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

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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 PROCESSING TRANSACTIONS IN QUICKBOOKS... 5 Process Sale... 5 Process Sale with Credit Card Payment... 6 Process Sale with ACH Payment Process Void Process Void with Credit Card Payment Process Void with ACH Payment Process Return PRINTING CREDIT CARD RECEIPTS REFUNDS BILL PRESENTMENT Recurring Transactions. 253 DISPLAYING CREDIT CARD REPORTS IMPORTING TRANSACTIONS Automatically Import Transactions

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 with Credit Card Payment Open Invoice Single Invoice Multiple Invoices Open Sales Receipt Creating Sales Receipt Single Sales Receipt Multiple Sales Receipts Quick Sale with ACH Payment Open Invoice Single Invoice Multiple Invoices Open Sales Receipt Creating Sales Receipt Single Sales Receipt Multiple Sales Receipts Quick Sale What will happen next after one or more invoices/sales receipts have been processed? 3.2 Process Void with Credit Card Payment 2

3 3.2.1 Open Payment Single Payment Multiple Payments Open Sales Receipt Single Sales Receipt Multiple Sales Receipts with ACH Payment Open Payment Single Payment Multiple Payments Open Sales Receipt Single Sales Receipt Multiple Sales Receipts voided? What will happen next after one or more payments/sales receipts have been 3.3 Process Return Open Payment Single Payment Multiple Payments Open Sales receipt Single Sales receipt What will happen next after one or more payments/sales receipts have been returned? 3.4 Refunds Credit Card Creating Credit Card Refund Memo ACH 3

4 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 Description of Transaction Types Processing and Re-processing Transactions in QuickBooks Workflows Change of Transaction Status Processing Locked/Pending Transactions 5.2 Error Handling: Import Transactions Description of Transaction Types Import Transactions Workflow Change of Transaction Status 5.3 Pending Transactions Menu 8. Transaction Manager 9. About Payment Application 4

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? 5

6 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. 6

7 Case1: Process Sale Credit Card Payment: Open Invoice To process an open invoice, follow the steps described below: 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 processing the invoice, click No.) 7

8 Step4: Process invoice The Sale: Single Invoice will open: 8

9 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. 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: 9

10 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 If selected in Setup / Print Options, the Print Preview window will be displayed: 10

11 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 a sale for 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. 11

12 NOTE: 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. For example, we have the following invoice containing a taxable item: 12

13 With the following Sale: Single Invoice window: 13

14 You can modify both the Transaction Amount and Tax Amount: Payment no. 1 14

15 Thus, there will be applied a payment of $ 1.20 to the invoice, but the invoice will still have an open balance: 15

16 If you want to apply a second payment to the invoice, in Sale: Single Invoice window, the plug-in will calculate and display the left amount to be paid (both Transaction Amount and Tax Amount): Payment no. 2 16

17 Only when a payment is created for the total amount ($4.30), that the invoice will be closed: 17

18 Case2: Process Sale Credit Card Payment: Single Invoice To process a single invoice, do as follows: Step1: Go to Company->CHARGE Anywhere->Process Payment Step2: Select Credit Card Payment Step3: Select Process Sale->Single Invoice 18

19 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) The Sale: Single Invoice will open: 19

20 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. 20

21 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: 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 If selected in Setup / Print Options, the Print Preview window will be displayed: 21

22 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 a sale for 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. 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: 22

23 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 23

24 Step3: Select Process Sale->Multiple Invoices Step4: Set the data filters The new window contains five data filters: Set the data filters: 24

25 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 combobox. b. Customer filter: 25

26 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 Customer Filter. The Customer Filter will be displayed: 26

27 Check a Name Filter and click Search; a customer list will be displayed in the Customer Name area: 27

28 . Select the customers whose invoices you want to process (you can select all the customers by clicking the Select All button) and click OK. Next, the Customer Name list will contain the selected customers: 28

29 You may use Select All button to select all the Customers or Select None to un-select all the Customers. 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 29

30 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. e. Payment Method filter 30

31 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: 31

32 NOTE: 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: 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. 32

33 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: 33

34 After you have introduced the credit card number, click OK and the application will process all the invoices. 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: 34

35 At the end of the transfer, you will be informed if the synchronization was successful or not. 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. 35

36 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: Open a sales receipt Step2: Once the Sales Receipt is complete, select Save & Close Step3: Click Yes in order to confirm that you would like to process the Sales receipt, If you want to quit processing the invoice, click No. 36

37 Step4: Process sales receipt The Sale: Single Sales receipt 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. The Transaction Amount will be taken from the sales receipt. 37

38 The Tax Amount is available only for Quick Sale. 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 If selected in Setup / Print Options, the Print Preview window will be displayed: 38

39 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. 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 Setup for more details, see Setup/Transaction Options. 39

40 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 Step3: Select Process Sale->Single Sales receipt 40

41 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: 41

42 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) 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. The Transaction Amount will be taken from the sales receipt. 42

43 The Tax Amount is is available only for Quick Sale. 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 If selected in Setup / Print Options, the Print Preview window will be displayed: 43

44 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. 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: 44

