I know this has been discussed before but I'm looking for new ideas for handling credit card payables (transactions we charge to credit cards). We use the Job Cost module for tracking jobs, and AP for vendor invoices. Our goal is to make this as simple a process as possible (the economy has forced us to cut staff, therefore our time is limited) and accurate for our financial statements.
For my example, I will use "AMEX". We use AMEX for the following "types" of charges:
A. Any charges that are charged to the credit card, either over the telephone or online that are to be applied to the cost of a job. We do not have credit terms with these vendors and they are used VERY infrequently, sometimes only once. They are not entered in AP as vendors and we don't need to track them that way. When we receive the AMEX statement, they are applied to the job at that time - and in the description we put who the charge was made to. We cant therefore track the costs in JC this way.
B. Charges that are put on our credit card that can be applied to various G/L accounts, and not to jobs, depending on what the charge is for. Ex: Staples charges are applied to our office supplies GL. We do not care if all office supplies are tracked by specific supplier and they do not get put in AP. They are entered when I get our AMEX statement and put to the correct GL code.
C. Vendor Invoices that we have terms with. The vendor invoices are entered as they come in - into AP. They are applied to a job, or to the proper G/L code (sometimes stock)in AP. We rarely pay these vendors by credit card until 30-45 days after the invoice is entered into AP. When we receive the AMEX statement, they are entered to a specific G/L code (credit card payables) as part of the AMEX invoice. We then create "manual" checks for only these invoices, coded to the same G/L code as entered when we put them to the AMEX statement in AP.

Our accountant found at the end of the year that we had double payables in our financial statement. Some charges were in our payables GL and the same charges were in the GL "credit card payables" account.

I can't set up vendors for all charges to our AMEX (and other credit cards) because there are so many "one-offs" that the time to do so, and then create the manual checks to get them off the books and shown as paid would be too time consuming.

I'm hoping someone has come up with a simple, easy way to enter these. I need to do them correctly for our books, and in a way that does not take an employee extra time that we just don't have.

Thank you in advance,
Karen