Durango Merchant Services QuickBooks SyncPay

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1 Durang Merchant Services QuickBks SyncPay Gateway Plug-In Dcumentatin April 2011 Durang-Direct.cm

2 QuickBks Gateway Plug-In Dcumentatin Installatin Initial Setup Setting Up the QuickBks Gateway Plug-In Credentials Prcessing Card Nt Present Transactins Type f Transactin Fields Required fr Every Transactin Credit Card Transactins ACH (E-Check) Transactins Optinal Fields The Gateway Vault Update Existing QB Custmer Create New QB Custmer Prcessing the Transactin Prcessing Card Present (Swipe) Transactins Prcessing Batch Transactins Batch Reprts Page - 2 -

3 QuickBks Gateway Plug-In Dcumentatin Installatin The QuickBks Gateway Plug-In is extremely easy t use and makes it very simple fr any merchant using QuickBks t easily prcess electrnic transactins withut ever leaving yur envirnment. The QuickBks Plug-In supprts bth credit card transactins and ACH transactins. NOTE: This must be installed n all cmputers using QuickBks. T get started, use the QuickBks Gateway Plug-In Installer.exe t install. Fllw these steps: Click I Agree Page - 3 -

4 Click Install Once Installer is cmplete, it will ask yu t click OK, and then QuickBks will pen. Page - 4 -

5 A ntificatin will appear stating that QuickBks must shut dwn t cmplete installatin. Click OK. When setup cmpletes, QuickBks will repen. Please nte if yu have multiple user accunts in QuickBks yu must lg-in using an admin accunt the first time after the installatin. Once lgged in, the QuickBks Gateway Plug-In will be available t all users. Page - 5 -

6 Initial Setup After installing the Plug-In, the first time yu access yur QuickBks file, yu will see the fllwing dialg bx: Select Yes, always: allw access even if QuickBks is nt running. Check the bx that says Allw this applicatin t access persnal data such as Scial Security Numbers and custmer credit card infrmatin. This is necessary t allw the Gateway Plug-In t access the credit card infrmatin stred in the QuickBks database. Click Cntinue Yu will see the fllwing message: Click Yes. Page - 6 -

7 The final cnfirmatin will appear next, Click Dne. Setting Up the QuickBks Gateway Plug-In Credentials G int the Custmers menu Select Payment Gateway Plug-In Select Cnfiguratin Page - 7 -

8 Yu will see the fllwing dialg bx. These fields will be pre-ppulated if yu have previusly perfrmed the setup prcess. Please Enter: On the Credentials Tab: Username this is yur Gateway Username Passwrd this is yur Gateway Passwrd Re-Type Passwrd please re-enter yur Gateway Passwrd fr verificatin. Lg File Path use the Brwse t select the Lg directry t stre errr lgs and batch lgs. The default is %ALLUSERSPROFILE%\Applicatin Data\Gateway Services\QuickBks Payment Gateway Plug-In\Lgs. Use the Default buttn t set this value back t the default directry. Write Transactin Descriptin t Mem Field if checked, when payments are prcessed, the descriptin yu entered n the transactin screen will be written t the mem field. Lg Errrs if checked, errr lgs will be maintained in the Lgs directry. Nte: Yur Username and Passwrd are tied t the QuickBks file. This allws yu t have separate Gateway accunts fr different QuickBks cmpany files. This prcess must be perfrmed fr each QuickBks file yu use. If yu rename ne f yur QuickBks file, yu will have t g thrugh the setup prcess fr that QuickBks file again. Page - 8 -

9 Click Update when dne. If yur passwrds d nt match, yu will be prmpted with an errr message. Yu will then see an Update Cmplete respnse. This prcess will als create a custm field attached t yur custmer recrds called VaultID. Yu can see this by editing yur custmer and clicking n the Additinal Inf tab as shwn belw. This field is used t stre the Gateway Custmer Transactin ID the first time yu put thrugh a transactin. This can be used t subsequently bill this custmer easily in the future. See the sectin n the Gateway Vault later in this dcument. Once the setup prcess is cmplete, yu will be ready t begin prcessing transactins. Page - 9 -

