Credit Card Credit form: options and information

Items marked with an asterisk (*) are available in Microsoft Office Accounting Professional 2009 only.

In the Credit Card Credit form, you can record credits against purchases made with a credit card. When you save the form, the credit is applied against the credit card account in which you opened the Credit Card Credit form.

Tip: If you frequently create credit card credits that contain the same information, you can save a credit card credit as a template that you can reuse. For more information, see Create a recurring document.

Open the form

  1. Double-click a Credit Card account on the Chart of Accounts.

  2. On the Credit Card - Account Register form, on the Actions menu, click New Transaction, and then click Payment.

Customize the form

You can customize a Credit Card Credit form to meet your company's needs by adding, moving, or removing fields. You can also rename field and group header names.

  • On the View menu, click Modify Layout.

Note: When you save a modified form, Microsoft Office Accounting 2009 will continue to open this template until you select a different template. To select a different template, click the Current Layout arrow on the toolbar.

Form options

Form options and descriptions

Option

Description

Top section of form

Date

Displays the current date. Click the arrow next to Date to open the calendar and select another date.

No.

Displays a unique identifier for the document. It is based on incremental sequencing from the previous form of the same type. You can enter a different credit card credit number.

Vendor name

(Required.) Click the arrow next to Vendor name to select a vendor. Inactive vendors do not appear on the vendor list. You can enter an inactive vendor by typing the vendor name. If you type the first letters of an active vendor's name, the list list will open to the appropriate vendor. To add a new vendor, select Add a new Vendor.

Contact name

Displays the primary business contact name entered in the vendor record. If the primary business contact name is not in the vendor record, the first contact name with information appears. Click the arrow next to Contact name to select other contacts in the vendor record.

Phone

Displays the primary contact's number if it is entered in the vendor record. If there is no primary contact on the form, the vendor's phone number appears. Click the arrow next to Phone to select another available number.

*Exchange rate

Displays the exchange rate between the vendor account currency and U.S. dollars (USD) when Office Accounting 2009 is set to use foreign currency.

Items and expenses table

Type

The information that you can enter on a line is determined by your selection in the Type column. For each line, click Type   button image , and then select the type of entry you want to add.

Add an expense

Expense accounts track financial transactions and can be used for operating expense purchases (for example, office supplies) or buying assets.

Option

Description

Name

Click the arrow to select an account, or select Add a new Financial Account. If you entered an account in the Expense account field on the Details tab of a Vendor form, the account is automatically entered. You can change the account if you choose.

Description

Displays the description linked to the selected account. You can edit this column.

Qty.

If necessary, type the quantity purchased in units.

Unit Price

If necessary, type the price per unit.

*When Accounting 2009 is set to use foreign currency, the amount is displayed in the vendor account currency.

Line Total

Displays the Qty. column multiplied by the Unit Price column. You can type the total in this column and not enter information in the Qty. or Unit Price columns.

*When Accounting 2009 is set to use foreign currency, the amount is displayed in the vendor account currency.

*Job Name

This field is available if you selected to track your expenses by job in the Preferences dialog box. Click the arrow to select a job, or select Add a new Job.

Billable

Select the Billable check box if the line item can be billed to a customer.

*Class

This field is available if you selected to track your expenses by class in the Preferences dialog box. Click the arrow to select a class, or select Add a new Class.

Add an item

If you select Item, the following columns are activated.

Option

Description

Name

Click the arrow to select an item, or select Add a new Item.

Description

Displays the description entered on the Item record. You can edit this column.

Qty.

You can enter an integer or decimal quantity.

Note: If you enter a negative quantity for an inventory item, you restore the item to your inventory.
If you enter a positive quantity, you sell that item to a customer and remove it from inventory.

Unit Price

Displays the cost per unit based on the cost records in Office Accounting 2009. You can edit this column. For more information, see Change a price on a vendor bill.

*When Accounting 2009 is set to use foreign currency, the amount is displayed in the vendor account currency.

Line Total

Displays the Qty. field multiplied by the Unit Price field. You can edit this column.

*When Accounting 2009 is set to use foreign currency, the amount is displayed in the vendor account currency.

*Job Name

This column is available if you selected to track your expenses by job in the Preferences dialog box. Click the arrow to select a job, or select Add a new Job.

Billable

Select the Billable check box if the line item can be billed to a customer.

*Class

This column is available if you selected to track your expenses by class in the Preferences dialog box. Click the arrow to select a class, or select Add a new Class.

Add a comment

A Comment is an additional line of text that appears on the printed credit card credit. Only the Description, Job Name, and Class columns are activated.

Modify the table

You can make some changes directly in the Items and expenses table:

Option

Description

Delete a line

Select a line, right-click, and then click Delete on the shortcut menu. To delete a line on a saved credit card credit, you must edit it.

Insert a line

Select a line, right-click, and then click Insert on the shortcut menu. A new line is inserted above the selected line. To insert a line on a saved credit card credit, you must edit it.

Move a column

Click the column heading and drag it to where you want it.

Bottom section of form

Memo

Type additional comments or information about the credit card credit for your records only.

Reference

You can reference related documents for the credit card credit. This information prints on the form.

Add Links

Click Add Links to link vendor-related records, files, reports, or pictures to the credit card credit. Only the application icon and document name appear in the field. If you open a link, you are opening the original document or report, not a copy. To delete a link, highlight the link name, and then press DELETE.

Total

Displays the total amount of the credit card credit. This field cannot be edited.

*When Accounting 2009 is set to use foreign currency, the amount is displayed in the vendor account currency.

*Total (USD)

Displays the total amount of the credit or charge in U.S. dollars (USD) when Accounting 2009 is set to use foreign currency.

For more information about using foreign currency in Accounting 2009, see Use foreign currency.

Additional actions

Actions menu commands

On the Actions menu, you can select the following commands.

Click

To

New Vendor Credit Memo

Record a credit card credit.

Edit

Edit a credit card credit or a credit card fee.

Void

Void a credit card credit.

Create From

Create a vendor credit memo from a vendor bill.

*Recurring

Save the document as a template that you can reuse.

Transaction History

Open the Transaction History report for the open record.

Transaction Journal

Open the Transaction Journal report for the open record.

Related topics

Pay your credit card statement

Add, edit, or delete a credit card/line of credit account

View a credit card/line of credit account register

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