Manual Credit Card Payment Entry - Field Descriptions

Use this table for reference when completing the fields on this screen.

Fields/Buttons

Descriptions

Batch code

Credit card account

Enter the credit card account code, or double-click on this field or press F4 to select from a list of available credit card accounts.

If multiple cards are available for the selected credit card account code, you must select the Card # as well.

Note:

Spectrum does not permit bank accounts in this field. Payments from this screen must be made from a credit card account.

Cost Center Information

If cost centers are being used and the Cash Management module is present, Spectrum allows entry of a credit account code only if you have permission to assign that code. Spectrum compares the credit card account's list of shared cost centers with cost centers in your operator's assigned cost center scheme, and if there are no common cost centers, then that credit card account cannot be assigned.

Transaction #

The transaction # defaults to the next available #, but can be overwritten.

Vendor

Enter a valid vendor code previously set up in the Vendors screen.

Cost center

This field only displays if cost centers/cost groups are enabled for the current company.

Enter a cost center or double-click to select from a list of available cost centers/cost groups. This cost center will appear on the Manual Check Register, and will be recorded in during the General Ledger during the Payments G/L update. This cost center will also be stored in Account Payable payment history records and in Cash Management, if present.

Transaction date

Enter the credit card transaction date. The transaction date determines the General Ledger fiscal period.

Transaction amount

Enter the transaction amount for this payment.

Undistributed balance

Balance information is calculated and maintained by the software. Initially, the balance will equal the credit card payment amount. As the credit card is applied to invoices, the balance will be adjusted accordingly. The balance must be zero (for example, the entire credit card payment amount must be applied to invoices) before exiting this screen.

Grid columns

Invoice #

Enter the invoice or credit memo number to be paid with the selected credit card.

Type

Use the drop -down menu to select whether the selected line item is for an Invoice or Credit memo.

When adding a new line, select Current or Retention.

Outstanding

The current portion or retention portion outstanding balance due displays, not including the current line amount paid.

Discount

The schedule discount amount displays.

Invoice date

The invoice/credit memo date displays.

Make payment

The amount of this payment is calculated and displayed. Press Enter if the displayed payment amount is correct, or enter the correct amount.

Take discount

The system calculates and displays any discount due.

Previously applied

Any prior amount applied displays.

Original amount

The original invoice/credit memo amount, and any prior amount applied, displays in this field. No entry is allowed.

Discount amount

Any discount due displays in this field. Press Enter to accept the displayed amount, or enter a new discount dollar amount.

Status

The open/selected status of this item displays. No entry is allowed. ‘Selected’ is shown in this field when this item has already been selected for partial payment in the regular check processing.