10 Prcessing Card Nt Present Transactins T begin prcessing payments: G int the Custmers menu Select Payment Gateway Plug-In Select Prcess Sale If yu have nt cmpleted the setup prcess, yu will see a message explain what needs t be dne t perfrm the setup. Page

11 If the setup prcess has been cmpleted, yu will see the fllwing frm: This frm will be used t prcess yur transactin. If yu wish t cancel yur transactin at any time, simply click the Cancel buttn, r click clse bx in the upper right hand crner f the frm. Fields f nte are as fllws: Type f Transactin Apply T Custmer s Open Invices If this ptin is selected, a Receive Payments recrd will be created, and payments prcessed thrugh the Plug-In will be applied using the default QuickBks rules fr applying payment. If this ptin is selected: Amunt - the amunt field will default t the ttal balance wed by the custmer. Yu can adjust this t an amunt greater t, r less than the ttal balance due. Ttal Due this will shw the ttal balance due fr the custmer, and will nt change even if yu change the Amunt field t a different value. If yu select this ptin, the Receive Payments frm will be pened upn successful cmpletin f the transactin. This Receive Payment recrd will shw hw QuickBks applied the payment, and yu will have the pprtunity t adjust as needed. Page

12 Apply T Specific Invice If this ptin is selected the user will select a specific invice t apply the payment t and a Receive Payments recrd will be created upn successful cmpletin f the transactin. If this ptin is selected: Open Invices - this drp dwn will display all pen invices fr the selected custmer. This field is required if Apply T Specific Invice is selected. Amunt - the amunt field will default t the ttal balance f the selected invice. This can be changed t an amunt less than, but nt greater than, the ttal balance due n the selected invice. Ttal Due this will shw the ttal balance due n the selected invice, and will nt change even if yu change the Amunt field t a different value. If yu select this ptin, the Receive Payments frm will be pened upn successful cmpletin f the transactin. This Receive Payment recrd will shw the payment applied t the invice yu selected. Adjustments can be made if desired. Create New Sales Receipt If this ptin is selected, a new Sales Receipt recrd will be created upn successful cmpletin f the prcess. If this ptin is selected: Item - this drp dwn will display all service and inventry items setup in yur QuickBks file. Yu must select an item t assciate the charge with. Yu will have the pprtunity t change this, r split amngst multiple items, upn successful cmpletin f the transactin. Amunt This can be any value. If yu select this ptin, the Sales Receipt frm will be pened upn successful cmpletin f the transactin. This Sales Receipt recrd will shw the details f yur rder based n yur transactin. Adjustments can be made if desired. Page

13 Fields Required fr Every Transactin The fllwing fields must be filled ut fr each transactin: Custmer this drp dwn will ppulate with all f the ACTIVE Custmers in yur QuickBks file. If yu d nt see a custmer listed here, yu must make sure that they have been added t yur QuickBks file, and are marked as an ACTIVE custmer. Once selected, all infrmatin that is available will be pre-ppulated n the frm. This includes credit card infrmatin, phne number, address, billing infrmatin and shipping infrmatin. This infrmatin can be adjusted if necessary. Amunt the amunt must be filled ut fr every transactin. This value will be defaulted t the Ttal Balance Due (in the case f Apply T Custmer s Open Invices) r the Invice Balance Due (in the case f Apply T Specific Invice). This value must be greater than zer. In the case f Apply T Specific Invice, the amunt must nt be greater than the Invice Balance Due. Payment Methd the Payment Methd dialg bx is ppulated by Payment Methds that yu have setup in yur QuickBks file. The Payment Methd must be selected fr all transactins. This value will default t the Preferred Methd f Billing selected fr a specific custmer. Credit Card Transactins Fr all credit card transactins, the fllwing fields are f nte: Credit Card The Credit Card radi buttn must be selected fr all Credit Card transactins. This will default t being selected. Credit Card Number this is required fr all Credit Card transactins. Exp Date (MMYY) this is required fr all Credit Card transactins, and must be in the frmat MMYY (i.e. 0510) CVV2 this is the 3 digit cde n the back f the card (r 4 digits n the frnt f the card fr American Express). Page