45 Case6: Process Sale Credit Card Payment: Multiple Sales receipts To process multiple receipts, follow the steps described below: Step1: Go to Company-> CHARGE Anywhere->Process Payment Step2: Select Credit Card Payment Step3: Select Process Sale->Multiple Sales receipts 45

46 Step4: Set the data filters The new window contains three data filters: Set the data filters: a. Customer filter: 46

47 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) The Customer Filter will be displayed: Check a Name Filter and click Search; a customer list will be displayed in the Customer Name area: 47

48 Select the customers' Sales receipts you want to process (you can select all the customers by clicking the Select All button) and click OK. Next, the Customer Name list will contain the selected customers: 48

49 You may use Select All button to select all the Customers or Select None to un-select all the Customers. 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. 49

50 - Check Show all Sales receipts within the following date range, there will be created a list of sales receipts whose creation date is situated in the selected date range 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 the payment method selected. 50

51 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 51

52 NOTE: A message will display the Customers whose credit card number is truncated, absent or its validity has expired. 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: 52

53 After have clicked OK, all the sales receipts will be processed. 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. A progress-bar window will show the status of the data transfer: 53

54 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. 54

55 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: 55

56 Step2: Go to Company-> CHARGE Anywhere ->Quick Sale 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 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. 56

57 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 Enter an amount and click Send: 57

58 And the application will create a payment in QuickBooks: If selected in Setup / Print Options, the Print Preview window will appear: 58

59 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 one invoice or 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. Situation 2: no Customer is open Step1: Go to Company-> CHARGE Anywhere->Quick Sale Step2: Fill-in the required fields The Quick Sale window will open: 59

60 First, you need to enter a Customer. To do this click will open: ; the Customer Filter window 60

61 Here, you have to: - check a Name Filter - click Search - double-click the customer whose credit card info you want to display 61

62 Thus the customer and his credit card info will be displayed automatically: 62

63 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. 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. 63

64 If you want to return to the previous data, click Reset. Step3: Create payment / sales receipt After have selected the Customer and filled in the required fields, enter a Transaction Amount and then click Send: And the application will create a payment in QuickBooks: 64

65 If selected in Setup / Print Options, the Print Preview window will appear: 65

66 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 one invoice or 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. 66

67 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 The Sale: Single Payment will open: 67

68 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. If you want to return to the previous data, click Reset. 68

69 Click Send to continue the processing of the payment. 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 If selected in Setup / Print Options, the Print Preview window will be displayed: 69

70 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. 70

71 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. 71

72 Case1: Process Sale ACH Payment: Open Invoice To process an open invoice, follow the steps described below: Step1: Open an invoice already saved Step2: Go to Company -> CHARGE Anywhere ->Quick Sale Step3: Click Yes in order to confirm that you would like to process a payment for the open invoice, If you want to quit processing the invoice, click No. 72

73 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. 73

74 If you want to return to the previous data, click Reset; otherwise, click Send to 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 74

75 Case2: Process Sale ACH Payment: Single Invoice To process a single invoice, do as follows: Step1: Go to Company->CHARGE Anywhere->Process Payment Step2: Select ACH Step3: Select Process Sale->Single Invoice 75

76 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) The Sale: Single Invoice will open: 76

77 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. A progress bar window will inform you about the status of the processing: 77

78 In this window, click: - 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: 78

79 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: Select ACH 79

80 Step3: Select Process Sale->Multiple Invoices Step4: Set the data filters The new window contains five data filters: Set the data filters: a. Account filter: 80

81 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 combobox. 81

82 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 Customer Filter: 82

83 The Customer Filter will be displayed: Check a Name Filter and click Search; a customer list will be displayed in the Customer Name area: 83

84 . Select the customers whose invoices you want to process (you can select all the customers by clicking the Select All button) and click OK. Next, the Customer Name list will contain the selected customers: 84

85 You may use Select All button to select all the Customers or Select None to un-select all the Customers. 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. 85

86 - 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 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. 86

87 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 payment method selected. 87

88 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: Check the invoices to be processed and click Process. You may also click: 88

89 - 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 ACH information is truncated, absent or its validity has expired. Here there two options: You can process the Customer whose ACH is truncated Double-click the Customer (see above) to re-enter his ACH information: 89

90 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: 90

91 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: 91

92 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 92

93 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: Open a sales receipt Step2: Go to Company->CHARGE Anywhere->Process Payment Step3: Click Yes in order to confirm that you would like to process the Sales receipt, If you want to quit processing the invoice, click No. 93

94 If you want to quit processing the invoice, click No. Step4: 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. 94

95 Click Send to continue the processing of the sales receipt. A progress bar window will inform you about the status of the processing: NOTE: 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 If the sales receipt already has a sale, the next message will inform you: 95

96 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: Click Yes. If you click No, the sales receipt will not be processed. 96

97 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. 97

98 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 98

99 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: Select ACH Step3: Select Process Sale->Single Sales receipt 99

100 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: 100

101 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) The Sale: Single Sales receipt window will open: 101

102 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. 102

103 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 NOTES: 1. If you enter the Sales receipt Number of a sales receipt that has already been processed, the next message will inform you: 103

104 2. If you enter the Sales receipt Number of a sales receipt that does not exist in QuickBooks, the next message will prompt you: 104

105 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 105

106 Step3: Select Process Sale->Multiple Sales receipts Step4: Set the data filters The new window contains three data filters: Set the data filters: 106

