The Credit Card Management screen is used to pay down credit cards, create credit card statements, import statement lines, match GL 2020 activity, record unmatched card expenses, and reconcile statements.
What this screen is for
Use Credit Card Management when finance needs to manage credit card payable activity after transactions have been recorded or imported.
Use CC Expenses Overview for direct single-expense entry. Use Credit Card Management for pay-downs and statement reconciliation.
Screen path
Dashboard > Finance > Credit Cards > Credit Card Management
Management dashboard
The dashboard shows Total CC Payable (GL 2020), Make Payment, New Statement, and recent statements.
Recent statements show:
| Column | What it shows |
|---|---|
Card |
Credit card label. |
Period |
Statement period start and end. |
Closing Balance |
Statement closing balance. |
Status |
Statement status, such as draft, in_progress, or reconciled. |
Due Date |
Due date if entered. |
Lines |
Line count or unmatched line count. |
Select a statement row to open statement reconciliation.
Card payments
Select Make Payment to record a pay-down of a credit card balance.
The form includes:
| Field | Notes |
|---|---|
Card |
Required active card. |
Payment Date |
Payment date. |
Amount |
Required amount greater than zero. |
Payment Method |
ACH, Check, Wire Transfer, or EFT. |
Reference |
Optional check number, ACH reference, wire reference, or similar reference. |
Notes |
Optional notes. |
The GL preview shows debit GL 2020 and credit GL 1000.
New statements
Select New Statement to create a credit card statement.
The form includes:
| Field | Notes |
|---|---|
Card |
Required active card. |
Period Start |
Required statement period start. |
Period End |
Required statement period end. |
Opening Balance |
Required opening balance from the statement. |
Closing Balance |
Required closing balance from the statement. |
Statement Date |
Optional statement date. |
Due Date |
Optional due date. |
Minimum Payment |
Optional minimum payment. |
After the statement is created, PAX opens the reconciliation view for that statement.
Statement reconciliation
The reconciliation view shows statement header information, statement line status counts, imported statement lines, and unmatched GL 2020 book entries for the selected card.
Users can:
- Import statement lines from CSV, TSV, or TXT.
- Review import confirmation totals for charges, credits, and net amount.
- Use
Auto-Matchto match statement lines to existing GL 2020 entries. - Expand a statement line to see posting date, category, city/state, cardholder, line type, and notes.
- Click a book entry to manually match it to a selected unmatched statement line.
- Assign GL accounts to unmatched statement lines.
- Use
Record All Assignedto create CC expense records from assigned unmatched lines. - Exclude a line with an optional reason.
- Un-exclude an excluded line.
- Select
Reconcile Statementwhen no unmatched lines remain.
Statement line statuses include:
| Status | Meaning |
|---|---|
unmatched |
Statement line still needs matching, recording, or exclusion. |
matched |
Statement line is linked to an existing GL 2020 book entry. |
recorded |
Statement line was used to create a CC expense record. |
excluded |
Statement line was intentionally excluded from reconciliation. |
The statement import parser rejects files that contain multiple cardholders, multiple account numbers, an account last-four mismatch, or transaction dates outside the statement period.
What happens behind the scenes
Opening Credit Card Management does not change records.
When Make Payment is saved, PAX validates the card, amount, and payment method, then creates a credit card payment record. The payment posting flow reduces GL 2020 and credits GL 1000.
When a statement is created, PAX stores the card, period dates, balances, statement date, due date, minimum payment, notes, and user.
When statement lines are imported, PAX creates statement line records and moves a draft statement to in_progress.
When Auto-Match is used, PAX looks for unmatched GL 2020 book entries for the statement card and period window. It matches by amount and prefers card-specific entries when possible.
When Record All Assigned is used, PAX creates CC expense records for assigned unmatched statement lines and marks those lines recorded.
When a line is excluded, PAX stores the excluded status and note. Reconciled statements cannot be modified through normal line actions.
When Reconcile Statement is selected, PAX allows reconciliation only when no unmatched lines remain. The statement is then marked reconciled.
Troubleshooting
No cards are available
Likely cause: No active credit cards are configured.
Safe fix: Review Credit Cards Settings Overview.
Contact support if: Active cards exist in settings but do not appear here.
CSV import fails
Likely cause: The file does not match the expected card, cardholder, account, date range, or transaction format.
Safe fix: Confirm the file belongs to the selected card and statement period. Use a clean CSV, TSV, or TXT export from the card provider.
Contact support if: The statement export is correct but PAX rejects it.
Reconcile Statement is not available
Likely cause: One or more statement lines are still unmatched.
Safe fix: Match, record, or exclude every unmatched line before reconciling.
Contact support if: All lines appear resolved but PAX still says unmatched lines remain.