14 ACH (E-Check) Transactins Fr all ACH (Electrnic Check) transactins, the fllwing fields are f nte. All fields are required. ACH (E-Check) The ACH (E-Check) radi buttn must be selected fr all ACH transactins. This will be aut selected if a Payment Methd f Check is selected. When this is selected, the credit card fields will be hidden and the ACH fields will appear, as in the screen sht abve. Ruting Number This is the ruting number f the bank accunt funds will be withdrawn frm. Accunt Number this is the accunt number f the bank accunt that funds will be withdrawn frm. Name On Accunt this is the name n file at the bank that hlds the bank accunt. Acct Hlder Type this must be selected, either business r persnal depending n the type f bank accunt being withdrawn frm. Default is business. Accunt Type this must be selected, either checking r savings, depending n the type f bank accunt being withdrawn frm. Default is checking. SEC Cde This is the Standard Entry Cde, required by NACHA n all ACH transactins. NOTE: Yu must have an ACH Accunt with Gateway fr ACH transactins t prcess successfully. Page

15 Optinal Fields The fllwing fields are ptinal. These fields will be pre-ppulated frm the data entered n the custmer recrd in QuickBks. Phne Billing Inf First Name Last Name Cmpany Address 1 Address 2 City State Zip Cuntry Shipping Inf First Name Last Name Cmpany Address 1 Address 2 City State Zip Cuntry Nte: The QuickBks Gateway Plug-In will attempt t ppulate the Address 1 and Address 2 fields based n what is entered in QuickBks, but due t the way that QuickBks stres the address fields, this may nt always be accurate. Please make sure t check the address fields befre prcessing. The Gateway Vault In QuickBks 2007, custm-built applicatins had the ability t access the full credit card infrmatin stred in QuickBks. This allws users t easily prcess a payment based n the credit card infrmatin n file. With QuickBks 2008, Intuit eliminated this ability in rder t maintain PCI cmpliance (cntact Gateway fr mre infrmatin n PCI cmpliance). In rder t give custmers the ability t reissue bth credit card and ACH transactins against billing infrmatin n file, we used a pwerful feature f the Gateway. This is hw the prcess wrks: 1) Upn cmpleting the initial setup f the QuickBks Gateway Plug-In, a new custm field called VaultID will be created n the QuickBks custmer recrd. (See the Setup sectin earlier in this dcument fr mre infrmatin n the custm field). 2) When running the first transactin fr a custmer, a checkbx that says Click this checkbx t save the Transactin ID frm this credit card r ACH transactin as a Vault ID t be used Page

16 as the default infrmatin fr future transactins. Is available. Clicking this bx, will recrd the Transactin ID frm this transactin in the new Vault ID field in QuickBks. 3) When running subsequent transactins fr this custmer, a new checkbx will appear that reads Yu have previusly billed this client with credit card r ACH. Check this bx t use the infrmatin n file t bill this client. The default fr this checkbx is checked. See the screen sht belw. 4) If this checkbx is left as checked, the transactin will be run using the billing inf recrded during the initial transactin, whether it was a credit card r ACH transactin. 5) If desired, this checkbx can be turned ff, and new billing infrmatin entered. If this is turned ff, the Click this checkbx t save the Transactin ID frm this credit card r ACH transactin as a Vault ID t be used as the default infrmatin fr future transactins. Will appear again, allwing yu t update the Transactin ID recrded in the Vault ID field based n a new transactin. Page

