How to Manage Credit Card Statement

Last reviewed: June 9, 2026

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Use this workflow to create, import, resolve, and reconcile a credit card statement in PAX.

When to use this workflow

Use Credit Card Management when a credit card statement needs to be reconciled or when a card balance needs to be paid down.

Use How to Record Credit Card Expense for direct entry of a known individual card expense outside the statement reconciliation workflow.

Before you start

Confirm:

The card is configured and active in PAX.
Statement period start and end are known.
Opening balance and closing balance are known.
Due date and minimum payment are available if your company tracks them.
The statement export is available as CSV, TSV, or TXT.
The export belongs to the selected card and statement period.
Any unmatched lines that need to be recorded have approved GL expense accounts.

Screen path

Dashboard > Finance > Credit Cards > Credit Card Management

Record a card payment

Use Make Payment when the company pays down a credit card balance.

Open Credit Card Management.
Select Make Payment.
Select Card.
Confirm Payment Date.
Enter Amount.
Select Payment Method.
Enter Reference when available.
Enter Notes when helpful.
Review the GL preview.
Select Record Payment.

PAX records the pay-down as debit GL 2020 and credit GL 1000.

Create a statement

Open Credit Card Management.
Select New Statement.
Select Card.
Enter Period Start.
Enter Period End.
Enter Opening Balance.
Enter Closing Balance.
Enter Statement Date, Due Date, and Minimum Payment when available.
Select Create Statement.
PAX opens the reconciliation view for the new statement.

Import statement lines

In the statement reconciliation view, select Choose CSV File or + Import CSV.
Choose the card statement export.
Review the import confirmation showing line count, charges, credits, and net amount.
Confirm the import.

PAX checks that the file belongs to the statement. It rejects imports with multiple cardholders, multiple account numbers, card last-four mismatch, or dates outside the statement period.

Resolve statement lines

Every statement line must be matched, recorded, or excluded before the statement can be reconciled.

Use these options:

Option	When to use it
`Auto-Match`	Use when PAX should match imported lines to existing GL 2020 book entries by amount and date context.
Manual match	Expand an unmatched line and select the correct GL 2020 book entry on the right.
Assign GL account	Choose an expense account for unmatched lines that should become CC expense records.
`Record All Assigned`	Create CC expense records for all unmatched lines that have GL accounts assigned.
`Exclude`	Exclude a line that should not be matched or recorded, with a reason when helpful.
`Un-exclude`	Return an excluded line to unmatched status.

Do not exclude a legitimate charge just to make the statement reconcilable. Exclusion should be an intentional reconciliation decision.

Reconcile the statement

Review the Line Status summary.
Confirm Unmatched is zero.
Review matched, recorded, and excluded lines.
Select Reconcile Statement.
Confirm the statement status changes to reconciled.

After reconciliation, normal statement-line modifications are blocked.

What happens behind the scenes

When a card payment is recorded, PAX creates a credit card payment record and posts the pay-down activity through GL 2020 and GL 1000.

When a statement is created, PAX stores the statement header and opens the statement reconciliation workflow.

When statement lines are imported, PAX creates statement line records and moves the statement from draft to in_progress when applicable.

When lines are matched, PAX links them to existing GL 2020 book entries from CC expenses, vendor payments paid by credit card, credit card payments, or manual journal entries.

When assigned lines are recorded, PAX creates CC expense records from those statement lines. Credits become refund-style CC expenses. The statement lines are marked recorded and linked to the created entries.

When a statement is reconciled, PAX verifies that no statement lines remain unmatched, then marks the statement reconciled.

Troubleshooting

Import says the account does not match

Likely cause: The statement export belongs to a different card than the PAX statement.

Safe fix: Confirm the card last four in PAX and import the correct statement file.

Contact support if: The card information is correct but PAX still rejects the file.

Import says dates are outside the statement period

Likely cause: The statement period in PAX does not match the CSV transaction or posting dates.

Safe fix: Confirm the statement period and use the export for that exact statement.

Contact support if: The provider export uses dates that should be accepted for the statement period.

Auto-Match finds no matches

Likely cause: Matching GL 2020 entries do not exist, amounts differ, dates are outside the match window, or the entries were already matched.

Safe fix: Review the unmatched book entries and use manual matching or record assigned lines as CC expenses when appropriate.

Contact support if: The expected GL 2020 book entry exists but cannot be matched.

The statement cannot be reconciled

Likely cause: At least one line remains unmatched.

Safe fix: Match, record, or exclude every unmatched statement line.

Contact support if: The summary says unmatched lines remain but none are visible.