The CC Expenses screen is used to record and review individual company credit card expenses and refunds.
What this screen is for
Use CC Expenses when a known credit card charge or refund should be recorded directly in PAX.
If the activity is being imported from a full credit card statement, use Credit Card Management Overview instead. Statement reconciliation can bulk-record unmatched statement lines as CC expenses and link those lines to the created records.
Screen path
Dashboard > Finance > Credit Cards > CC Expenses
Expense list
The list defaults from the first day of the current month through today.
Users can change:
| Filter | Use |
|---|---|
From |
Start date for listed expenses. |
To |
End date for listed expenses. |
The table shows:
| Column | What it shows |
|---|---|
Card |
Selected credit card, if one was chosen. |
Date |
Expense date. |
Payee |
Payee or merchant, if entered. |
Description |
Expense description. |
Account |
Expense account and account number. |
Amount |
Expense amount. Refunds are shown as refund-style amounts. |
Receipt |
Whether a receipt is attached. |
Select a row to open expense detail.
New expense
Select New Expense to record a charge or refund.
The form includes:
| Field | Notes |
|---|---|
Credit Card |
Optional active credit card selection. |
Refund / Credit |
Check this when the entry is 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. Enter the absolute amount; use Refund / Credit for refund direction. |
Expense Account |
Required expense account. |
Payee |
Optional payee or merchant. |
Receipt |
Optional JPG, PNG, or PDF attachment. |
The form shows GL Posting Preview before saving.
For a normal expense, the preview shows:
- Debit selected expense account.
- Credit GL 2020, CC Payable.
For a refund or credit, the preview shows:
- Debit GL 2020, CC Payable.
- Credit selected expense account.
Expense detail
Expense detail shows card, date, amount, payee, account, and description.
If a receipt was attached:
- Image receipts display in the detail view.
- PDF receipts are available as a download link.
What happens behind the scenes
Opening the CC Expenses screen does not change records.
When Save Expense is selected, PAX:
- Validates description, amount, and expense account.
- Requires amount to be greater than zero.
- Verifies the selected expense account exists.
- Stores expense date, description, amount, expense account, payee, optional receipt data, optional receipt MIME type, optional card, refund flag, and user.
- Uses the configured CC expense posting trigger to create the related GL activity.
CC Expenses does not provide normal edit or delete actions from the list. If an expense was recorded incorrectly, do not enter a duplicate offset unless that correction path has been approved.
Troubleshooting
Save Expense is disabled
Likely cause: Description, amount, or expense account is missing.
Safe fix: Complete the required fields and confirm the amount is greater than zero.
Contact support if: Required fields are complete but the form still will not save.
The credit card is missing
Likely cause: The card has not been configured or is inactive.
Safe fix: Review Credit Cards Settings Overview before recording activity without a card.
Contact support if: The card is active in settings but does not appear in Finance.
A receipt will not attach
Likely cause: The file is not a supported JPG, PNG, or PDF file.
Safe fix: Attach a supported receipt file.
Contact support if: A supported file still cannot be saved.