User s Guide. Part II TABLE OF CONTENTS... 1 PART II: CURRENT PLUG-IN FEATURES... 2

1

CHARGE Anywhere

®

Designed For Use with QuickBooks

®

User’s Guide

Part II

Table of Contents

TABLE OF CONTENTS ... 1

PART II: CURRENT PLUG-IN FEATURES... 2

P

T

Q

B

... 5

Process Sale ... 5

Process Sale with Credit Card Payment ... 6

Process Sale with ACH Payment ... 71

Process Void ... 131

Process Void with Credit Card Payment ... 132

Process Void with ACH Payment ... 162

Process Return ... 193

PRINTING CREDIT CARD RECEIPTS ... 223

R

... 232

B

P

... 246

Recurring Transactions……….………

253

DISPLAYING CREDIT CARD REPORTS ... 258

IMPORTING TRANSACTIONS... 262

Automatically Import Transactions ... 264

2

Part II: Current Plug-in Features

The Current Plug-in Features chapter contains the following sub-chapters:

1. Important Notes

2. Processing in QuickBooks

3.1

Process Sale

3.1.1

with Credit Card Payment

3.1.1.1

Open Invoice

3.1.1.2

Single Invoice

3.1.1.3

Multiple Invoices

3.1.1.4

Open Sales Receipt

3.1.1.5

Creating Sales Receipt

3.1.1.6

Single Sales Receipt

3.1.1.7

Multiple Sales Receipts

3.1.1.8

Quick Sale

3.1.2

with ACH Payment

3.1.2.1

Open Invoice

3.1.2.2

Single Invoice

3.1.2.3

Multiple Invoices

3.1.2.4

Open Sales Receipt

3.1.2.5

Creating Sales Receipt

3.1.2.6

Single Sales Receipt

3.1.2.7

Multiple Sales Receipts

3.1.2.8

Quick Sale

3.1.3

What will happen next after one or more invoices/sales receipts have been

processed?

3.2

Process Void

3

3.2.1

Open Payment

3.2.2

Single Payment

3.2.3

Multiple Payments

3.2.4

Open Sales Receipt

3.2.5

Single Sales Receipt

3.2.6

Multiple Sales Receipts

3.2.2

with ACH Payment

3.2.2.1

Open Payment

3.2.2.2

Single Payment

3.2.2.3

Multiple Payments

3.2.2.4

Open Sales Receipt

3.2.2.5

Single Sales Receipt

3.2.2.6

Multiple Sales Receipts

3.2.3

What will happen next after one or more payments/sales receipts have been

voided?

3.3

Process Return

3.3.1

Open Payment

3.3.2

Single Payment

3.3.3

Multiple Payments

3.3.4

Open Sales receipt

3.3.5

Single Sales receipt

3.3.6

What will happen next after one or more payments/sales receipts have been

returned?

3.4

Refunds

3.4.1.

3.4.1.1.

Credit Card

Creating Credit Card Refund Memo

4

3.4.2.1.

Creating ACH Refund Memo

3.5

Bill Presentment

3.6

Display Credit Card Reports

3.7

Display Credit Card Reports

4. Print Credit Card Receipts

5. Display Credit Card Reports

6. Import Transactions

7. Error Handling – (it can be found in a separate document)

5.1 Error Handling: Process Sale, Void and Return

5.1.1

Description of Transaction Types

5.1.2

Processing and Re-processing Transactions in QuickBooks Workflows

5.1.3

Change of Transaction Status

5.1.4

Processing Locked/Pending Transactions

5.2 Error Handling: Import Transactions

5.2.1 Description of Transaction Types 5.2.2 Import Transactions Workflow 5.2.3 Change of Transaction Status

5.3 Pending Transactions Menu

8. Transaction Manager

5

Processing Transactions in QuickBooks

This chapter refers to the first main operation of The Payment Solution application and it shows you how the plug-in processes transactions in QuickBooks for both types of payment: credit card payment and ACH.

The user will be able to:

 Process Sale

 Process Void

 Process Return

Process Sale

The User can process sale for two types of payment: • Credit Card Payment

And

• ACH Payment

The last chapter describes the results after a sale was performed on an invoice or sales receipt - Process Sale: What will happen next after one or more invoices/sales receipts have been processed?

