User Support Forum

Does anyone out here have a church that uses a debit card for buying things? I was wondering how those transactions were handled in PC. I think I read somewhere that you should treat them like a manual check. Is that correct? What would I use as a reference number?
Also, could I make a "generic vendor" for some transactions? For example, if a church group goes on a trip and uses the card for multiple gas stops, I have umpteen different gas stations. I'm thinking that I don't really need to load every different gas station; do you agree?
Thanks,
Debbie

What would I use as a reference number?
-One suggestion is to look at a bank statement and see how the bank identifies the transaction. Using something similar will help in the reconciliation.

As far as the single vendor for gas.... I'm going to have to think that one through. One of the main advantages in using Accounts Payable as opposed to just making a Fund Accounting entry is the updating of the Vendor Record.

If you are bypassing the Vendor Record, then perhaps, you may just want to make a Fund Accounting entry. If I think that one through and come up with something brilliant, I'll post it later.

Thanks John.
I guess i was thinking about using Fund Accounting to enter the transactions directly instead of Accounts Payable. By the time we find out about the transaction, it has already happened. I find out whenever church members turn in receipts for something they bought or occasionally by looking at the account through online banking. So I am just recording a transaction that has already happened, not a bill that will become due in a week or two.

a lot of the vendors that show up on the debit card are repetitive, such as a handful of grocery stores that we always use or online vendors that we purchase church literature and supplies from. But others, like gas stations or restaurants that are visited during travel may be a one time shot. I can't think of a good reason that I need to know the name of every single one of these. we do keep hard copy receipts that are filed away with other financila records.
debbie