The Credit Cards work center is used to record credit card expenses, record card refunds or credits, pay down credit cards, import statement lines, match card activity, and reconcile credit card statements.
What this screen is for
Use Credit Cards for company card activity that affects the credit card payable account. The work center separates everyday expense entry from statement management and reconciliation.
Credit card setup is managed in System Settings. If a card is missing from Finance, review Credit Cards Settings Overview before recording activity against the wrong card.
Screen path
Dashboard > Finance > Credit Cards
Credit Cards options
| Option | What it opens | Use it for |
|---|---|---|
CC Expenses |
CC Expenses screen |
Record and review individual credit card expenses and refunds. |
Credit Card Management |
Credit Card Management screen |
Review GL 2020 payable balance, record card payments, create statements, import statement lines, match activity, bulk-record expenses, exclude lines, and reconcile card statements. |
CC Expenses
Use CC Expenses when a known card expense or refund needs to be recorded directly.
The list view shows card, date, payee, description, expense account, amount, and receipt status. Date filters default to the current month through today. Selecting an expense row opens expense detail and shows receipt content when available.
New Expense captures:
| Field | Notes |
|---|---|
Credit Card |
Optional card selection from configured active cards. |
Refund / Credit |
Marks the entry as a refund or credit instead of a normal charge. |
Expense Date |
Required date for the card activity. |
Description |
Required description. |
Amount |
Required amount greater than zero. |
Expense Account |
Required expense GL account. |
Payee |
Optional merchant or payee. |
Receipt |
Optional JPG, PNG, or PDF attachment. |
The form shows a GL posting preview before saving. A normal expense debits the selected expense account and credits GL 2020. A refund or credit debits GL 2020 and credits the selected expense account.
Credit Card Management
Use Credit Card Management when reconciling card statements or paying down card balances.
The dashboard shows:
Total CC Payable (GL 2020).Make Payment.New Statement.- Recent statements with card, period, closing balance, status, due date, and line count or unmatched count.
Make Payment records a card payment. The form requires a card and amount, defaults the payment method to ACH, and allows ACH, Check, Wire Transfer, or EFT. The preview shows debit GL 2020 and credit GL 1000.
New Statement creates a card statement with card, period start, period end, opening balance, closing balance, optional statement date, optional due date, and optional minimum payment.
Inside a statement reconciliation, users can:
- Import statement lines from CSV, TSV, or TXT.
- Auto-match imported lines to existing book entries.
- Match one statement line to a book entry manually.
- Assign a GL account to unmatched lines.
- Record all assigned unmatched lines as credit card expenses.
- Exclude lines that should not be reconciled.
- Un-exclude a previously excluded line.
- Reconcile the statement when no unmatched lines remain.
Statement line statuses include unmatched, matched, recorded, and excluded.
What happens behind the scenes
Opening the Credit Cards work center does not change records.
| Action area | System effect |
|---|---|
| CC expense save | Creates a credit card expense record. GL posting is handled automatically by the configured trigger. |
| CC refund or credit save | Creates a refund-style credit card expense record with the reverse GL direction shown in the preview. |
| Receipt upload | Stores receipt data with the expense record for later review. |
| Card payment | Creates a credit card payment record and posts activity that reduces GL 2020 and credits GL 1000. |
| New statement | Creates a credit card statement record with period and balance information. |
| Statement import | Adds statement lines and moves a Draft statement to in-progress when lines are imported. |
| Auto-match or manual match | Links statement lines to existing GL 2020 book entries from credit card expenses, vendor payments, card payments, or manual journal entries. |
| Bulk record | Creates credit card expense records from unmatched statement lines and links the statement lines to the created entries. |
| Exclude | Marks a statement line excluded from reconciliation, usually with a note. |
| Reconcile statement | Marks the statement reconciled only when no unmatched lines remain. Reconciled statements cannot be modified through normal statement-line actions. |
Troubleshooting
A credit card is missing
Likely cause: The card has not been configured, or it is inactive.
Safe fix: Review Credit Cards Settings Overview. Add, edit, or reactivate the card there before recording activity.
Contact support if: The card is active in settings but does not appear in Finance.
A statement cannot be reconciled
Likely cause: One or more statement lines are still unmatched.
Safe fix: Match the line, assign a GL account and record it, or exclude it when exclusion is the correct accounting treatment.
Contact support if: Every line appears matched, recorded, or excluded but PAX still blocks reconciliation.
CSV import fails
Likely cause: The file columns could not be parsed or required date, description, amount, debit, or credit values were missing.
Safe fix: Use a clean CSV, TSV, or TXT statement export and confirm the file includes recognizable date, description, and amount information.
Contact support if: The bank export looks correct but PAX cannot parse it.
A card expense was recorded to the wrong account
Likely cause: The wrong expense account was selected during entry or bulk recording.
Safe fix: Do not enter a duplicate expense to offset it unless your company has approved that correction path. Ask the finance owner or support to determine the safest correction so GL 2020, expense accounts, receipts, and statement matching stay aligned.
Contact support if: The expense is already matched, recorded from a statement, or included in a reconciled statement.