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Process Sale with Credit Card Payment

In the Process Sale Menu the user will:

 create a Sale on the Gateway and a Payment in QuickBooks

 for an open invoice – Case1 Process Sale for an Open Invoice  for a single invoice – Case2 Process Sale for a Single Invoice  for multiple invoices – Case3 - Process Sale for Multiple Invoices  create a Sale on the Gateway and update the Sales receipt in QuickBooks

 for an open sales receipt – Case4 Process Sale for an Open Sales receipt  when creating a sales receipt – Case5 Process Sale for a Newly-Created

Sales receipt

 for a single sales receipt – Case6 Process Sale for a Single Sales receipt  for multiple sales receipts – Case7 Process Sale for Multiple Sales receipts  Also, the Quick Sale sub-menu will allow the user to create a payment for Receive

Payment or Sales receipt directly on the Gateway. – Case8 Quick Sale

 create a Sale on the Gateway when creating a payment manually – Case9 Process Sale for a Manually-Created Payment

NOTE: The Credit Card Payment option can be selected by default when making the initial settings – see Setup – Account Information – Features tab.

NOTE: Before processing, see Notes.

NOTE: See Note 9 regarding credit card information.

NOTE: If you are using any version of QuickBooks 2005, you CANNOT process any sale for Sales receipts.

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Case1:

Process Sale Credit Card Payment: Open Invoice

Step1: Open an invoice already saved

Step2: Go to Company -> CHARGE Anywhere ->Quick Sale

Step3: Select Yes to Confirm Invoice Number to be Processed (If you want to quit

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Step4: Process invoice

The Sale: Single Invoice will open:

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Security options.

The Tax Rate field is available only for Quick Sale.

The Transaction Amount will be taken from the invoice.

The Tax Amount is automatically calculated in case that the invoice contains a QuickBooks taxable item.

Both fields, Transaction Amount and Tax Amount, can be edited – thus, several payments can be applied to that invoice. For more details, see Note.

The Tax Exempt can appear as checked if the invoice tax is the same as the Tax Exempt Item selected in Setup – for more details, see Setup Transaction Options. Also, this field can be edited.

If you enter the Purchase Code and check the Purchase Card box, the sale will be considered a level 2-sale; in case the field is left unfilled, the sale will be considered a level 1-sale.

If you want to return to the previous data, click Reset. Click Send to continue the processing of the invoice.

 A progress bar window will inform you about the status of the processing and an information box will display the response from the processor:

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In this window, click:

- Print Result: to print the processing report - Print Receipt: to print the receipt

- Close: to close the window

- Process New Sale: to process a new sale

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Click Print to print the credit card receipt; for more details on printing credit card receipts, please refer to Print Credit Card Receipts.

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Since Transaction Amount and Tax Amount field can be edited in Sale: Single Invoice window, you will be able to apply several payments to an invoice.

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14

15

16

Payment no. 2

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Case2:

Process Sale Credit Card Payment: Single Invoice

Step1:

Step2:

Step3:

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Step4: Type the Invoice Number

In the newly-displayed window, type the Invoice Number for a specific invoice and click OK.

There are two scenarios:

1. The Invoice Number is corresponding to a single invoice that can be processed. 2. Two or more invoices could have the same Invoice Reference Number; in this case, after you have clicked OK, the application will display an invoice list:

Check the invoice (remember that only one invoice can be checked) that can be processed and click Process.

Step5: Process Invoices

 Click:

- OK if only one invoice has the selected Invoice Reference Number (Scenario1) or

- Process when multiple invoices have the same Invoice Reference Number (Scenario 2)

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The credit card info will be automatically displayed. Additionally you can enter the

Security options.

The Tax Rate field is available only for Quick Sale.

The Transaction Amount will be taken from the invoice.

The Tax Amount is automatically calculated in case that the invoice contains a QuickBooks taxable item.

Both fields, Transaction Amount and Tax Amount, can be edited – thus, several payments can be applied to that invoice. For more details, see Note.

The Tax Exempt can appear as checked if the invoice tax is the same as the Tax Exempt Item selected in Setup – for more details, see Setup Transaction Options. Also, this field can be edited.

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If you want to return to the previous data, click Reset. Click Send to continue the processing of the invoice.

 A progress bar window will inform you about the status of the processing:

- Print Result: to print the processing report - Print Receipt: to print the receipt

- Close: to close the window

- Process New Sale: to process a new sale

 If selected in Setup / Print Options, the Print Preview window will be displayed:

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Click Print to print the credit card receipt; for more details on printing credit card receipts, please refer to Print Credit Card Receipts.

NOTE:

If you enter the Invoice Number of an invoice that has already been paid or that does not exist in QuickBooks, the next message will inform you:

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Case3:

Process Sale Credit Card Payment: Multiple Invoices

To process multiple invoices, follow the steps described below:

Step1: Go to Company->CHARGE Anywhere->Process Payment

Step2: Select Credit Card Payment

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Step3: Select Process Sale->Multiple Invoices

Step4: Set the data filters

The new window contains five data filters:

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a. Account filter:

If you:

- Un-check Show all invoices associated with the following account, the invoices will not be filtered by account

- Check Show all invoices associated with the following account, the application will process all the invoices that belong to the A/R Account selected from combo-box.

