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Banking: Entering a charge or refund to your credit card

You probably use your credit cards to pay for things for your business. It's important that you enter those charges in QuickBooks so you can track them.

Watch videos about entering your credit card charges
Entering a credit card charge
  1. Choose Banking > Enter Credit Card Charges. How do I use this window?
  2. To enter a new charge, click the "New ..." on the left panel or click the + at the bottom of the list. To edit a charge, select a charge in the list on the left panel. (If you don't see this list, click the Left View.)
    Left View
  3. Enter the information for the charge, and click Save.

Note: You can also enter a charge using the Vendor Center and Transaction Center.

What's on a credit card charge?
  • Credit/ChargeCharge/Credit. Choose what type of transaction you are entering: charge or credit.
  • Credit Card. Choose the account associated with the credit card you used.
  • Purchased From. Who did you buy stuff from? Choose a name from the list or type the name in directly. If the name is not on any of your lists, QuickBooks asks you set up a record for the name. If you have a PO open for the vendor you select, QuickBooks asks you if you want to receive the items for the open POs.
  • Date. QuickBooks automatically enters today's date, but you can change it.
  • Ref No. Enter the number from your credit card charge slip here.
  • Amount. Enter the amount of the charge or credit.

If the charge is for expenses you want to track through expense accounts:

In the Expenses pane, assign the expenses to one or more expense accounts. This works the same as it does for bills.(If you don't see the Expenses/Items panes, turn on the "Inventory and purchase orders are used" preferences in Inventory preferences.)

If the charge is for an inventory part, non-inventory part, service, or other charge item:

At the bottom of the windows, click the Items pane. (If you don't see the Expenses/Items panes, turn on the "Inventory and purchase orders are used" preferences in Inventory preferences.) This works the same as it does for bills.

You have a PO You don't have a PO
  1. Click Select PO and select the PO that contains the items you've paid for with the charge and click OK.
  2. Make any necessary changes to the line items. If you didn't receive all the items on the purchase order, you can edit the quantity (or cost) of any item, or delete an item completely from the detail area of the charge.

Tip: If you make a mistake when you are editing the quantities, click Receive All to return all quantities to their original values.

  1. From the Item list, select the first item you are being billed for. You can also type the item name directly into the Item column.
  2. In the Qty column, enter the quantity you received.
  3. If necessary, edit the cost of the item.
  4. Repeat these steps for the other items you received.

Other things you should know about credit card