IF PRO TIP: Do not create the credit card COA manually – it is automatically created when you add the credit card account using the steps below. Before you start, navigate to Administration > Chart of Accounts and note which UNUSED COA numbers in the Liabilities section are available for the new account.
When Do You Need to Add a Credit Card Account?
You need to add a credit card account when your hotel begins using a new credit card for purchasing. Inn-Flow treats credit card accounts as liability accounts with their own register, similar to bank accounts. If the hotel already has a credit card set up and you just need to enter invoices against it, you do not need to add a new account – simply select the existing card as the Method of Payment when entering invoices.
Steps to Add a Credit Card Account
In Accounting, select the Accounts tab, then select your hotel.
Click the Add Credit Card Account button on the top right.
In the slide-out panel, enter the card number. You can enter just the last 4 digits for security purposes.
Enter the Vendor Name and Customer #. If the vendor does not yet exist, you can create it from this screen.
In the Enter COA field, enter an unused COA number. The COA # must not already exist in your Chart of Accounts. If you previously created a COA you want to use, go to Administration > Chart of Accounts, select that COA, and click Delete COA to free up the number.
Enter a Nickname for the card (e.g., "Amex 4521" or "Visa Purchasing").
Select whether this will be the Primary Credit Card account. The primary card is displayed first in drop-down menus throughout the system.
Set the Opening Date to the 1st of a month.
Click Save.
Once the credit card account is created, it will appear in the Accounts tab with its own register. You can then enter invoices and payments against this card.