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- Un-check Show all invoices associated with the following customer(s), then the invoices will not be filtered taking into account the customer

- Check Show all invoices associated with the following customer(s); you can create a list of customers whose invoices will be processed; to do this, click

Customer Filter.

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Check a Name Filter and click Search; a customer list will be displayed in the Customer Name area:

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Select the customers whose invoices you want to process (you can select all the customers by clicking the Select All button) and click OK.

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c. Invoice Date Range filter:

If you:

- Un-check Show all invoices within the following date range, then the invoices will not be filtered taking into account the date range.

- Check Show all invoices within the following date range, there will be created a list of invoices whose creation date is situated in the selected date range

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d. Payment Due Date filter:

If you:

- Un-check Show all invoices with payment due date within the following date range, then the invoices will not be filtered taking into account the payment due date.

- Check Show all invoices with payment due date within the following date range, the application will add this payment due date to the invoice date. As a result, there will be displayed a list of invoices whose date sum (payment due date + creation date) is within the selected date range.

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If you:

- Un-check Show all invoices associated with the following Payment Method

then the invoices will not be filtered taking into account the payment method.

- Check Show all invoices associated with the following Payment Method, the application will retrieve any unpaid invoices that are associated with the

payment method selected.

Step5: Retrieve Invoices

After you have selected the necessary information, click Retrieve Invoices:

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Step6: Process Invoices

A list of invoices corresponding to the filtered data will open:

Check the invoices to be processed and click Process. You may also click:

- Select All: to select all the invoices - Select None: to un-select all the invoices - Back: to return to the previous operation

NOTE: A message will display the Customers whose credit card number is truncated, absent or its validity has expired.

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Here there two options:

• You can process the Customer whose credit card number is truncated Double-click the Customer (see above) to re-enter his credit card information:

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Or

• You can process only the Customers whose credit card is not truncated: Click OK without selecting the displayed Customer:

Next, you will be asked if you want to continue processing the Customers that have credit card information:

After you have clicked Yes, only the invoices with credit card numbers will be processed. A progress-bar window will show the status of the data transfer:

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Click:

- Print Result: to print the results

- Print Receipt: this button will be disabled - Close: to close the window

- Process New Sale: to open the Multiple Invoices window

NOTE: The credit card receipts will be printed automatically if Auto Print Sales

receipt/Invoice is selected in Setup / Print Options; for more details on printing credit card receipts, please refer to Print Credit Card Receipts.

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Case4:

Process Sale Credit Card Payment: Open Sales Receipt

NOTE: If you are using any version of QuickBooks 2005, you CANNOT process any sale for Sales receipts.

To process an open sales receipt, follow the steps described below:

Step1:

Step2:

Step3:

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Step4:

The Sale: Single Sales receipt will open:

Security options.

The Tax Rate field is available only for Quick Sale.

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The Tax Exempt can appear as checked if the invoice tax is the same as the Tax Exempt Item selected in Setup – for more details, see Setup Transaction Options. Also, this field can be edited.

If you enter the Purchase Code and check the Purchase Card box, the sale will be considered a level 2-sale; in case the field is left unfilled, the sale will be considered a level 1-sale.

If you want to return to the previous data, click Reset. Click Send to continue the processing of the sales receipt.

 A progress bar window will inform you about the status of the processing:

In this window, click:

- Print Result: to print the processing report - Print Receipt: this button will be disabled - Close: to close the window

- Process New Sale: to process a new sale

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Click Print to print the credit card receipt; for more details on printing credit card receipts, please refer to Print Credit Card Receipts.

NOTE:

If the sales receipt already has a sale, the next message will inform you:

NOTE:

• If you are using any version of QuickBooks 2005, you CANNOT process any sale for Sales receipts.

• To process using the above method, you must select the Automatically request

to process payment upon saving Receive Payment/Sales receipt option in

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Case5:

Process Sale Credit Card Payment: Single Sales receipt

NOTE: If you are using any version of QuickBooks 2005, you CANNOT process any sale for Sales receipts.

To process a single Sales receipt, follow the steps described below:

Step1: Go to Company->CHARGE Anywhere->Process Payment

Step2: Select Credit Card Payment

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Step3: Type the Sales receipt Number

In the newly-displayed window, type the Sales receipt Number for a specific sales receipt.

Click OK.

