This guide explains the most-common workflow in the Payment Terminal: processing a single customer's Invoices or Statement Charges in QuickBooks, and tends to make up the bulk of our merchant's transactions.
The Payment Terminal will not generate its own Invoices or Statement Charges - invoices should be generated through QuickBooks directly, or by using an integration that generates unpaid invoices in QuickBooks (e.g. an industry-specific addon or external software exporting to QuickBooks).
1. Launch the Payment Terminal
2. Click on the Single Customer button, which will open the Single Customer screen.
This screen functions very similarly to the Receive Payments screen in the QuickBooks interface, and replaces its functionality for credit card or ACH transactions.
The Single Customer screen can also be accessed from the Processing menu at the top of the Payment Terminal window.
If you are using our Email Payments or Auth Now/Settle Later addons, set the operation type (in the top-left corner) to Sale.
For instructions on other operations, refer to the documentation for those addons.
3. Find the invoice(s)/statement charge(s) that you wish to bill for this customer, by using the filter fields at the top:
- Transaction Type: the type of billable item in QuickBooks you're search for. For the purposes of this guide, this should be set to Invoice, or Invoice and Statement.
- Date: the length of time you'll be searching against (in Customer/Job lookup), in terms of window of time from the creation date on the billable item. For example, setting this to 7 days will only show the past 7 days worth of created billable items in the search results. This can be set to your preference, but usually should be set to All Time to see all open billable items in the results screen.
- Invoice/Statement #: The Invoice/Statement Charge number from QuickBooks. To select a particular billable item, fill in this number here to pull it up directly.
- Customer/Job: The Customer/Job to search for billable items under. Used for finding billable items for a specific customer, in regards to the Date and Transaction Type fields above. Customers are showing in the same format as the Customer/Job column in the QuickBooks Customer Center.
When you've set your filters accordingly, click Search.
If you're using Sales Receipts, or if you'd like to create a Payment/customer credit to apply later, please refer to documentation for those features.
The Invoice Pending option under Transaction Type should only be used if an Invoice is marked as Pending in QuickBooks (generally used if an invoice is still in-progress or has not posted to their customer account).
4. If multiple billable items were returned, select the ones you'd like to include in this transaction by using the checkboxes on the left-hand side.
5. The Single Customer screen will default to paying the entire balance of any selected billable item from the search results. If you'd like to customize the amount paid, there are two options available to do so:
- Modify Per Billable Item: Double-click on the amount under the Pay Amount column on the right side of the results, and enter in an amount to pay towards that billable item.
- Modify Overall Amount: Enter in a new amount under the Amount field towards the left-hand side of the screen. This will be applied to the first open billable item (by creation date), with any remainder being applied to the second open billable item, and so on.
6. If needed, you can enter a memo/note by using the Memo/Note field towards the upper-left corner of the screen.
Additionally, if needed, you can supply a customer code (generally a unique identifier per customer, which should default to the Customer Account Number in QuickBooks), by using the Customer Code field.
7. Proceed to the lower half of the screen for selecting/enterring payment information for this transaction. See below for guides on using unsaved/saved payment information
The Payment Terminal will not pull saved customer payment information from your QuickBooks Database, due to PCI compliance issues. You will need to move the information from the Customer Center to the Payment Terminal the first time you run a transaction for that customer, and save the payment information on our PCI-compliant remote vault.
1. Select whether you'd like to charge a Credit Card or eCheck/ACH Transaction, using the selector on the left side of the screen.
1. If you have a keyboard-emulation credit-card reader, press the Swipe button, follow the prompts, and skip this step.
In the fields towards the left-side of the screen, enter in the name on the card (exactly as shown on the card), the credit card number (without dashes, spaces, or non-numeric characters), and the expiration date (in MM/YY format).
2. Enter the CVV2/Security Code from the card.
- American Express® cards: The four-digit number on the front of the card, towards the right.
- All other card networks: The three-digit number on the back of the card, towards the right of the signature panel.
2. Enter the routing number (nine-digit number per financial institution, on the bottom-right of paper checks), account number (between four and 17 digits long, on the bottom of paper checks, and check # (if available).
3. Select the type of account using the selectors to the right of the fields mentioned above (Business/Personal, and Checking/Savings).
4. Select the SEC (Standard Entry Class) Code for this class of payment. This defaults to PPD (Prearranged Payment & Deposit), but may be changed if needed.
Your merchant account may only be set up for specific SEC codes. Be sure to use the correct SEC code for this type of transaction.
If you are unsure of what SEC code should be used for this transaction, contact your merchant services provider or accountant.
2. Fill in the AVS (Address Verification System) information, using the fields on the bottom-left side of the screen. These can be auto-filled from the QuickBooks address fields by clicking the Auto-Fill AVS from QuickBooks checkbox, and selecting the appropriate address, or by filling them in manually.
AVS is not required or verified for ACH transactions, but may be collected by your ACH gateway. Ask your merchant services provider for more information.
AVS will only verify address information for US/Canadian/UK-based cards only. In addition, it only verifies the building number in the street address, and the ZIP/Postal code (five digits for US, six characters for Canada, and between five and seven characters for UK). The following cards may experience issues with AVS:
- Additional international cards (only fully supported in the above countries)
- Prepaid cards (may require additional configuration, or use the address where the card was purchased/first used)
- Corporate cards (may have a different billing address than the physical location)
If a card declines, it's always a good idea to try it both with/without AVS fields filled.
3. If you'd like to save this payment method, review the default settings towards the bottom-left side of the screen (default for single-customer/multi-customer screen), and press the Save button.
On saved credit cards, this may clear the CVV2/Security Code, as this information isn't saved for PCI compliance purposes. If a transaction declines without the security code, it may be required for processing transactions - either for the first transaction, or all transactions (which prevents the card from being saved). This field can be filled in after the card is saved (or loaded in subsequent transactions).
8. Click the Process Sale button. This will send the transaction to your gateway for processing.
9. If the transaction was successful, you'll be presented with a receipt you can print/email to the customer.
If the transaction was declined, a decline code will be given, as well as a message (if applicable). Refer to our declined transactions guide.