Credit Card Activity

The Credit card activity page in Payables displays all the downloaded credit card transactions for each credit card associated with the account you select.

Note: The Credit card activity page is only available if you have invoice "view" rights, and Yodlee has been enabled for credit cards.

You can select the credit card account you want to view using the Change credit card account link at the top of the page. After you select the credit card account, you can download transactions or update the list of transactions by selecting Refresh above the transaction list. After you refresh, are you missing transactions you think should appear? See the Troubleshoot Yodlee help to determine why that might be happening.

Note: The Credit card activity page no longer shows transactions for the “master” account because these same transactions already appear for the subsidiary cards.

All credit card transactions are downloaded from Yodlee and displayed in the left hand panel. When you select a transaction in the list, additional details appear in the right hand panel. From there, you can enter additional information, such as General ledger distributions and receipt attachments. Once you've added this information, you can record the transaction.

Recorded transactions are converted to invoices in Financial Edge NXT. You can filter the transactions list to show or hide these recorded transactions. To view only unrecorded transactions, select Only show unrecorded above the list.

Tip: To export a list of transactions, select Export to Excel. When you export a list, the information is exported to an Excel (XLSX) file.

To quickly locate a transaction, use the search or filter the list. You can also use Sort by to sort the transactions by amount, date, or description. Use the icons next to the transactions to easily identify the transaction status.

When you select a transaction in the list, additional details display. You can add more detail to your transactions and record them.

  1. From the Credit card activity page, select the transaction you want to record from the list.

  2. If the transaction is a personal expense, select the checkbox in the right hand panel. For personal expenses, you don't need to enter any vendor or invoice information. When you record a transaction as a personal expense, it displays as an adjustment in the Credit card register.

    If the transaction is a credit, you must select an Adjustment category and enter the invoice or reference number. If you want to create a new adjustment category, select Add category .

    Tip: We recommend you create an adjustment category for personal expenses. This ensures you debit the correct account in your general ledger distribution.

  3. Select the vendor associated with the transaction. You can search for a vendor, or add a new one.

  4. Enter the invoice number, PO number, description, and post date.

    Note: The Invoice number field is not required. If you want to enter the invoice number here, you can make the field required in the database view from Accounts Payable, Configuration.

  5. Under General ledger distributions, enter the account and description for the distribution.

  6. Enter debit and credit amounts of the distribution, then select the projects, classes, grants, and transaction codes for the distribution.

  7. To apply an account distribution set, make your selection and click Apply to distributions. Account distribution sets enable you to split an amount you have assigned to an account over several projects and transaction codes.

  8. Under Attach a receipt, you can attach receipts by moving a file into the Drag a file here box or by browsing to the file. You can also link to a file online. For more information, see Attachments.

  9. Select Record transaction.

Note: When you record a credit card charge, the post date is determined by the transaction date. If you want to change the post date for a transaction, you can do so from the credit card feed, but you must select Record transaction when you make change.

Tip: Recorded transactions are converted to invoices in Financial Edge NXT. You can filter the transactions list on the left to show or hide these recorded transactions. To view only unrecorded transactions, select Only show unrecorded above the list.

You can Unrecord credit card charges, credits, and personal expenses from the Credit card activity page. This is helpful if you need to correct mistakes and record the transaction again with the updated information.

Note: You cannot unrecord adjustments or credits that have already been posted, and you must have the appropriate security permissions to unrecord a transaction.

  1. From the Credit card activity page, select the recorded transaction you want to unrecord. The transaction opens in the right hand panel of the page.

  2. Select Unrecord. For charges, a message appears asking if you want to delete the invoice. For credits and personal expenses, a confirmation message displays.

  3. Select Yes. The transaction remains open for you update and record again or to ignore.