Credit Card Expense Reporting

Step 1:

Click on "Statements"

Open the most recent statement and take note of the starting and closing dates for the statement

Ex: Opening/Closing Date 03/08/22 - 04/07/22

Click on the three horizonal lines in the upper left hand corner and click "Accounts" to go back to the main page

Just below TREE OF LIFE OPEN BIBLE CH, on the left hand side, click on: BUSINESS CARD (...4970)

Scroll down to Account Activity

On the far right side there is an arrow pointing down to the horizontal line and it says "Download Account Activity" when you hover over it- Click the arrow

Account: Business Card

File Type: Spreadsheet (Excel, CSV)

Activity: Choose a date range

Date: From [Enter statement open date] To [Enter statement closing date]

Download

Save the file

Step 2:

Open the file

Sort the file by Card number

Step 3:

Open the google drive folder for the credit card expense reporting

Select the current year folder

Create a new folder for the month of the statement you just downloaded

Open the most previous month folder

Open each sheet and complete the following steps:

File
Make a copy
Remove "Copy of" and replace with the new month (Ex: "Copy of March Lance Card..." becomes "April Lance Card...)
Change the folder to the new month folder you created
Click the green "Make a copy" button
Close the previous month sheet, so you don't accidently overwrite the data
On new sheet you just created, delete all the information but the headers

Step 4:

Open the statement download that you sorted by card number

Open one of the Card sheets

Look on the statement download for the transactions that were made by the card sheet you opened

Example:

The statement download sorted by card looks like this:

Card	Transaction Date	Post Date	Description	Category	Type	Amount
1234	4/6/2022	4/7/2022	B2B Prime*1A4HX6OP1	Bills & Utilities	Sale	-189.74
1234	4/5/2022	4/6/2022	Microsoft*EA Play 1 Month	Merchandise & Inventory	Sale	-5.34
1234	4/3/2022	4/5/2022	RACETRAC 2562 00025627	Gas	Sale	-10.05

You open the credit card expense reporting sheet for Card 1234

Date*	Note/Memo*	Payee*	Check #	Account*	Fund*	Amount*	Tags: Events	Tags: Fundraisers and Projects	Tags: Departments	Tags: Custom

Complete the follow steps for each respective credit card

Copy the dates from the statement download that are for Card1234 and paste the dates into the Date column in the credit card expense reporting sheet
Copy the Description that are for Card1234 from the statement download and paste it in the "Payee" column of the credit card expense reporting sheet
Copy the Amount from the statement download that are for Card1234 and paste them into the Amount column in the credit card expense reporting sheet

Once you have the data copied from the statement download to the credit card expense reporting sheet, copy the link for each credit card expense report and send the link as a Slack message to the owner of the card. Request that the information be completed by the 13th of the month.

** Exeception: Carmen's Master Aplos Sheet

For the master sheet, the information for all cards should be copied and pasted into this master sheet

Once the card owners have completed their credit card expense reports, copy the information they have noted and paste it into Carmen's Master Aplos Sheet. The more information provided, the better our ability to analyze numbers will be.

Encourage card owners to write in the notes section. If the account lines, fund, or departments are incorrect or wrong, that will negatively impact reporting later.
Bookkeeping will not accept a report that does not have completed Account Lines and Funds.

When the Master Aplos sheet is complete, it must be saved as an .xls document to be sent to bookkeeping.