the invoices that were already entered and then issue payment, because I haven't found that functionality. So if you have entered credit card charges that either occurred outside the credit card bill cut off date or have only been partially charged what happens?

Roberta A. Gilbert

We had the same questions. Years ago I created a tool in Excel to allow us to reconcile what was expensed/charged each billing cycle with the balances on each individual card statement. It works well whether or not you use a bank feed, BUT you have to enter every charge individually to a vendor in AP if you don't use a feed, and identify whose card it is on. We only have up to 10 or 12 active cards at a time max, so although it's tedious, it's doable. If you're working with dozens or hundreds of cards, the tool probably wouldn't scale well.

The tool also depends on the fact that each card is set up as a "bank" in FE, as described in the old database manual @Kevin Brazell linked to. Setting them up this way ensures that each card "bank" has a Register which shows what was expensed to date, so you can use the tool to calculate what has not been expensed yet in AP, and compare that to the card Registers.

Hope that made sense, it's harder to explain than to use.