There are two scenarios:

1. The Sales receipt Number is corresponding to a single sales receipt that can be processed – in this case, click OK.

2. Two or more sales receipts could have the same Sales receipt Reference Number; in this case, after you have clicked OK, the application will display a sales receipt list:

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Step4: Process Sales receipt

 Click:

- OK if only one invoice has the selected Sales receipt Reference Number (Scenario 1)

or

- Process when multiple sales receipts have the same Sales receipt Reference Number (Scenario 2)

 The Sale: Single Sales receipt window will open:

The credit card info will be automatically displayed. Additionally you can enter the

Security options.

The Tax Rate field is available only for Quick Sale.

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The Tax Exempt can appear as checked if the invoice tax is the same as the Tax Exempt Item selected in Setup – for more details, see Setup Transaction Options. Also, this field can be edited.

If you enter the Purchase Code and check the Purchase Card box, the sale will be considered a level 2-sale; in case the field is left unfilled, the sale will be considered a level 1-sale.

If you want to return to the previous data, click Reset. Click Send to continue the processing of the sales receipt.

 A progress bar window will inform you about the status of the processing:

In this window, click:

- Print Result: to print the processing report - Print Receipt: to print the receipt

- Close: to close the window

- Process New Sale: to process a new sale

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Click Print to print the credit card receipt; for more details on printing credit card receipts, please refer to Print Credit Card Receipts.

NOTES:

1. If you enter the Sales receipt Number of a sales receipt that has already been processed, the next message will inform you:

2. If you enter the Sales receipt Number of a sales receipt that does not exist in QuickBooks, the next message will prompt you:

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Case6:

Process Sale Credit Card Payment: Multiple Sales receipts

Step1: Go to Company-> CHARGE Anywhere->Process Payment

Step2:

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Step4: Set the data filters

The new window contains three data filters:

Set the data filters:

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- Un-check Show all Sales receipts associated with the following customer(s), then the sales receipts will not be filtered taking into account the customer. - Check Show all Sales receipts associated with the following customer(s), you can create a list of customers whose sales receipts will be processed; to do this, click Customer Filter (see above)

The Customer Filter will be displayed:

Check a Name Filter and click Search; a customer list will be displayed in the Customer Name area:

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Select the customers' Sales receipts you want to process (you can select all the customers by clicking the Select All button) and click OK.

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b. Sales receipt Date Range filter:

If you:

- Un-check Show all Sales receipts within the following date range, then the sales receipts will not be filtered taking into account the date range.

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c. Payment Method filter:

If you:

- Un-check Show all payments associated with the following Payment Method

then the invoices will not be filtered taking into account the payment method.

- Check Show all payments associated with the following Payment Method, the application will retrieve any unpaid sales receipts that are associated with

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Step5: Retrieve Sales receipts

After you have selected the necessary information, click Retrieve Sales receipts:

If no filter is applied, the plug-in will process all the Sales receipts from QuickBooks.

Step6: Process Sales receipts

A list of Sales receipts corresponding to the selected filter data will open:

Check the Sales receipts to be processed and click Process; you may also click: - Select All: to select all the Sales receipts

- Select None: to un-select all the Sales receipts - Back: to return to the previous operation

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You have two options:

• Process the Customers whose credit card number is truncated

Double-click the Customer (see above) to re-enter his credit card information:

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• Process only the Customers whose credit card number is not truncated. Click OK:

Next, you will be asked if you want to process only the Customers that have credit card information:

After you have clicked Yes, only the sales receipts with credit card numbers will be processed.

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At the end of the transfer, you will be informed if the synchronization was successful or not.

Click:

- Print Result: to print the transfer results - Print Receipt: this button will be disabled - Close: to close the window

- Process New Sale: to open the Process Sale window

Note: The credit card receipts will be automatically printed; for more details on printing credit card receipts, please refer to Print Credit Card Receipts.

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Case8:

Process Sale Credit Card Payment: Quick Sale

It shows how to create a payment or a sales receipt in the following situations:

 Situation 1: a Customer is open

 Situation 2: no Customer is open

NOTE:

• Before processing a quick sale, in Setup, you need to:

- select the type of transaction you would like to record (Receive Payment or Sales receipt)

- select a Sales receipt item

For more details, see Setup / Transaction Options.

• If you are using any version of QuickBooks 2005, you CANNOT process any sale for Sales receipts.

Situation 1: a Customer is open

Step1: Open the Customer you want to create the payment or sales receipt for:

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Step2:

Step3: Fill in the required fields

The Quick Sale window will open and contain all the data of the opened Customer:

1. You can also enter another Customer by clicking . For more details, please see Situation 2.

2. This button has a ‘restore’ function; in case that you have introduced another Customer and you want to return to the previous Customer, click this button.

