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 of the original expense date range. |
To |
End of the original expense date range. |
The table shows:
| Column | What it shows |
|---|---|
Card |
Selected credit card, if one was chosen. |
Expense / GL Date |
Original expense date and the GL posting date. These can differ when the expense belongs to a closed fiscal period. |
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. Future dates are not accepted. |
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 the GL date below Expense Date and explains any adjustment for a closed fiscal period before saving. It also shows GL Posting Preview.
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, expense date, amount, payee, account, and description. The separate GL Date shows the date used for GL posting. Entered shows when the expense was recorded. The original expense date is retained even when the GL date is adjusted.
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.
For new expenses and refunds, PAX uses the expense date as the GL posting date when that fiscal period is open. If the period is closed, PAX uses the first day of the current month, provided that date belongs to an open fiscal period. The original expense date is retained.
A prior-month expense can keep its original GL date when its fiscal period is still open. Future expense dates are not accepted. Previously recorded expenses and journals are not redated.
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: A required field is missing, or the GL-date check is pending or has failed.
Safe fix: Complete the required fields, confirm the amount is greater than zero, and wait for the GL-date check to finish. If the check fails, review the displayed explanation and confirm the expense date is valid and not in the future. If the expense period is closed, the first day of the current month must belong to an open fiscal period; ask the finance owner to review fiscal periods if needed.
Contact support if: Required fields are complete and the dates belong to the expected fiscal periods, but the GL-date check stays pending, fails, or 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.