107 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) 107

108 The Customer Filter will be displayed: Check a Name Filter and click Search; a customer list will be displayed in the Customer Name area: 108

109 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. Next, the Customer Name list will contain the selected customers: 109

110 You may use Select All button to select all the Customers or Select None to un-select all the Customers. 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. 110

111 - Check Show all Sales receipts within the following date range, there will be created a list of sales receipts whose creation date is situated in the selected date range 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 payment method selected. 111

112 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: 112

113 - Select All: to select all the Sales receipts - 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 Double-click the Customer (see above) to re-enter his ACH information: 113

114 After you have clicked OK, all the sales receipts will be processed. Process only the Customers whose ACH information is not truncated. Click OK: 114

115 Next, you will be asked if you want to process only the Customers that have ACH 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 115

116 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 Step1: Open the Customer you want to create the payment or sales receipt for: 116

117 Step2: Go to Company->CHARGE Anywhere ->Quick Sale Step3: Fill-in the required fields The Quick Sale window will open and contain all the data of the opened Customer: 117

118 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. 118

119 Step4: Create payment / sales receipt Enter an amount and click OK: 119

120 And the application will create a payment in QuickBooks: 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 will be disabled Situation 2: no Customer is open Step1: Go to Company-> CHARGE Anywhere->Quick Sale Step2: Fill-in the required fields 120

121 The Quick Sale window will open: 121

122 First, you need to enter a Customer. To do this click will open: ; the Customer Filter window 122

123 Here, you have to: - check a Name Filter - click Search - double-click the customer whose credit card info you want to display 123

124 Thus the Customer and his ACH info will be displayed automatically: 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. If you want to return to the previous data, click Reset. 124

125 Step3: Create payment / sales receipt After have selected the Customer and filled in the required fields, click Send: 125

126 And the application will create a payment in QuickBooks: 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 will be disabled 126

127 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: Credit Card Payment 127

128 ACH Payment 128

129 For processed sales receipts: The plug-in will create a Sale on the Gateway and update the Sales receipt in QuickBooks: Credit Card Payment 129

130 ACH Payment 130

131 Process Void The User can process void for two types of payment: Credit Card Payment And 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? 131

132 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. 132

133 Case1 Process Void Credit Card Payment: Open Payment In order to process a void on an open payment, do as follows: Step1: Open a payment Step2: Go to Company-> CHARGE Anywhere->Process Payment Step3: Select Credit Card Payment 133

134 Step4: Select Process Void->From Current Window: Step5: Select Yes to confirm that you would like to void the payment: Step6: Process payment The application will start processing that particular payment: 134

135 Click: - Print Result: to print the processing report - Print Receipt: this button will be disabled - Close: to close the window 135

136 Case2 Process Void Credit Card Payment: Single Payment In order to process a void on a single payment, do as follows: Step1: Go to Company->CHARGE Anywhere->Process Payment Step2: Select Credit Card Payment Step3: Select Process Void->Single Payment Step4: Type the Payment Reference Number 136

137 In the next window enter the Payment Reference Number for a specific payment and click OK. Click OK. There are two scenarios: 1. The Payment Reference Number is corresponding to a single payment to be processed. 2. Two or more payments could have the same Payment Reference Number; in this case, after you have clicked OK, the application will display a payment list: Check the payment to be voided and click Process. Step5: Process Payment Click: - OK if only one payment has the selected Payment Reference Number (Scenario 1) - Process when multiple payments have the same Payment Reference Number (Scenario 2) The plug-in will start processing voids and will delete the payments from QuickBooks in case the void is successful: 137

138 Click: - Print Result: to print the processing report - Print Receipt: this button will be disabled - Close: to close the window NOTES: 1. If you enter the Payment Number of a payment that has already been returned or has been created manually, the next message will inform you: 2. If you enter the Payment Number of a payment that does not exist in QuickBooks, you will be prompted with the following message: 138

139 Case3 Process Void Credit Card Payment: Multiple Payments In order to process voids on multiple payments, follow the steps: Step1: Go to Company-> CHARGE Anywhere->Process Payment Step2: Select Credit Card Payment Step3: Select Process Void->Multiple Payments 139

140 Step4: Set the data filters The new window contains three data filters: a. Amount filter: 140

141 Fill in the Amount field and choose an Operator from the combo-box (i.e. when the Operator is = and the Amount is 200, all the payments will have the total amount equivalent to 200). By un-checking Print all QuickBooks payments with the amount, the payments will not be filtered taking into account the Amount option. b. Customer filter: If you: - Un-check Show all payments associated with the following customer(s), then the payments will not be filtered taking into account the customer. - Check Show all payments associated with the following customer(s), you can create a list of customers whose payments will be processed; to do this, click Customer Filter: 141

142 The Customer Filter will be displayed: Check a Name Filter and click Search; a customer list will be displayed in the Customer Name area: 142

143 Select the customers whose payments you want to process (you can select all the customers by clicking the Select All button or you can un-select by clicking the Select None button) and click OK. Next the Customer Name list will contain the selected customers: 143

144 You may use Select All button to select all the Customers or Select None to un-select all the Customers. c. Payment Method filter If you: - Un-check Show all payments associated with the following Payment Method, then the payments will not be filtered taking into account the payment method. 144