3. The displayed Tax Rate will have the value entered in Setup / Transaction Options, but you can also edit it.

4. The credit card info will be automatically displayed. Additionally you can enter the Security options.

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5. The Tax Amount is automatically calculated in case that there is a tax rate. 6. The Tax Exempt can appear as checked if the invoice tax is the same as the Tax

Exempt Item selected in Setup – for more details, see Setup Transaction Options. Also, you can check this field without considering the Tax Exempt Item from Setup.

7. If you enter the Purchase Code and check the Purchase Card box, the sale will be

considered a level 2-sale; in case the field is left unfilled, the sale will be considered a level 1-sale.

8. If you want to return to the previous data, click Reset. Step4: Create payment / sales receipt

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Click Print to print the credit card receipt; for more details on printing credit card receipts, please refer to Print Credit Card Receipts.

Situation 2: no Customer is open

Step1:

Step2: Fill-in the required fields

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First, you need to enter a Customer. To do this click ; the Customer Filter window will open:

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Here, you have to:

- check a Name Filter - click Search

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The displayed Tax Rate will have the value entered in Setup / Transaction Options, but you can also edit it.

The credit card info will be automatically displayed. Additionally you can enter the

Security options.

The Tax Amount is automatically calculated in case that there is a tax rate. The Tax Exempt can appear as checked if the invoice tax is the same as the Tax Exempt Item selected in Setup – for more details, see Setup Transaction Options. Also, you can check this field without considering the Tax Exempt Item from Setup.

If you enter the Purchase Code and check the Purchase Card box, the sale will be considered a level 2-sale; in case the field is left unfilled, the sale will be considered a level 1-sale.

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Step3: Create payment / sales receipt

 After have selected the Customer and filled in the required fields, enter a Transaction Amount and then click Send:

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Click Print to print the credit card receipt; for more details on printing credit card receipts, please refer to Print Credit Card Receipts.

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Case9:

Process Sale Credit Card Payment: Creating a Payment Manually

NOTE: You can process a Receive Payment right immediately after you have created it only if you have selected the Automatically request to process payment upon

saving Receive Payment/Sales receipt option in Setup – for more details, see

Setup/Transaction Options. See below:

STEP1. Confirm the processing

After you have created a payment manually, you will be automatically be asked if you want to process the newly-created payment:

Click Yes. If you click No, the payment will not be processed.

STEP2. Process Payment

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The credit card info will be automatically displayed. Additionally you can enter the

Security options.

The displayed Tax Rate will have the value entered in Setup / Transaction Options, but you can also edit it.

The Tax Amount is automatically calculated in case that there is a tax rate. The Tax Exempt can appear as checked if the invoice tax is the same as the Tax Exempt Item selected in Setup – for more details, see Setup Transaction Options. Also, you can check this field without considering the Tax Exempt Item from Setup.

If you enter the Purchase Code and check the Purchase Card box, the sale will be considered a level 2-sale; in case the field is left unfilled, the sale will be considered a level 1-sale.

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 A progress bar window will inform you about the status of the processing:

In this window, click:

- Print Result: to print the processing report - Print Receipt: to print the receipt

- Close: to close the window

- Process New Sale: to process a new sale

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The Print Preview window will contain the selections made in Setup / Print Options. You can change the selections in the Print Preview window also (check or un-check the three options – see above) – this feature is available only when processing an invoice/sales receipt.

Click Print to print the credit card receipt; for more details on printing credit card receipts, please refer to Print Credit Card Receipts.

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Process Sale with ACH Payment

In the Process Sale Menu the user will:

 create a Sale on the Gateway and a Payment in QuickBooks

 for an open invoice – Case1 Process Sale for an Open Invoice  for a single invoice – Case2 Process Sale for a Single Invoice  for multiple invoices – Case3 Process Sale for Multiple Invoices  create a Sale on the Gateway and update the Sales receipt in QuickBooks

 for an open sales receipt – Case4 Process Sale for an Open Sales receipt  when creating a sales receipt – Case5 Process Sale for a Newly-Created

Sales receipt

 for a single sales receipt – Case6 Process Sale for a Single Sales receipt  for multiple sales receipts – Case7 Process Sale for Multiple Sales receipts  Also, the Quick Sale sub-menu will allow the user to create a payment for Receive

Payment or Sales receipt directly on the Gateway. – Case8 Quick Sale

NOTE: The ACH option can be selected by default when making the initial settings – see Setup – Account Information – Features tab.

NOTE: Before processing, see Notes.

NOTE: See Note 10 regarding Customer and ACH information.

NOTE: If you are using any version of QuickBooks 2005, you CANNOT process any sale for Sales receipts.

