Skilled Nursing Facilities

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Setting up and Processing Credit Card Payments Quick Reference Guide
AP Payments and Reversals 

By creating a Credit Card bank account, you can process and all clear the vendors with direct payment batch using a Credit Card bank. The Credit card payment is processed by entering an invoice for the Credit card vendor (VISA, MasterCard, AMEX) payment amount and coding the vendor related payment to the Credit Card bank GL account and expensing any other charges such as interest directly to the related expense account. This process keeps the processing separate and the Credit Card bank balance appears on the GL/AP Portal in the G/L Summary section for Banks. The Credit Card bank GL account is fundamentally a clearing account used in this way and monthly review/reconciliation needs to be a regular occurrence on this account.

Setup

Setup a G/L Chart of Account for the Credit Card Bank

  1. From EMC > Standards, click Chart of Accounts under GL/AP Setup section.

  2. Click New and enter the Account Number, Description, Account Type and Normal Balance for the Credit Card G/L Account.

  4. Click facilities and select all the facilities that need this account activated. 

Setup a Credit Card Vendor, such as VISA, MasterCard or AMEX

  1. From EMC > Standards, click Vendors under GL/AP Setup section.

  2. Click New and enter the Vendor information for the Credit Card Vendor.

  3. Click New to set the Default GL Account to the Credit Card Bank G/L Account.

  4. Click Save for the Default account window and click Save for the new vendor.

  5. Click facilities and select all the facilities that need this vendor activated.

Note

To ensure that vendors that are always paid by credit card are not accidentally processed in a system check run, set up these vendors using the Payment Type of Direct Payment. That way the invoices do not appear on regular system payment batch that defaults the payment type of checks.

Setup a Bank for Credit Card Processing

  1. From Facility/Building > Setup, click Banks under Accounts Payable Setup section.

  2. Click New and enter the Bank Code, Bank Description, G/L Bank (select the Credit Card Bank GL account), G/L Clearing Errors, Interest Income, Next Check No., Next Direct Payment No.

Note

To use the same bank account/Credit Card number for MORE than 1 facility, you must create the bank at the EMC level and have it corporately scoped and then activate for the facilities that use the account.

Processing Credit Card Payments

  1. Create Invoice Batch for Vendors Paid by Credit Card.

    1. From Facility/Building>GL/AP>Accounts Payable>Invoices.

    2. Click New, enter batch information and click Save & Edit.

    3. Click New and enter all the information for the vendor payment that was paid by credit card. The G/L account information records the expense information the same as a regular invoice.

    4. Click Save & New to record more vendor payments paid by credit card.

    5. Click post to post the completed Invoice Batch.

  2. Create System Payment Batch to Process Vendor invoices paid by Credit Card.

    1. From Facility/Building>GL/AP>Accounts Payable>Payments.

    2. Click New, enter Batch Description, select the Bank from the list for the Credit Card Bank, select Payment Method of Direct Payment and select Check Date if different from the current date for clearing purposes.

    3. If the invoices paid by credit card are entered for vendors that are not set with the payment type of direct payment, then you need to also clear the Include only vendors with payment method option to allow both vendor invoices for vendors set for checks and direct payments in the Select Invoice screen.

    4. Click Select Invoices and select all the vendor invoices that were paid by credit card that are paid using direct payment notices.

    5. Click Save & Close when all the invoices are selected and then click Run.

    6. Review the system direct payment report and, if all the entries are correct, click post.

    Note

    Review the posted system direct payment report and you see that the GL Account Posting credited the Credit Card Bank G/L Account for the amount of the payments.

    Note

    Review the posted invoice batch report and you see that the GL Account Posting debited the Credit Card Bank G/L Account for the amount of the payments. This offsets the entry from the system direct payment batch and the account balance is now zero.

  3. Create Invoice Batch for the Credit Card Vendor Payment.

    1. From Facility/Building > GL/AP > Accounts Payable > Invoices.

    2. Click New, enter batch information and click Save & Edit.

    3. Click New and enter all the information for the Credit Card vendor payment that equal the statement amount due and system direct payment batch processed above. The B/L account information defaults to the GL Credit Card Bank account per the vendor default account.

    4. Click Save and then click Close.

    5. Click Post to post the completed Invoice Batch.

  4. Create a Payment Batch to Process the Payment to Credit Card Vendor.

    1. From Facility/Building>GL/AP>Accounts Payable>Payments.

    2. Click New, enter Batch Description, the Bank defaults to the Operating Bank account which is correct, select Payment Method of check to print a check for the Credit Card vendor.

    3. Click Select Invoices and select Credit Card vendor invoice.

    4. Click Save & Close and then click Run.

    5. Review the system direct payment report and then click post.

Note

Review the posted invoice batch report and you see that the GL Account Posting debited the Credit Card Bank G/L Account for the amount of the payments. This offsets the entry from the system direct payment batch and the account balance is now zero.