145 - Check Show all payments associated with the following Payment Method, to select from a list of the payment types used for the original transactions, select the correct type: Step4: Retrieve Payments After you have selected the necessary information, click Retrieve Payments: If no filter is applied, the application will void all the payments from QuickBooks. Step5: Process Payments A list of payments corresponding to the filtered data will open: Check the payment/payments to be voided and click Process; you may also click: - Select All: to select all the payments 145

146 - Select None: to un-select all the payments - Back: to return to the previous operation A progress-bar window will show the status of the data transfer: Click: - Print Result: to print the processing report - Print Receipt: this button will be disabled - Close: to close the window 146

147 Case4 Process Void Credit Card Payment: Open Sales receipt NOTE: If you are using any version of QuickBooks 2005, you CANNOT process any void for Sales receipts. In order to process a void on an open sales receipt that has already been processed for sale, do as follows: Step1: Open a sales receipt already processed for sale Step2: Go to Company-> CHARGE Anywhere->Process Payment 147

148 Step3: Select Credit Card Payment Step4: Select Process Void->From Current Window Click OK. Step5: Select Yes to confirm that you would like to void the sales receipt 148

149 Step6: Process void for sales receipt A progress bar window will inform you about the status of the processing: Click: - Print Result: to print the processing report - Print Receipt: this button will be disabled - Close: to close the window NOTES: If the sales receipt has already been voided/returned, the next message will inform you: 149

150 Case5 Process Void Credit Card Payment: Single Sales receipt NOTE: If you are using any version of QuickBooks 2005, you CANNOT process any void for Sales receipts. In order to process a void on a single sales receipt, do as follows: Step1: Go to Company-> CHARGE Anywhere->Process Payment Step2: Select Credit Card Payment Step3: Select Process Void->Single Sales receipt 150

151 Step4: Type the Sales receipt Reference Number In the next window enter the Sales receipt Reference Number for a specific payment and click OK. Click OK. There are two scenarios: 1. The Sales receipt Reference Number is corresponding to a single Sales receipt to be processed. 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 list of sales receipts: 151

152 Check the sales receipt to be voided and click Process. Step5: Process Sales receipts Click: - OK if only one sales receipt has the selected Sales receipt Reference Number (Scenario 1) - Process when multiple sales receipts have the same Sales receipt Reference Number (Scenario 2) The plug-in will start voiding sales receipts on the gateway and in QuickBooks: 152

153 Click: - Print Result: to print the processing report - Print Receipt: this button will be disabled - Close: to close the window NOTES: 1. If you enter the Sales receipt Number of a sales receipt that has already been voided or that does not exist in QuickBooks, the next message will inform you: 2. If you enter the Sales receipt Number of a sales receipt that has already been returned, the next message will inform you: Case6 Process Void Credit Card Payment: Multiple Sales receipts In order to process voids on multiple sales receipts, follow the steps: Step1: Go to Company->CHARGE Anywhere->Process Payment 153

154 Step2: Select Credit Card Payment Step3: Select Process Void->Multiple Sales receipts Step 4: Set the data filters The new window contains three data filters: 154

155 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. 155

156 - Check Show all payments 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: The Customer Filter window will be displayed: Check a Name Filter and click Search; a customer list will be displayed in the Customer Name area: 156

157 Select the customers whose sales receipts you want to process (you can select all the customers by clicking the Select All button or you can un-select by clicking the Select None button) and click OK. Next the Customer Name list will contain the selected customers: 157

158 You may use Select All button to select all the Customers or Select None to un-select all the Customers. 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. 158

159 - Check Show all Sales receipts within the following date range, there will be created a list of sales receipts whose creation date is situated in the selected date range c.payment Method filter If you: - Un-check Show all payments associated with the following Payment Method, then the payments will not be filtered taking into account the payment method. - Check Show all payments associated with the following Payment Method, to select from a list of the payment types used for the original transactions, select the correct payment type: Step4: Retrieve Sales receipts After you have selected the necessary information, click Retrieve Sales receipts: 159

160 If no filter is applied, the application will void all the sales receipts from QuickBooks. Step5: Process Payments A list of payments corresponding to the filtered data will open: Check the sales receipts to be voided 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 A progress-bar window will show the status of the data transfer: 160

161 Click: - Print Result: to print the processing report - Close: to close the window - Print Receipt: this button will be disabled 161

162 Process Void with ACH 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 ACH 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 ACH 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. 162

163 Case1 Process Void ACH: Open Payment In order to process a void on an open payment, do as follows: Step1: Open a payment Step2: Go to Company-> CHARGE Anywhere->Process Payment Step3: Select ACH 163

164 Step4: Select Process Void->From Current Window: Step5: Select Yes to confirm that you would like to void the payment: Step6: Process payment The application will start processing that particular payment: 164

165 Click: - Print Result: to print the processing report - Close: to close the window - Print Receipt: this button will be disabled 165

166 Case2 Process Void ACH: Single Payment In order to process a void on a single payment, do as follows: Step1: Go to Company->CHARGE Anywhere->Process Payment Step2: Select ACH Step3: Select Process Void->Single Payment 166

