▶︎ How Can I Manage a Prepaid Card in Scribe?

Using a Prepaid Card

It is becoming increasingly common for councils to use cards to facilitate purchases of minor or ad hoc items, replacing the use of petty cash or the reimbursement of expenses to staff.

Prepaid cards differ to credit or charge cards as they require funds to be added to the card before purchases are made. If a prepaid card is used it is important to understand how to record the transactions on Scribe.

How Can I Manage a Prepaid Card in Scribe?

Follow the steps below to ensure prepaid card transactions are managed correctly within Scribe.

Create a Bank Account

We recommend setting up a separate bank account for your prepaid card that the transactions can be recorded against.

Navigate to Menu Setup -> Bank Balances and create an account for your card (the opening balance should be £0.00).

Loading Funds onto the Card

In order to use the prepaid card, funds must firstly be added to the card. Enter a bank transfer on Scribe to reflect this movement of money from the account the funds are coming from to the prepaid card. A further bank transfer should be entered on to Scribe each time the card is topped up.

Recording Purchases Made on the Card

Enter the purchases made on the card with the voucher date being the date the purchase was made. Because the funds were already loaded onto the card, the purchase has been paid for (unlike credit cards where the purchases are not paid for until the card is paid off).

Reconciling a Prepaid Card

The prepaid card account can be reconciled in the same way as other bank accounts. The transactions can be reconciled to the date of the card statement and the balance on Scribe should match to the amount remaining on the card.

💡 If your council uses a credit or charge card please see this helpguide: How Can I Manage a Credit or Charge Card in Scribe?