Add and Edit Budget Line Items and Manual Invoice
After you add Credit Card records in FASTER Web, you can also link the Credit Card to a budget line item account number, create manual invoice for billing adjustments, and create vendor association.
Budget Line Items
A budget line item account number is created for a list of expenses that fall under a particular category, such as repairs, department or organization. You can link a Credit Card to a budget line item account number and a fix a maximum purchase limit to it. Once you link the Credit Card to a budget line item, the Credit Card expenses are automatically deducted from the budget line item account.
Adding Budget Line Items on a Credit Card
The Add Credit Card Budget Line Item dialog box lets you link the Credit Card to a budget line item account number.
Tip
To view Add Credit Card Budget Line Item dialog box, click the Add Credit Card Budget Line Item link.
To add a budget line item
- In the Accounting Tab, click the Manage Credit Cards link.
The Manage Credit Cards page opens.
- In the Search Options: Credit Cards section, provide the appropriate details and click Search.
The Search Results section displays results for your search criteria.
- In the Search Results section, view the Credit Card Type to which you want to add a Budget Line Item.
- Click Add Budget Line Item.
- Enter the relevant information in the Add Credit Card Budget Line Item dialog box.
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Note: While configuring the Accounting Settings in the Setup module, if the Support System Default Account Code option is set to Yes, the following options are set by default:
- The Budget Line Item Account Number list pre-populates the System Default Account option.
- The Set Budget Line Item as Purchase Order Default check box is selected.
However, you can make changes to the selected options, as required.
· The landing page chart of the Accounting module displays the Current Billing Cost vs. Revenue chart.
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- Click one of the following:
- Save to save the information and close the dialog box.
- Save & New to save the information and add another record.
- Cancel to disregard any changes and close the dialog box.
The Edit Credit Card Budget Line Item dialog box lets you update the budget line item account number and maximum purchase limit for a Credit Card.
Tip
To view Edit Credit Card Budget Line Item dialog box, click the Edit Credit Card Budget Line Item link.
To edit a budget line item
1. Click the Accounting module.
2. In the Action column, click Manage Credit Cards.
The Manage Credit Cards page opens.
3. Search the required Credit Card information.
4. In the Search Results section, click 
next to the Edit link of a Credit Card record.
The existing budget line items records are displayed in a grid.
5. Click the Edit link corresponding to the Budget Line Item you want to edit.
The Edit Credit Card Budget Line Item dialog box opens.
- Make the necessary changes, as required.
- Click one of the following:
- Save to save the information and close the window.
- Cancel to disregard any changes and close the window.
- Make Value Obsolete, and then Yes, Make Value Obsolete to make the item obsolete.
- Delete, and then Yes, Delete Budget Line Item to delete the item.
Add Manual Invoice
The Add Manual Invoice dialog box lets you add amendments for transactions done through Credit Card.
Tip
To view Add Manual Invoice dialog box, click the Add Manual Invoice link.
To manually add invoice for a Credit Card transaction
- In the Accounting Tab, click the Manage Credit Cards link.
The Manage Credit Cards page opens.
- In the Search Options: Credit Cards section, provide the appropriate details and click Search.
The Search Results section displays the results for your search criteria.
- In the Search Results section, view the Credit Card Type and then view its Budget Line Item.
- Click Add Manual Invoice.
The Add Manual Invoice dialog box opens.
- Enter the relevant information in the Add Manual Invoice dialog box.
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Note:
- Manual invoice with a positive invoice total deducts money from the appropriate Credit Card Budget Line Item, and a manual invoice with a negative invoice total credits money to the appropriate Credit Card Budget Line Item.
- You can create a billing adjustment for the manual invoice by selecting the Create Billing adjustment for Work order or Direct Charge check box. Once you create billing adjustments and save the Add Manual Invoice dialog box, you cannot make further modifications to it.
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- Click one of the following:
- Save to save the information and close the dialog box.
- Save & New to save the information and add another record.
- Cancel to disregard any changes and close the dialog box.
Edit Manual Invoice
The Edit Manual Invoice dialog box lets you update the amendment added for Credit Card transactions.
Tip
To view Edit Manual Invoice dialog box, click the Edit Manual Invoice link.
To update the invoice of a Credit Card transaction
- In the Accounting Tab, click the Manage Credit Cards link.
The Manage Credit Cards page opens.
- In the Search Options: Credit Cards section, provide the appropriate details and click Search.
The Search Results section displays the results for your search criteria.
- In the Search Results section, view the Credit Card Type, and then view its Budget Line Item.
- Click Edit next to the Invoice/ Credit Memo that you want to update.
The Edit Manual Invoice dialog box opens.
- Update the relevant information in the Edit Manual Invoice dialog box.
Note: If you have created a billing adjustment while adding the manual invoice, you cannot modify it from Edit Manual Invoice dialog box.
- Click one of the following:
- Save to save the information and close the window.
- Cancel to disregard any changes and close the window.
- Delete Invoice to delete the invoice.
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