167 Step4: Type the Payment Reference Number In the next window enter the Payment Reference Number for a specific payment and click OK. There are two scenarios: 1. The Payment Reference Number is corresponding to a single payment to be processed. 2. Two or more payments could have the same Payment Reference Number; in this case, after you have clicked OK, the application will display a payment list: Check the payment to be voided and click Process. Step5: Process Payment Click: - OK if only one payment has the selected Payment Reference Number (Scenario 1) - Process when multiple payments have the same Payment Reference Number (Scenario 2) The plug-in will start processing voids (on the gateway) and will delete the payments from QuickBooks in case the void is successful: 167

168 Click: - Print Result: to print the processing report - Close: to close the window - Print Receipt: this button will be disabled NOTES: 1. If you enter the Payment Number of a payment that has already been returned or has been created manually, the next message will inform you: 2. If you enter the Payment Number of a payment that does not exist in QuickBooks, you will be prompted with the following message: 168

169 Case3 Process Void ACH Payment: Multiple Payments In order to process voids on multiple payments, follow the steps: Step1: Go to Company->CHARGE Anywhere->Process Payment Step2: Select ACH Step3: Select Process Void->Multiple Payments Step4: Set the data filters 169

170 The new window contains three data filters: a. Amount filter: Fill in the Amount field and choose an Operator from the combo-box (i.e. when the Operator is = and the Amount is 200, all the payments will have the total amount equivalent to 200). 170

171 By un-checking Print all QuickBooks payments with the amount, the payments will not be filtered taking into account the Amount option. b. Customer filter: If you: - Un-check Show all payments associated with the following customer(s), then the payments will not be filtered taking into account the customer. - Check Show all payments associated with the following customer(s), you can create a list of customers whose payments will be processed; to do this, click Customer Filter: 171

172 The Customer Filter will be displayed: Check a Name Filter and click Search; a customer list will be displayed in the Customer Name area: 172

173 Select the customers whose payments you want to process (you can select all the customers by clicking the Select All button or you can un-select by clicking the Select None button) and click OK. Next the Customer Name list will contain the selected customers: 173

174 You may use Select All button to select all the Customers or Select None to un-select all the Customers. c.payment Method filter If you: - Un-check Show all payments associated with the following Payment Method, then the payments will not be filtered taking into account the payment method. 174

175 - Check Show all payments associated with the following Payment Method, to select from a list of the payment types used for the original transactions, select the correct type: Step4: Retrieve Payments After you have selected the necessary information, click Retrieve Payments: If no filter is applied, the application will void all the payments from QuickBooks. Step5: Process Payments A list of payments corresponding to the filtered data will open: Check the payment/payments to be voided and click Process; you may also click: 175

176 - Select All: to select all the payments - Select None: to un-select all the payments - Back: to return to the previous operation A progress-bar window will show the status of the data transfer: Click: - Print Result: to print the processing report - Close: to close the window - Print Receipt: this button will be disabled 176

177 Case4 Process Void ACH: Open Sales receipt NOTE: If you are using any version of QuickBooks 2005, you CANNOT process any void for Sales receipts. In order to process a void on an open sales receipt that has already been processed for sale, do as follows: Step1: Open a sales receipt already processed for sale Step2: Go to Company-> CHARGE Anywhere->Process Payment Step3: Select ACH 177

178 Step4: Select Process Void->From Current Window Step5: Select Yes to confirm that you would like to void the sales receipt Step6: Process void for sales receipt 178

179 A progress bar window will inform you about the status of the processing: Click: - Print Result: to print the processing report - Close: to close the window - Print Receipt: this button will be disabled NOTES: If the sales receipt has already been voided/returned, the next message will inform you: 179

180 Case5 Process Void ACH: Single Sales receipt NOTE: If you are using any version of QuickBooks 2005, you CANNOT process any void for Sales receipts. In order to process a void on a single sales receipt, do as follows: Step1: Go to Company-> CHARGE Anywhere->Process Payment Step2: Select ACH Step3: Select Process Void->Single Sales receipt 180

181 Step4: Type the Sales receipt Reference Number In the next window enter the Sales receipt Reference Number for a specific payment and click OK. There are two scenarios: 1. The Sales receipt Reference Number is corresponding to a single Sales receipt to be processed. 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 list of sales receipts: Check the sales receipt to be voided and click Process. Step5: Process Sales receipts Click: - OK if only one sales receipt has the selected Sales receipt Reference Number (Scenario 1) - Process when multiple sales receipts have the same Sales receipt Reference Number (Scenario 2) The plug-in will start voiding sales receipts on Payment Application gateway and in QuickBooks: 181

182 Click: - Print Result: to print the processing report - Close: to close the window - Print Receipt: this button will be disabled NOTES: If you enter the Sales receipt Number of a sales receipt that has already been voided or that does not exist in QuickBooks, the next message will inform you: If you enter the Sales receipt Number of a sales receipt that has already been returned, the next message will inform you: 182

183 Case6 Process Void ACH Payment: Multiple Sales receipts In order to process voids on multiple sales receipts, follow the steps: Step1: Go to Company->CHARGE Anywhere->Process Payment Step2: Select ACH Step3: Select Process Void->Multiple Sales receipts Step4: Set the data filters 183

