How to Pay a Vendor Invoice Using a Credit Card
Before starting the process of paying a vendor by credit card, you will need to enter a new account into your General Ledger (or GL). It will be a LIABILITY account, named something like "Credit Card Payable". Also, if you intend to write a check and pay the credit card company from inside TeamDME!, you'll need to add them in as a vendor.
Now that the information has been entered, we can proceed to pay a vendor
invoice with a credit card.
As an example, we are going to create a payables invoice of $1,000.00.
Enter a Payables invoice and post it into the system as you
normally would. When you do, a debit entry of $1,000 (to something
like inventory-wheelchair) and a credit entry of $-1,000 (to something like
Accounts Payable).
| GL Account Name | Debits | Credits |
| Inventory-Wheelchair | $1,000.00 | |
| Accounts Payable | $1,000.00 |
When you are ready to pay the invoice with the credit card, you will edit
the invoice to mark it for payment (by putting in a P for Pay
Immediately).
Next, change the checking account GL number from Checking account to the Credit Card Payment account we created earlier.
Print the pre-check register with a check number of 0 and a
check date of whatever you want to give it, print the post-check register
and then post your vendor checks. This would give you journal
entries of $1,000 debits (to Accounts Payable) and $-1,000 credits (to
Credit Card Liability) By doing this, this clears the vendor invoice
out of the system, but with a Credit card liability.
| GL Account Number | Debits | Credits |
| Accounts Payable | $1,000.00 | |
| Credit Card Liability | $1,000 |
At the end of the month you'd receive a statement from your
credit card company with the $1,000 charge, along with (for example) and
additional $500 for miscellaneous charges. So, what you'll do is enter
an invoice in for $1,500. When you post the invoice, it would create 3
entries into the GL: a $1,000 debit to Credit Card Liability, a $500 debit
to Miscellaneous expenses and a $-1,500 credit to Accounts Payable.
This then clears the Credit Card liability account and creates an AP invoice
for your Credit Card.
| GL Account Name | Debits | Credits |
| Credit Card Liability | $1,000.00 | |
| Miscellaneous Expenses | $500.00 | |
| Accounts Payable | $1,500.00 |
After creating the AP invoice for your credit card, mark
that invoice to pay, print the pre-check register (with appropriate check
date and number), print the vendor check, print the post-check register and
then post your vendor check. This will create a $1,500 debit to the
Accounts Payable and a $-1,500 credit to your checking account.
| GL Account Name | Debits | Credits |
| Accounts Payable | $1,500.00 | |
| Checking Account Number | $1,500.00 |
The nice thing about this is that you are changing very little from the normal method of processing Payable Invoices, so it makes remembering how to do it much easier. The only changes are to the payment source when you pay the invoice with a credit card and distributing the charge for the Invacare payment to the Credit Card Liability account when you enter the VISA statement.