17 Update Existing QB Custmer If yu make changes t the custmer data that was pre-ppulated frm QuickBks data, yu can chse t update yur QuickBks recrds when the payment is prcessed. If yu wish t d this, simply check the Update Existing QB Custmer checkbx. Upn prcessing the transactin, the fllwing fields will be updated in yur QuickBks file: Phne Billing Inf First Name Last Name Cmpany Address 1 Address 2 City State Zip Cuntry Shipping Inf First Name Last Name Cmpany Address 1 Address 2 City State Zip Cuntry Preferred Methd f Billing Credit Card Number Credit Card Expiratin Date Create New QB Custmer When creating a new sales receipt, yu will als have the ptin t Create New QB Custmer. If selected, a new QuickBks custmer recrd will be created with the infrmatin ppulated n this frm. Page

18 Prcessing the Transactin When yu are ready t run yur transactin yu can either click: Prcess and Clse this will prcess the transactin, and clse the prcess transactin dialg bx. Prcess and New this will prcess the transactin, and return yu t the prcess transactin dialg bx upn cmpletin, s yu can prcess anther transactin. The Transactin will run, and yu will receive a respnse. In the case f a failure, yu will see a respnse similar t the fllwing: Click OK Yu will then have the ptin t make changes and re-run the transactin. Upn a success, yu will see a dialg bx as fllws: Page

19 Review the status message and click OK when ready. Depending n the type f transactin, the behavir that ccurs at this pint will differ as fllws: Apply T Custmer s Open Invices r Apply T Specific Invice - this will create a new payment recrd, and take yu t the payment that is created. The Transactin ID will be placed in the Reference # and Mem fields. This can be used t reference the transactin in the Payment Gateway. Depending n yur selectins, yur payment will be applied t ne r mre invices. Yu can adjust the allcatins, r any ther details f the payment receipt here. Page

20 Create New Sales Receipt This will create a new sales receipt. In this scenari, yu will be taken t the new sales receipt. The Sales Receipt frm is shwn belw. The Payment Methd will be selected based n yur chices, and the Transactin ID will be ppulated in the Mem field. Page

21 Prcessing Card Present (Swipe) Transactins The QuickBks Gateway Plug-In allws yu t accept swiped, card present transactins t get the best rates! All yu need t have is an apprved swipe and yu can simply swipe the card in the Prcess Sale menu. T use this feature: Click n the Custmers menu Select Payment Gateway Plug-In Select Prcess Sale Page

22 Yu will see the fllwing dialg bx: Simply just swipe the card t cntinue. ACH transactins nt supprted thrugh swipe The Swipe functinality was designed t wrk with the apprved swipe devices. Please cntact supprt fr mre infrmatin regarding apprved swipe devices. Page

23 Prcessing Batch Transactins The QuickBks Gateway Plug-In has a Batch Prcessing feature which will allw yu t prcess multiple transactins at nce. T begin the Batch Prcess G int the Custmers menu Select Payment Gateway Plug-In Select Batch Prcess Open Invices The fllwing Dial Bx will appear: This dialg bx will shw all custmers wh have an utstanding balance as well as a Transactin ID recrded in the VaultID field. The VaultID is a custm field added t the custmer recrd after running the setup prcess. The VaultID can be ppulated manually by editing the custmer recrd, and cpying in a Transactin ID retrieved frm the Gateway r can be generated using the Prcess Payment ptin fr a specific recrd. See earlier in this dcumentatin fr mre infrmatin the VaultID. Items f nte n this frm are: Shw Custmers Regardless f Preferred Methd f Payment this is the default selectin. With this ptin, all custmers wh have a Transactin ID recrded in the VaultID field, and an utstanding balance are shwn. Shw Only Custmers with Preferred Methd f Payment as Credit Card If selected, nly custmers with a Preferred Methd f Payment as Visa, MasterCard, American Express r Discver will be shwn. Page

