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CHARGING PO'S TO VISA (Read 846 times)
lynnkissinger
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CHARGING PO'S TO VISA
06/05/03 at 13:54:43
 
I would like to take advantage of charging po's to a charge card, but don't want to lose the history of the actual vendor the item was purchased from.  Any suggestions on how I can do this?  Example: if an item is bought from ABC Co., but I issued the PO to VISA so that the AP document prints a check to VISA, how do I track how much we purchased from ABC company, or where that item was purchased from in inventory history, as the inventory file would show purchased from VISA?
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Lynn_Pantic
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Re: CHARGING PO'S TO VISA
Reply #1 - 06/05/03 at 14:00:49
 
Create a GL Liability account called Credit Card - PO/AP and set it up in checking account defaults as a "Checking Account".  Enter the PO and receive it to ABC Vendor.  Then when entering the invoice in AP-C, enter as a COD rather than invoice and use the Credit Card PO/AP account to pay for it.  This properly records the vendor purchase and payment and books a liability to pay the credit card company.
 
When you get your credit card statement, use the Check Register (GL-I) for the Credit Card PO/AP account to verify the charges on the statement.  Then when you enter the credit card bill in AP-B, the total of  those charges already processed through the PO system are  posted to debit the Liability account for Credit Card PO/AP and other charges such as travel and entertainment that were not processed through the PO system are posted to the expense accounts as usual.
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Lynn Pantic
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Re: CHARGING PO'S TO VISA
Reply #2 - 12/17/03 at 08:12:31
 
Lynn, I'm getting ready to implement this procedure for our company.
I have 2 questions:
 
1.  When entering the purchase order items in AP-C as a COD using the Credit Card PO/AP account, do you have any suggestions on check numbers?
 
2.  Also, will we need to reconcile these checks in the system like other checks issued from real checking accounts?
 
Thank you
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Lynn_Pantic
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Re: CHARGING PO'S TO VISA
Reply #3 - 12/17/03 at 08:26:24
 
1.  No real secret but I would choose a range of numbers different from your regular checks just so it is obvious on reports that they are from a different account.
 
2.  It is not necessary but using the Check Reconciliation is a good way to double check the charges on the credit card bill.
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Lynn Pantic
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