184 The new window contains three data filters: 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. 184

185 - Check Show all payments 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: The Customer Filter window will be displayed: Check a Name Filter and click Search; a customer list will be displayed in the Customer Name area: 185

186 Select the customers whose sales receipts you want to process (you can select all the customers by clicking the Select All button or you can un-select by clicking the Select None button) and click OK. Next the Customer Name list will contain the selected customers: 186

187 You may use Select All button to select all the Customers or Select None to un-select all the Customers. b. Sales receipt Date Range filter: If you: c. 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. 187

188 - Check Show all Sales receipts within the following date range, there will be created a list of sales receipts whose creation date is situated in the selected date range c. Payment Method filter If you: d. Un-check Show all payments associated with the following Payment Method, then the payments will not be filtered taking into account the payment method. - Check Show all payments associated with the following Payment Method, to select from a list of the payment types used for the original transactions, select the correct type: Step4: Retrieve Sales receipts After you have selected the necessary information, click Retrieve Sales receipts: 188

189 If no filter is applied, the application will void all the sales receipts from QuickBooks. Step5: Process Payments A list of payments corresponding to the filtered data will open: Check the sales receipts to be voided and click Process; you may also click: e. Select All: to select all the sales receipts f. Select None: to un-select all the sales receipts g. Back: to return to the previous operation A progress-bar window will show the status of the data transfer: 189

190 Click: - Print Result: to print the processing report - Close: to close the window - Print Receipt: this button will be disabled 190

191 What will happen next after one or more payments/sales receipts have been voided? For voided payments: The plug-in will void the transaction on the Gateway and will delete the payment from QuickBooks For voided sales receipts: The plug-in will void the transaction on the Gateway and will void the sales receipt from QuickBooks. More precisely, the sales receipt will remain in QuickBooks, but the Total Amount will be 0 and in the Memo field the sales receipt will appear as voided: Credit Card Payment 191

192 ACH Payment 192

193 Process Return In the Process Return Menu the user will: return a Transaction on the Gateway and create a check in QuickBooks for an open payment Case1 Process Return for an Open Payment for a single payment Case2 Process Return for a Single Payment for multiple payments Case3 Process Return for Multiple Payments return a Transaction on the Gateway and create a check in QuickBooks for an open sales receipt Case4 Process Return for an Open Sales Receipt for a single sales receipt Case5 Process Return for a Single Sales Receipt The last chapter describes the results after a return was performed on a payment or sales receipt - Process Return: What will happen next after one or more payments/sales receipts have been returned? NOTE: 1. Before processing, see Notes. 2. You may return only the payments made with the plug-in. 3. You cannot return payments or sales receipts that have already been voided. 4. You cannot return sales receipts that have not been previously processed for sale. 5. A payment can be returned multiple times on condition it has NOT been previously voided. 6. A sales receipt can be returned only once. NOTE: If you are using any version of QuickBooks 2005, you CANNOT process any return for Sales receipts. 193

194 Case1 Process Return: Open Payment In order to process a return on an open payment, do as follows: Step1: Open a payment: Step2: Go to Company-> CHARGE Anywhere->Process Payment Step3: Select Credit Card Payment 194

195 Step4: Select Process Return->From Current Window Step5: Click Yes to confirm that you would like to process a check for that payment: Step6: Process payment 195

196 The Return: Single Payment 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. The Transaction Amount will be taken from the payment. The Tax Amount is automatically calculated in case that there is a tax rate. Both Transaction Amount and Tax Amount can be edited. 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. 196

197 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 payment. Next you need to select an account to apply the Payment Return to; click OK: A progress bar window will inform you about the status of the processing: 197

198 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 Case2 Process Return: Single Payment In order to process a return on a single payment, do as follows: Step1: Go to Company-> CHARGE Anywhere->Process Payment Step2: Select Credit Card Payment 198

199 Step3: Select Process Return->Single Payment Click OK. Step4: Type the Payment Reference Number In the next window enter the Payment Reference Number for a specific payment and click OK: Click OK. There are two scenarios: Scenario1. The Payment Reference Number is corresponding to a single payment to be processed. Scenario2. Two or more payments could have the same Payment Reference Number; in this case, after you have clicked OK, the application will display a payment list: 199

200 Check the payment to be returned and click Process. Step5: Process Payments Click: - OK if only one payment has the selected Payment Reference Number (Scenario 1) - Process when multiple payments have the same Payment Reference Number (Scenario 2) 200

201 The Return: Single Invoice 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. The Transaction Amount will be taken from the payment. The Tax Amount is automatically calculated in case that there is a tax rate. Both Transaction Amount and Tax Amount can be edited. 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. 201

202 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 payment. After you have clicked OK or Process, a message will ask you to select an account: Once you have clicked OK, the following progress-bar window will open: 202

203 Once the synchronization is over, a check will be created for the processed payment. 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 NOTE: 1. If you enter the Payment Number of a payment that has already been voided/returned, you will be prompted with eh following message: 2. If you enter the Payment Number of a payment that does not exist in QuickBooks, you will be prompted with the following message: 203

204 Case3 Process Return: Multiple Payments To process returns on multiple invoices, follow the steps: Step1: Go to Company-> CHARGE Anywhere->Process Payment Step2: Select Credit Card Payment Step3: Select Process Return->Multiple Payments 204

