- Payment Accounts in Garde
- Can I have Additional Payment Accounts?
- How Do I Create New Payment Accounts?
- Ensuring your Invoices are Closed to the Right Payment Account
- Removing Payment Accounts
Payment Accounts in Garde
Payment Accounts in Garde
Their Primary Role: To record and communicate how an invoice is paid.
Knowing how an invoice was paid impacts what information is sent to your accounting system and whether the invoice appears in Garde Bill Pay (coming soon) as an unpaid bill. Every Garde account has one accounts payable payment account by default. By using this, your invoices will be closed and recorded to your A/P account. This means they will show as being unpaid and when exported, will be sent over to your accounting system as a bill to be paid with the invoice total crediting your A/P account. Every Garde account has one accounts payable payment account by default. By using this, your invoices will be closed and recorded to your A/P account. This means they will show as being unpaid and when exported, will be sent over to your accounting system as a bill to be paid with the invoice total crediting your A/P account. The default Accounts Payable in the Garde should not be mapped (i.e. you don’t need to do anything!) because our software will automatically find the default accounts payable in your accounting system. Most restaurants only need one accounts payable type payment account.Can I have Additional Payment Accounts?
Yes! You can have as many Payment Accounts as needed. We recommend only one Accounts Payable, but we often see multiple Credit Cards and Checking accounts. If invoices are paid upon receipt, that payment information can be communicated to Garde on the invoice and recorded through the use of additional Payment Accounts. For every payment type you might use to pay any invoices and receipts - like check, ACH/EFT, credit card - you should have a corresponding Payment Account in Garde. Even if it’s only used infrequently, it’s best to set up any payment accounts that might be needed. A note on Bill Pay (coming soon): Once Bill Pay is available, any invoice closed to a Payment Account other than A/P will be automatically marked as “Paid Externally” and won’t appear in the Bill Pay queue. Keep in mind that choosing “Check” as your Payment Account doesn’t mean Garde will send the vendor a check — it just tells your accounting system how the payment was made.How does this look in my Accounting System?__
- Accounts Payable will be posted as an invoice/bill in your accounting system
- Anything with “Other” or “Credit Card” as the account type will be a journal entry (see below for more explanation)
How Do I Create New Payment Accounts?
How Do I Create New Payment Accounts?
Go to Accounting > Payment Accounts from the main menu to view, add or edit your payment accounts. Once created, these new Payment Accounts must also be “mapped” in order to export correctly. Click here to follow the detailed instructions:Article: Creating Additional Payment Accounts
Below is a quick video on setting up Payment Accounts.
Ensuring your Invoices are Closed to the Right Payment Account
When uploading invoices, the default is to mark them as unpaid by assigning them to the Accounts Payable payment account. If you want the correct payment method recorded during invoice processing, there are two ways you can help ensure that this happens:- You can adjust the vendor settings to define a default payment account, or
- You can write the payment used on the invoice itself