Sage 100C Credit Card Expenses as Journal Transactions
Agave posts an approved expense to Sage 100 Contractor as a single journal transaction that debits the account you coded the expense to and credits the credit card it was paid on. Card spend clears the card account in one step. Job cost detail rides on the same transaction, so the job carries the cost without a second entry.
This guide covers:
- What Agave writes to Sage 100 Contractor when you approve an expense
- Which fields on the expense map onto the journal transaction
- What an expense needs before it can post, and where to find it once it has
- What happens on accounts where journal transaction posting is off
- What to do when an expense fails to post
Before you start
- Your credit cards are set up in Sage 100 Contractor under 4-7 Credit Card Management, and each card in Agave is matched to one of them. The credit line posts to that card.
- Your Sage 100 Contractor account is connected to Agave.
- Your Agave account has EM Sync Expenses As Journal Transactions turned on. Accounts without it post each expense as a vendor invoice followed by a credit card payment instead.
How the journal transaction is built
Each approved expense becomes one journal transaction carrying up to three lines.
| Line | Side | Posts to |
|---|---|---|
| Expense line | Debit | The general ledger account the expense is coded to, plus its sub account when one is coded |
| Card clearing line | Credit | The general ledger account and sub account of the credit card the expense was matched to, described as Credit card clearing |
| Job cost line | Debit | The job, cost code, cost type and sub job the expense is coded to, if it is a job costed expense |
The first two lines carry the debit and the credit, and they are always equal, so the entry balances on its own. The third line is job cost detail.
An overhead expense, meaning one coded with no job or coded to a job your account treats as overhead, posts with only the two general ledger lines. Sage 100 Contractor rejects a job cost line with no job on it. Which jobs count as overhead is set in Account Settings.
How expense coding reaches Sage 100 Contractor
Agave carries the coding from the expense straight onto the transaction.
| On the expense | On the Sage 100 Contractor journal transaction |
|---|---|
| Expense number | Transaction number |
| Description | Transaction description |
| Expense date | Transaction date |
| Vendor | Vendor on the header |
| Payee read from the receipt | Payee on the header |
| Line description | Description on the debit line and on the job cost line |
| GL account | Account on the debit line |
| Sub account | Sub account on the debit line |
| Matched card | Account and sub account on the credit line |
| Job | Job on the job cost line |
| Cost code | Cost code on the job cost line |
| Cost type | Cost type on the job cost line |
| Sub job | Phase on the job cost line |
| Amount | Debit, credit and job cost amount |
Sage 100 Contractor caps several of these, so long values are worth avoiding when you name things.
| Field | Limit |
|---|---|
| Transaction number | 20 characters |
| Transaction description | 50 characters |
| Debit and credit line description | 75 characters |
| Job cost line description | 50 characters |
A sub account has to hang off the general ledger account its line is coded to. When an expense carries no sub job, Agave leaves the phase off the job cost line instead of writing phase 0.
How Agave checks an expense before posting
Agave posts the whole transaction or none of it. An expense has to carry all of the following before it can go:
- An amount
- A general ledger account on the coded line
- A matched card account, since the credit line clears it
- A job, cost code and cost type together, when the expense is job costed
An expense missing any of these stays unsynced in Agave with the reason shown on it. Nothing partial reaches Sage 100 Contractor.
How the transaction posts to Sage 100 Contractor
Agave writes the transaction straight to the general ledger. There is no batch to post and no approval queue, so the transaction is on the books as soon as it lands, with the ledger period open, and Sage 100 Contractor assigns the accounting period and fiscal year from the transaction date.
You can open the transaction in 1-3 Journal Transactions, where the debit line, the credit line and the header vendor and payee all appear.
Nothing appears in 4-2 Payable Invoices, because no vendor invoice is created and there is nothing to pay. The vendor is recorded on the transaction for reporting, not as a payable.
A posted journal transaction cannot be changed from Agave. Sage 100 Contractor exposes no way for Agave to modify one after it lands, so corrections happen in Sage 100 Contractor.
How the transaction reconciles against the card statement
Expenses posted this way appear on 4-7-5 Reconcile Credit Card Accounts against the card they were matched to, alongside charges entered directly in Sage 100 Contractor. Sage 100 Contractor picks them up from the card account or sub account on the credit line, so a card statement reconciles the same way it always has.
Expense Management reaches Sage 100 Contractor through the Agave Connector, which processes requests one at a time. An approved expense usually posts within a few minutes rather than instantly.
How refunds post
A refund posts as the same journal transaction with the signs reversed. The card account is debited, the coded expense account is credited, and the cost comes back off the job on the job cost line. The refund shows on 4-7-5 Reconcile Credit Card Accounts as a credit against the card.
When posting goes wrong
The expense needs a card account before it can be posted as a journal transaction.
- Match the expense to a card transaction, or set the card account on the expense
- Retry the sync
The expense needs a ledger account before it can be posted as a journal transaction.
- Code the line to a general ledger account
- Retry the sync
The selected sub account belongs to a different ledger account than the one coded.
- Pick a sub account that hangs off the coded account, or clear the sub account
- Retry the sync
The transaction is not on 4-7-5 Reconcile Credit Card Accounts.
- Check which card the expense was matched to in Agave
- An expense matched to the wrong card credits that card instead, so it reconciles against the wrong statement
- Correct the match, then correct the posted transaction in Sage 100 Contractor
Related guides
- Sage 100 Contractor Authentication: connecting Sage 100 Contractor to Agave through the Agave Connector
- Account Settings: the Expense Management settings that drive coding, including which jobs count as overhead
- Connect Your ERP: where Sage 100 Contractor sits among the supported systems