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Case1:

Process Sale ACH Payment: Open Invoice

To process an open invoice, follow the steps described below:

Step1:

Step2:

Step3:

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Step4: Process invoice

The Sale: Single Invoice will open; select ACH for the Payment Type:

NOTE: In order to make a transaction using the ACH, it is compulsory to enter all the ACH information, including address, city, state, zip code and phone.

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continue the processing of the invoice.

 A progress bar window will inform you about the status of the processing:

In this window, click:

- Print Result: to print the processing report - Close: to close the window

- Process New Sale: to process a new sale - Print Receipt: this button is disabled

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Case2:

Process Sale ACH Payment: Single Invoice

Step1:

Step2:

Step3:

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Step4: Type the Invoice Number

In the newly-displayed window, type the Invoice Number for a specific invoice and click OK.

There are two scenarios:

1. The Invoice Number is corresponding to a single invoice that can be processed. 2. Two or more invoices could have the same Invoice Reference Number; in this case, after you have clicked OK, the application will display an invoice list:

Check the invoice (remember that only one invoice can be checked) that can be processed and click Process.

Step5: Process Invoices

 Click:

- OK if only one invoice has the selected Invoice Reference Number (Scenario 1)

or

- Process when multiple invoices have the same Invoice Reference Number (Scenario 2)

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NOTE: In order to make a transaction using the ACH, it is compulsory to enter all the ACH information, including address, city, state, zip code and phone.

If you want to return to the previous data, click Send; otherwise, click OK to continue the processing of the invoice.

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- Print: to print the processing report - Close: to close the window

- Process New Sale: to process a new sale - Print Receipt: this button is disabled

NOTE:

If you enter the Invoice Number of an invoice that has already been paid or that does not exist in QuickBooks, the next message will inform you:

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Case3:

Process Sale ACH Payment: Multiple Invoices

To process multiple invoices, follow the steps described below:

Step1: Go to Company->CHARGE Anywhere->Process Payment

Step2:

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Step3: Select Process Sale->Multiple Invoices

Step4: Set the data filters

The new window contains five data filters:

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- Un-check Show all invoices associated with the following account, the invoices will not be filtered by account

- Check Show all invoices associated with the following account, the application will process all the invoices that belong to the A/R Account selected from combo-box.

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b. Customer filter:

If you:

- Un-check Show all invoices associated with the following customer(s), then the invoices will not be filtered taking into account the customer

- Check Show all invoices associated with the following customer(s), you can create a list of customers whose invoices will be processed; to do this, click

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Check a Name Filter and click Search; a customer list will be displayed in the Customer Name area:

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.

Select the customers whose invoices you want to process (you can select all the customers by clicking the Select All button) and click OK.

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c. Invoice Date Range filter:

If you:

- Un-check Show all invoices within the following date range, then the invoices will not be filtered taking into account the date range.

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d. Payment Due Date filter:

If you:

- Un-check Show all invoices with payment due date within the following date range, then the invoices will not be filtered taking into account the payment due date.

- Check Show all invoices with payment due date within the following date range, the application will add this payment due date to the invoice date. As a result, there will be displayed a list of invoices whose date sum (payment due date + creation date) is within the selected date range.

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e. Payment Method filter:

If you:

- Un-check Show all invoices associated with the following Payment Method

then the invoices will not be filtered taking into account the payment method.

- Check Show all invoices associated with the following Payment Method, the application will retrieve any unpaid invoices that are associated with the

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Step5: Retrieve Invoices

After you have selected the necessary information, click Retrieve Invoices:

If no filter is applied, the plug-in will process all the invoices from QuickBooks.

Step6: Process Invoices

A list of invoices corresponding to the filtered data will open:

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- Select None: to un-select all the invoices - Back: to return to the previous operation

NOTE:

A message will display the Customers whose ACH information is truncated, absent or its validity has expired.

Here there two options:

• You can process the Customer whose ACH is truncated

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After you have introduced the ACH information, click OK and the application will process all the invoices.

Or

• You can process only the Customers whose ACH information is not truncated: Click OK without selecting the displayed Customer:

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Next, you will be asked if you want to continue processing the Customers that have ACH data:

After have clicked Yes, only the invoices with ACH information will be processed. A progress-bar window will show the status of the data transfer:

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At the end of the transfer, you will be informed if the synchronization was successful or not.

Click:

- Print Result: to print the results - Close: to close the window

- Process New Sale: to open the Multiple Invoices window - Print Receipt: this button is disabled

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Case4:

Process Sale ACH Payment: Open Sales receipt

NOTE: If you are using any version of QuickBooks 2005, you CANNOT process any sale for Sales receipts.

