How to Enter Credit Card Transactions in QuickBooks 2019

Watch QuickBooks 2019 video tutorial below. Learn how to enter the credit card transactions after the credit card account has been set up.

Once you have your credit card account set up in the Chart of Accounts, then you can start entering all the charges and/or credits that would show up on your credit card statement. I want to show you where to go and how to actually add those transactions. And then, after we’re done with that we’ll talk about how to reconcile those in the next section.

If you’re in the Chart of Accounts, you’ll see your credit card on the list. You can double click on it to get to that particular register. You can type your transactions on the next available line in the register. But, you probably want to do it out on the Home screen (the correct way). That way you have more fields of information you can fill in.

When you’re on the Home screen (if you go over to the banking section), you will see a button that says; “Enter Credit Card Charges. This is where you’ll put each individual charge, or if you return something like a transaction.

If you don’t see this button at all (just a blank space here), that means that you don’t have at least one credit card account set up in the Chart of Accounts. You would need to go and do that first.

I’m going to go ahead and enter a couple of these so you can see how this works.

The first thing you’ll see is that it asks you which credit card are you using. So, make sure you have the correct one chosen from the list. You can see also that this can be a purchase or it can be a refund, something you returned, so make sure the correct one of those is chosen as well.

The first thing it asks you about this transaction is who did you purchase this from. We’re going to say an office supply store.

If the office supply store was not on the list: it would have popped up and asked me (if I wanted to add them to the list). I could have done that at this point. I’m going to put in the date of the transaction. There is a place for a reference number and then the total of that transaction.

I can also put in a memo (if I’d like). At the bottom, I can break up my transaction between the Expenses tab and the Items tab (if I need to). We’ll say in this case that office supplies were $100 and we’ll say the rest of it was for postage.

Notice, I can put a memo next to each one of these. There’s also a place for the customer and the job. So, if this pertains to a particular job that you’re working on, make sure you choose this. So that, your job costing will be correct. Also, if this is something you intend to get reimbursed for, choose the customer and the job as well. And, make sure it says Billable right over here. And also make sure you have the correct class chosen for each one of these. All you have to do now is Save & New and we’ll put in a second one.

Now, this time, we’ll say that we went out to lunch. And, let’s say that we went to a restaurant called, McNally’s. And I have a chance to quickly add this because it’s not on the list or set it up. Now! Because I actually have a capital letter there, I’m going to go ahead and set it up. But, because it’s not in the list that it asks me is McNally’s (a vendor, a customer, an employee, or another), they would be a vendor. Because you buy from them on a regular basis. Now, I can fix my small A there. Click OK. Now, they’re in the list for good.

The next thing is the date of my transaction. Then, the amount that I’m spending. And in this case (we’re going to say), this is for meals. This is for legitimate business expense because meals are not in my account list.

I have a choice to set it up. It would be an expense to my business. I’ll hit Continue here. I don’t need to change anything on this screen, other than, adding an account number. I’ll just hit Save & Close. That one is in there for good now.

I’m going to add one more. So I’ll hit Save & New. Let’s say that we’re going to go ahead and take back some of those office supplies we bought. So, we’ll go back and put in the office supply store. Make sure it’s a refund or credit up here (that’s the key). We’ll put in the date that we returned everything. And then, we’ll put in the amount that we returned.

Let’s say it was $40. The next thing is which account are we going to put this back to. Let’s say it was $40 worth of office supplies. You’ll want to make sure that if you’re intending to use this for job costing purposes again that you pick the correct customer and job and also if you’re using the class feature make sure you pick the correct class.

Let’s go and look at some of the options (under our tabs at the top), and see if there’s anything new. We do have our Find. We’ve talked about a lot of these already. You do have the ability to download your credit card charges. Also, you can clear your splits (if you’ve got splits down here), and you can recalculate. Nothing really new on this screen too much.

If we’re looking at the reports: make sure you’re familiar with your transaction history. Because that’s how you’re going to see the history of this particular refund.

And there’s also a couple of reports. There’s an expense by vendor detail and a previous reconciliation report you can look at as well. And that’s really all there is to creating the refund or the credit. I’m going to go ahead and hit Save & Close at the bottom.

Let’s go ahead and go over to section three now and I’ll show you how to reconcile the credit card accounts and how to make a payment.

Cindy McGuckin

Cindy McGuckin is an IT trainer with over 20 years of experience. Cindy currently manages the IT Training Department at Trident Technical College, she's a Member of the Association of IT Professionals, Charleston, SC chapter and the Treasurer of the South Carolina Association of Continuing Higher Education. Cindy is a Microsoft Office and QuickBooks expert and her online courses have received hundreds of 5-star reviews. Her no-nonsense approach to teaching complicated topics makes her classes engaging and interesting.