PSA L&P - Credit Cards: How to use the Credit Cards module for pre-paid debit cards

How to use the Credit Cards module for pre-paid debit cards

Sections in this article

How to create a debit card general ledger account
How to record the purchase of the prepaid debit cards
How to enter debit card charges
How to reconcile the debit card statement

How to create a debit card general ledger account

To set up the debit card account, go to Accounts and add a new liability account.
Click the checkbox for Credit Card. The software will then make this account available in the Account drop-down on the Credit Card screen.
- If you belong to a diocese, you may need to add the account or sub-accounts from the chart they have provided.
- If you do not belong to a diocese and are unsure how to add an account, instructions may be found here.

How to record the purchase of the prepaid debit cards

To record the purchase of the prepaid debit cards, go to Bills and enter a bill that uses the debit card account you created. In the example below, the organization purchased five $1,000 debit cards.
Assign a check number if you've already paid for them, or print a check if you haven't. You MUST use the liability account you created (2100 in our example) for the bill line item.

How to enter debit card charges

Enter debit card charges in the Credit Card Module: go to Credit Cards, select the account, enter the charge information and click Submit.

How to reconcile the debit card statement

To begin the reconciliation process go to: Process → Reconciliations → Credit Card Reconciliation
Select Create a New Statement.
Select the credit (debit) card account and enter the statement date and balance. For a Debit card reconciliation, enter the statement balance as a NEGATIVE amount.
In the reconciliation, check off cleared charges, and once the difference is zero, you can reconcile the statement.

In our example the statement below is used to reconcile the account and walks you through each of these steps using images:

To begin the reconciliation process go to: Process → Reconciliations → Credit Card Reconciliation:

Create a new Statement:

Select the credit (debit) card account, enter the statement date and balance. For a Debit card reconciliation, enter the Statement balance as a NEGATIVE amount.