To process an open sales receipt, follow the steps described below:

Step1:

Step2:

Step3:

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Step4:

The Sale: Single Sales receipt will open:

NOTE: In order to make a transaction using the ACH, it is compulsory to enter all the ACH information, including address, city, state, zip code and phone.

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 A progress bar window will inform you about the status of the processing:

In this window, click:

- Print Result: to print the processing report - Close: to close the window

- Process New Sale: to process a new sale - Print Receipt: this button is disabled NOTE:

If the sales receipt already has a sale, the next message will inform you:

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Case5:

Process Sale ACH Payment: Creating a Sales receipt

NOTE:

• If you are using any version of QuickBooks 2005, you CANNOT process any sale for Sales receipts.

• You can process a Sales receipt right immediately after you have created it only if you have selected the Automatically request to process payment upon

saving Receive Payment/Sales receipt option in Setup – for more details, see

Setup/Transaction Options. See below:

STEP1. Confirm the processing

After have created a sales receipt and then selected Save & Close (or Save & New), you will be automatically asked if you want to process the newly-created sales receipt:

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STEP2. Process Sales receipt

 The Sale: Single Sales receipt will open:

NOTE: In order to make a transaction using the ACH, it is compulsory to enter all the ACH information, including address, city, state, zip code and phone.

If you want to return to the previous data, click Reset. Click Send to continue the processing of the sales receipt.

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In this window, click:

- Print Result: to print the processing report - Close: to close the window

- Process New Sale: to process a new sale - Print Receipt: this button is disabled

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Case6:

Process Sale ACH Payment: Single Sales receipt

NOTE: If you are using any version of QuickBooks 2005, you CANNOT process any sale for Sales receipts.

To process a single Sales receipt, follow the steps described below:

Step1: Go to Company-> CHARGE Anywhere->Process Payment

Step2:

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Step3: Type the Sales receipt Number

In the newly-displayed window, type the Sales receipt Number for a specific sales receipt and click OK.

Click OK.

There are two scenarios:

1. The Sales receipt Number is corresponding to a single sales receipt that can be processed – in this case, click OK.

2. Two or more sales receipts could have the same Sales receipt Reference Number; in this case, after you have clicked OK, the application will display a sales receipt list:

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Check the sales receipt to be processed (remember that only one sales receipt can be checked) and click Process.

Step4: Process Sales receipt

 Click:

- OK if only one invoice has the selected Sales receipt Reference Number (Scenario 1)

or

- Process when multiple sales receipts have the same Sales receipt Reference Number (Scenario 2)

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NOTE: In order to make a transaction using the ACH, it is compulsory to enter all the ACH information, including address, city, state, zip code and phone.

If you want to return to the previous data, click Reset. Click Send to continue the processing of the sales receipt.

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In this window, click:

- Print Result: to print the processing report - Close: to close the window

- Process New Sale: to process a new sale - Print Receipt: this button is disabled NOTES:

1. If you enter the Sales receipt Number of a sales receipt that has already been processed, the next message will inform you:

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QuickBooks, the next message will prompt you:

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Case7:

Process Sale ACH Payment: Multiple Sales receipts

To process multiple receipts, follow the steps described below:

Step1: Go to Company->CHARGE Anywhere->Process Payment

Step2: Select ACH

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Step3: Select Process Sale->Multiple Sales receipts

Step4: Set the data filters

The new window contains three data filters:

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a. Customer filter:

If you:

- Un-check Show all Sales receipts associated with the following customer(s), then the sales receipts will not be filtered taking into account the customer. - Check Show all Sales receipts associated with the following customer(s), you can create a list of customers whose sales receipts will be processed; to do this, click Customer Filter (see above)

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Check a Name Filter and click Search; a customer list will be displayed in the Customer Name area:

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Select the customers whose Sales receipts you want to process (you can select all the customers by clicking the Select All button) and click OK.

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b. Sales receipt Date Range filter:

- Un-check Show all Sales receipts within the following date range, then the sales receipts will not be filtered taking into account the date range.

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c. Payment Method filter:

If you:

- Un-check Show all payments associated with the following Payment Method

then the invoices will not be filtered taking into account the payment method.

- Check Show all payments associated with the following Payment Method, the application will retrieve any unpaid invoices that are associated with the

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Step5: Retrieve Sales receipts

After you have selected the necessary information, click Retrieve Sales receipts:

If no filter is applied, the plug-in will process all the Sales receipts from QuickBooks.