205 Click OK. Step4: Set data filters The new window contains four data filters: a. Amount filter: 205

206 Fill in the Amount field and choose an Operator from the combo-box (i.e. when the Operator is = and the Amount is 200, all the payments will have the total amount equivalent to 200). If you clear Print all QuickBooks payments with the amount, the payments will not be filtered taking into account the Amount option. b. Customer filter: If you: h. Un-check Show all payments associated with the following customer(s), then the payments will not be filtered taking into account the customer. - Check Show all payments associated with the following customer(s), you can create a list of customers whose payments will be processed; to do this, click Customer Filter: 206

207 The Customer Filter will be displayed: Check a Name Filter and click Search; a customer list will be displayed in the Customer Name area: 207

208 Select the customers whose payments you want to process (you can select all the customers by clicking the Select All button) and click OK. Next the Customer Name list will contain the selected customers: 208

209 You may use Select All button to select all the Customers or Select None to unselect all the Customers. c. Date range filter: 209

210 Select the Start and End Dates from the combo-boxes. If you un-check Print all QuickBooks payments in date range, the payments will not be filtered by date range. d.payment Method filter If you: - Un-check Show all payments associated with the following Payment Method, then the payments will not be filtered taking into account the payment method. - Check Show all payments associated with the following Payment Method, to select from a list of the payment types used for the original transactions, select the correct type: Step5: Retrieve Payments After you have selected the necessary information, click Retrieve Payments: 210

211 If no filter is applied, the application will return all the payments from QuickBooks. Step6: Process Payments A list of payments corresponding to the filtered data will open: Check the payments to be returned and click Process; you may also click: - Select All: to select all the payments - Select None: to un-select all the payments - Back: to return to the previous operation After you have clicked Process, a message will ask you to select an account: 211

212 Once you have clicked OK, a progress-bar window will show the status of the data transfer and if the transfer is successful or not: 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 212

213 Case4 Process Return: Open Sales receipt NOTE: If you are using any version of QuickBooks 2005, you CANNOT process any return for Sales receipts. In order to process a return on an open sales receipt that has already been processed for sale, do as follows: Step1: Open a sales receipt already processed for sale: Step2: Go to Company-> CHARGE Anywhere->Process Payment Step3: Select Credit Card Payment 213

214 Step4: Select Process Return->From Current Window Click OK. Step5: Click Yes to confirm that you would like to process a check for that sales receipt 214

215 Step6: Process return for sales receipt The Return: Single Sales Receipt 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. The Transaction Amount will be taken from the sales receipt. The Tax Amount is available only for Quick Sale. 215

216 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. Next you need to select an account to apply the Payment Return to; click OK: A progress bar window will inform you about the status of the processing: 216

217 Case5 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 Process Return: Single Sales Receipt NOTE: If you are using any version of QuickBooks 2005, you CANNOT process any return for Sales receipts. In order to process a return on a single sales receipt, do as follows: Step1: Go to Company-> CHARGE Anywhere->Process Payment 217

218 Step2: Select Credit Card Payment Step3: Select Process Return->Single Sales Receipt Click OK. 218

219 Step4: Type the Sales receipt Reference Number In the next window enter the Sales receipt Reference Number for a specific sales receipt and click OK. There are two scenarios: 1. The Sales receipt Reference Number is corresponding to a single Sales receipt to be processed. 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 list: Check the sales receipt to be voided and click Process. Step4: Process Sales Receipt Click: i. OK if only one sales receipt has the selected Sales receipt Reference Number (Scenario 1) or j. Process when multiple sales receipts have the same Sales receipt Reference Number (Scenario 2) 219

220 The Return: Single Sales Receipt 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. The Transaction Amount will be taken from the sales receipt. The Tax Amount is available only for Quick Sale. 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. 220

221 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. Next you need to select an account to apply the Sales receipt Return to; click OK: You will be informed when the synchronization process finishes: 221

222 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 1. If you enter the Sales receipt Number of a sales receipt that has already been returned, the next message will inform you: 2. If you enter the Sales receipt Number of a sales receipt that does not exist in QuickBooks, you will be prompted with the following message: 222

223 Printing Credit Card Receipts You can print the credit card receipt when processing a sale for an invoice or a sales receipt. There are three situations: a. When processing a single transaction After have processed a sale for an Open Invoice/Single Invoice/Open Sales receipt/single Sales receipt/newly-created Sales receipt/manually-created Payment, a Print Preview window will appear: The Print Preview window will contain the selections made in Setup / Print Options. You can change the selections in the Print Preview window also by checking or unchecking the three options see above). In order to print, click the Print button. b. When processing multiple transactions 223

224 After have processed sale for Multiple Invoices or Multiple Sales receipts, the plug-in will automatically print the Credit Card Receipts taking into account only the selections made in Setup / Print Options. c. By accessing the Print Receipt sub-menu You can print Credit Card Receipts not only immediately after have processed single or multiple transactions, but also at a later date. In this case, there are two options: a) Print Credit Card Receipt for an open transaction (payment or sales receipt) To print a Credit Card Receipt for an open transaction, follow the steps described below: Step1. Open a payment or sales receipt already processed for sale Step2: Go to Company->CHARGE Anywhere->Print Receipt 224

