How to Record Credit Card Expense

Use this workflow to record a company credit card charge, refund, or credit directly in PAX.

When to use this workflow

Use CC Expenses when you have a single card transaction that should be recorded directly.

Use How to Manage Credit Card Statement when the activity is coming from a statement import and should be matched or bulk-recorded during statement reconciliation.

Before you start

Confirm:

• The expense date is known.
• The amount is known.
• The correct expense account is known.
• The card is configured in PAX if card-level tracking is needed.
• The payee or merchant is known, if your company records it.
• The receipt is available as JPG, PNG, or PDF when one should be attached.
• Refunds and credits are marked with the Refund / Credit checkbox instead of entering a negative amount.

Screen path

Dashboard > Finance > Credit Cards > CC Expenses > New Expense

Steps

1. Open CC Expenses.

2. Select New Expense.

3. Select Credit Card if the expense should be tied to a configured card.

4. Leave Refund / Credit unchecked for a normal charge.

5. Enter Expense Date.

6. Enter Description.

7. Enter Amount.

8. Select Expense Account.

9. Enter Payee when useful.

10. Attach Receipt when available.

11. Review GL Posting Preview.

12. Select Save Expense.

13. Confirm the entry appears in the CC Expenses list.

Refunds and credits

Use Refund / Credit when the card activity reduces the credit card payable balance instead of increasing it.

For refunds and credits:

1. Select New Expense.

2. Select the card when applicable.

3. Check Refund / Credit.

4. Enter the refund date, description, amount, expense account, payee, and receipt as needed.

5. Review the GL preview. PAX should show debit GL 2020 and credit the selected expense account.

6. Select Save Expense.

Enter the refund amount as a positive number. The checkbox controls the accounting direction.

What happens behind the scenes

When Save Expense is selected, PAX:

• Validates required fields.
• Requires the amount to be greater than zero.
• Confirms the selected expense account exists.
• Saves the expense or refund record.
• Stores receipt content and MIME type when a receipt is attached.
• Uses CC expense posting automation to create the related GL activity.

Normal expenses debit the selected expense account and credit GL 2020. Refunds and credits debit GL 2020 and credit the selected expense account.

Related docs

• CC Expenses Overview
• Credit Cards Overview
• Credit Card Management Overview
• How to Manage Credit Card Statement
• Credit Cards Settings Overview
• Chart of Accounts Overview