24 We recmmend that yu use Visa, MasterCard, American Express r Discver fr any custmers wh pay regularly by credit card, and Check r ACH fr any custmers wh pay regularly by ACH. Select Specific Preferred Payment Methd If selected, yu can select any Preferred Payment Methd frm the drp dwn, and nly custmers matching that Preferred Methd f Payment will be shwn. Please enter a descriptin t use n the receipt this is descriptin f the purchase (i.e. Payment fr Web Hsting Services). This will be included n the receipts that all custmers receive frm the gateway when their payment is prcessed. This value will als be attached t the transactin in the gateway. This is OPTIONAL. Custmer Grid Custmer Clumn the Custmer clumn shws the name f the custmer as it appears in QuickBks. Preferred Methd the Preferred Methd clumn shws the Prefer Methd f Billing setup n the custmer recrd. We recmmend that yu use Visa, MasterCard, American Express r Discver fr any custmers wh pay regularly by credit card, and Check r ACH fr any custmers wh pay regularly by ACH. Balance this shws the ttal balance due frm that custmer. Vault ID this is the Vault ID f the custmer that will be used t access billing infrmatin n file stred in the Payment Gateway. Selected if an X appears in this clumn, this recrd will be prcessed when the batch is run. T unselect, simply click n the X and it will disappear. Click again t re-select and the X will appear again. Clicking n a dllar amunt in the Balance clumn will allw yu t adjust the amunt t be billed when the batch prcess is run: Asset Accunt t Depsit T this drp dwn allws yu t specify an Asset accunt t recrd the payments t. If this is left blank, yur default asset accunt will be used (Usually this will be Undepsited Funds. Select All this buttn will X in the Selected clumn n all rws. Select Nne this buttn will clear the X in the Selected clumn n all rws. Cancel click Cancel t clse the frm withut prcessing the batch. Run Batch click this buttn t run the batch. Page

25 When running the batch, yu will see the dialg bx belw shwing yu the status as the batch prcess prgresses. Upn cmpletin, yu will be shwn the ttal number f recrds, ttal successes, and ttal failures. Click Clse when dne reviewing The QuickBks Gateway Plug-In will create Receive Payments recrds fr each successful transactin. These payments will be applied t pen invices using the default QuickBks rules fr applying payment. An example f a Receive Payment recrd created by the batch prcess is shwn belw. Additinally, a file will be generated in the %ALLUSERSPROFILE%\Applicatin Data\Payment Gateway\QuickBks Gateway Plug-In\Lgs flder by default (this flder can be changed in the Setup). This file will have the frmat f Page

26 COMPANYFILENAME_YYYYMMDD_HHMMSS.csv. This is a cmma delimited file. As QuickBks has n way t recrd the declines, any declined transactins will remain n yur bks as pen invices. It s imprtant t review the lg file t find ut the reasns behind the declines, and wrk with yur custmers t crrect, and re-run the transactins. Page

27 Batch Reprts The Batch Reprt functin allws yu t pull up infrmatin abut the batches yu have run. A lg file is generated with every batch that is run. Yu can easily view the batch reprts by ding the fllwing: G int the Custmers menu Select Payment Gateway Plug-In Select Batch Prcess Reprts The fllwing Dialg Bx will appear: Select the date/time f the batch yu d like t view frm the Select the Batch Reprt t View drp dwn. The batch reprt grid will be ppulated, shwing yu: Custmer Preferred Methd f Payment Amunt Vault ID Page

28 Status Cde Status Message Transactin ID Auth Cde AVS Cde AVS Message CVV2 Cde CVV2 Message Clicking n any f the headings will srt the grid. Ttal successes, failures and ttal amunt prcessed will be displayed at the bttm f the grid. All lg files are stred at: %ALLUSERSPROFILE%\Applicatin Data\Payment Gateway\QuickBks Gateway Plug-In\Lgs by default, but this can be changed in the Setup. NOTE: If yu remve the lg files frm this directry, they will drp ut f the Select the Batch Reprt t View drp dwn Click Clse t clse the Batch Reprts dialg bx. Clicking Shw File will pen the crrespnding lg file in the default applicatin n yur cmputer fr CSV files. The fllwing image shws the file pen in Excel. This can be used t adjust frmat, add ttals, print reprts, etc. Page

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