Overview
Our integration includes a powerful Multiple Customer screen. From here, you can gather groups of Invoices and Statement Charges from many different Customers in QuickBooks, and pre-authorize their credit cards all in the matter of minutes, drastically reducing processing time and workload. Below is a simple guide for processing via Multiple Customer.
Available Filters
The Multiple Customer screen will select Invoices/Statement Charges based on a variety of different fields, associated with either the Invoice/Statement Charge and/or the Customer within QuickBooks. These fields are:
- Customer:Job: Based on the Customer/Job the Invoice/Statement Charge is assigned to in QuickBooks. By default, this should be set to All Customers and Jobs, unless you'd like to use this screen for one Customer/Job's invoices only.
- Date/Due Date/Shipping Date: Based on the date the Invoice/Statement Charge in QuickBooks was created, marked as being due, or marked for shipping (respectively). The From and To fields specify the duration to analyze this field over (the Older Than option will, alternatively, prepopulate these fields for you).
- Customer Type: Based on the Customer Type field from the Customer Center (found by editing a customer, under the Additional Info tab).
- Job Type: Based on the Job Type field from the Job in the Customer Center (found by editing a job under a customer, under the Job Info tab).
- Invoice Terms: Based on the Terms field from the Invoice (found by editing the Invoice, on the right-hand side).
- Class: Based on the Class field from the Invoice (found by editing the Invoice, near the top of the screen).
- Payment Method: Based on the payment method set to default for Multiple customer in the Payment Terminal (found by going to the Customer Data screen, and clicking Edit Payment Methods).
- Payment Info: Based on if any payment methods are saved for this customer in the Payment Terminal.
Your QuickBooks Administrator may have renamed these fields - if so, the filters in the Payment Terminal will reflect the original names of the fields in QuickBooks, though the labels in QuickBooks may differ.
Grouping Options
The Group By field has three different options, which each change how customers are charged for their open Invoices/Statement Charges:
- Individual Transactions: No grouping at all. Each Invoice/Statement Charge will be charged to the customer's payment method individually.
- Customers and Jobs: Groups invoices in to each Customer/Job/sub-Job (separately), and allows you to charge the customer's saved payment method once per sub-Job, Job, or Customer (whichever your Invoice/Statement Charge is recorded under).
- Customers w/ Jobs: Similar to above, but Invoices/Statement Charges from Jobs/sub-Jobs are grouped into their parent Customer. All Jobs/sub-Jobs under a Customer are charged in one transaction.
Step-by-step guide
1. Set your Invoices/Statement Charges up so they can be filtered by one (or more) of the above fields.
2. Launch the Payment Terminal, and click on Multiple Customer from the Dashboard.
The Multiple Customer screen can also be accessed through the Processing menu, at the top of the Payment Terminal.
3. Set the operation type to Authorize Only from the selector in the top-left corner of the window.
If you do not see Authorize Only in the corner, be sure you have the Auth Now/Settle Later addon on your integration account - otherwise, contact the Payment Terminal Services department.
4. Set the filter fields (mentioned above) to filter whichever set of Invoices/Statement Charges you're looking to charge for, as well as the grouping settings you'd like.
6. Select the Invoices/Statement Charges you'd like to charge, by using the checkboxes on the left-hand side, and make adjustments to each line-item as needed:
- Payment Amount: Adjust the payment amount per Invoice/Statement Charge. This will adjust the To Charge field, as well as the sum for that grouped transaction (if applicable).
- Payment Type: Adjust which payment method will be charged for that specific transaction. Applies to that transaction/group of Invoices/Statement Charges (if applicable).
7. Add a memo to the transaction, if desired, and click Authorize.
The Payment Terminal will iterate through each transaction in the list, and process via your merchant services provider accordingly.
8. When needed, you'll need to settle the transaction later for the same/a lesser amount.
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