Step6: Process Sales receipts

A list of Sales receipts corresponding to the selected filter data will open:

Check the Sales receipts to be processed and click Process; you may also click:

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- Select None: to un-select all the Sales receipts - Back: to return to the previous operation

NOTE: A message will display the Customers whose ACH information is truncated, absent or its validity has expired.

You have two options:

• Process the Customers whose ACH data is truncated

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After you have clicked OK, all the sales receipts will be processed. • Process only the Customers whose ACH information is not truncated. Click OK:

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information:

After you have clicked Yes, only the sales receipts with ACH information will be processed.

A progress-bar window will show the status of the data transfer:

At the end of the transfer, you will be informed if the synchronization was successful or not.

Click:

- Print Result: to print the transfer results - Close: to close the window

- Process New Sale: to open the Process Sale window - Print Receipt: this button will be disabled

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Case8:

Process Sale ACH Payment: Quick Sale

It shows how to create a payment or a sales receipt in the following situations: 



Situation 1: a Customer is open

Situation 2: no Customer is open

NOTE:

• Before processing a quick sale, in Setup, you need to:

- select the type of transaction you would like to record (Receive Payment or Sales receipt)

- select a Sales receipt item

For more details, see Setup / Transaction Options.

• If you are using any version of QuickBooks 2005, you CANNOT process any sale for Sales receipts.

Situation 1: a Customer is open

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Step2:

Step3: Fill-in the required fields

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• You can also enter another Customer by clicking . For more details, please see Situation 2.

• This button has a ‘restore’ function; in case that you have introduced another Customer and you want to return to the previous Customer, you click this button. • In order to make a transaction using the ACH, it is compulsory to enter all the ACH

information, including address, city, state, zip code and phone. • If you want to return to the previous data, click Reset.

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Step4: Create payment / sales receipt

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- Print Result: to print the processing report - Close: to close the window

- Process New Sale: to process a new sale - Print Receipt: this button will be disabled

Situation 2: no Customer is open

Step1:

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- check a Name Filter - click Search

- double-click the customer whose credit card info you want to display

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Besides the Customer and ACH data, you need to enter the amount.

NOTE:

• In order to make a transaction using the ACH, it is compulsory to enter all the ACH information, including address, city, state, zip code and phone.

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Step3: Create payment / sales receipt

 After have selected the Customer and filled in the required fields, click Send:

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 And the application will create a payment in QuickBooks:

- Print Result: to print the processing report - Close: to close the window

- Process New Sale: to process a new sale - Print Receipt: this button will be disabled

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What will happen next after one or more invoices/sales receipts have been

processed?

For processed invoices:

The plug-in creates a Sale on the Gateway and a Payment in QuickBooks:

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ACH Payment

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For processed sales receipts:

The plug-in will create a Sale on the Gateway and update the Sales receipt in QuickBooks:

Credit Card Payment

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ACH Payment

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Process Void

The User can process void for two types of payment: •

And

Credit Card Payment • ACH Payment

The last chapter describes the results after a void was performed on a payment or sales receipt - Process Void: What will happen next after one or more payments/sales receipts have been voided?

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Process Void with Credit Card Payment

In the Process Void Menu the user will:

 void a Transaction on the Gateway and delete a Payment in QuickBooks  for an open payment – Case1 Process Void for an Open Payment  for a single payment – Case2 Process Void for a Single Payment  for multiple payments – Case3 Process Void for Multiple Payments  void a Transaction on the Gateway and void the Sales receipt in QuickBooks

 for an open sales receipt – Case4 Process Void for an Open Sales receipt  for a single sales receipt – Case5 Process Void for a Single Sales receipt  for multiple sales receipts – Case6 Process Void for Multiple Sales receipts

NOTE: The Credit Card Payment option can be selected by default when making the initial settings – see Setup – Account Information – Features tab.

NOTE:

1. Before processing, see Notes.

2. You can void only the payments or sales receipts that were processed with Credit Card as type of payment.

3. Voids can only be processed in the same business day when the original transaction was processed.

4. You cannot void payments that have already been returned.

5. You cannot void sales receipts that have not been previously processed for sale.

NOTE: If you are using any version of QuickBooks 2005, you CANNOT process any void for Sales receipts.

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Case1

Process Void Credit Card Payment: Open Payment

Step1: Open a payment

Step2: Go to Company-> CHARGE Anywhere->Process Payment Step3: Select Credit Card Payment

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Step4: Select Process Void->From Current Window:

Step5:

Step6:

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- Print Result: to print the processing report - Print Receipt: this button will be disabled - Close: to close the window

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Case2

Process Void Credit Card Payment: Single Payment

Step1: Go to Company->CHARGE Anywhere->Process Payment Step2: Select Credit Card Payment

Step3: Select Process Void->Single Payment