225 Step3: Confirm the printing After have followed the link, you will be asked to confirm that you would like to print that payment or sales receipt: If you click: Yes: the Print Preview window will be displayed: The Print Preview window will contain the selections made in Setup / Print Options. You can change the selections in the Print Preview window also by checking or unchecking the three options see above). In order to print, click the Print button. No: you will be asked to select another transaction. Thus, the Multiple Credit Card Receipts window will appear: 225

226 For more details, see b - Print Credit Card Receipt for multiple transactions. b) Print Credit Card Receipt for multiple transactions (payments or sales receipts) Step1: Go to Company-> CHARGE Anywhere->Print Receipt Step2: Set printing filters The new window contains two data filters: 226

227 a. Customer filter: - Un-check Show all Payments associated with the following customer(s), then the transactions will not be filtered taking into account the customer. - Check Show all Payments associated with the following customer(s), then there will be created a list of customers whose credit card receipts will be printed; to do this, click Customer Filter: 227

228 The Customer Filter will be displayed: Check a Name Filter and click Search; a customer list will be displayed in the Customer Name area: 228

229 There will be displayed all the customers that have credit card data. Select the customers whose credit card receipts you want to print (you can select all the customers by clicking the Select All button) and click OK. Next the Customer Name list will contain the selected customers: 229

230 You may use the Select All button to select all the Customers or Select None to unselect all the Customers. b. Date range filter: Select the Start and End Dates from the combo-boxes. If you un-check Print all QuickBooks Payments in date range, the transactions will not be filtered by date range. Step3: Retrieve Credit Card Receipts 230

231 After you have selected the necessary information, click Retrieve Payments: Note: If no filter is applied, the application will display all the transactions. To return to the previous selected filters, click Reset Filter. Step4: Print Credit Card Receipts A list of transactions corresponding to the filtered data will open: Check the transactions whose credit card receipts you want to print and click Print. You may also click: 231

232 - Select All: to select all the transactions - Select None: to un-select all the transactions - Back: to return to the previous operation Refunds This section can be used if you want to create a credit card / ACH refund memo for customers. Creating Credit Card Refund Memo In order to create a credit card refund memo access Customer -> Create Credit Memos/Refunds. In the new window that will appear choose the client for whom you want to create the Credit Card refund, set the item and the returning amount. 232

233 Click on Save & Close or Save & New buttons. From the new screen mark Give a refund option and press on OK. Set the modality of issuing the refund. 233

234 Press on OK. Confirm that you want to process the refund by choosing Yes from the message window that will prompt you. 234

235 In the following screen after completing the fields (if necessary), click on Send button. 235

236 Wait until the refund is confirmed in the status screen. To exit, press on Close button. The Credit Memo will appear in QuickBooks. 236

237 237

238 Double click on it to open. In the Memo field, besides the credit card number, an approval code will appear. Save & Close to exit the screen. 238

239 Creating ACH Credit Refund Memo In order to create an ACH refund memo access Customer -> Create Credit Memos/Refunds. In the new window that will appear choose the client for whom you want to create the ACH refund, set the item and the returning amount and press on Save & Close button. 239

240 From the new screen mark Give a refund option and press on OK. 240

241 Set the modality of issuing the return. Press on OK. Confirm that you want to process the refund by choosing Yes from the message window that will prompt you. In the new window select Send. 241

242 Wait until the refund is confirmed in the status screen. To exit, press on Close button. 242

243 243

244 The memo appears in QuickBooks. Double click on it to open. The screen containing the check with the memo will prompt you. 244

245 In the Memo field, besides the credit card number, an approval code will appear. Save & Close to exit the screen. 245

246 Bill Presentment Let us assume that in QuickBooks you have an open invoice and you want to open a Bill Presentment. Go to Company->CHARGE Anywhere -> Bill Presentment. 246

247 A new window will open. Here the user will introduce customer s name, address, number of invoice, subject (created previously in Setup Wizard). If the client s has changed or it doesn t exist in QuickBooks you are prompted with a message window asking if to save or not the new address. If you click on Yes two message window will prompt you. 1. Updated Information for customer read carefully the message and based on your needs select yes or no. 2. Preview Bill Presentment click on yes if you want to see the PDF document. 247

248 A new message screen will appear asking if you want to send the invoice by . Press Yes if you want to send the invoice to the client. The results of Bill Presentment transaction are displayed in a status window. 248

249 Click on Close. When no invoice is open and you want to select Bill Presentment you have two options: A. Process a single invoice B. Process multiple invoices A. Process a single invoice Open Bill Presentment. From the message window that will prompt you, pick Single Bill Presentment and press on OK. 249

250 Introduce invoice number in the new screen and click on OK. In the Bill Presentment page check if the data is correct and select OK. (for the following steps refer to the previous Bill Presentment with an open invoice section) B. Process Multiple Invoices Open Bill Presentment. From the message window that will prompt you, pick Multiple Bill Presentment and press on OK. In the new screen select a filter for recover the invoices. After choosing the filter, press on Retrieve Invoices. Select the invoice(s) and click on Process button. 250

251 In a new window the status of the invoice is shown. Wait until the application has finished to process the invoices and after click on Close. 251

252 The customers with missing data from QuickBooks, such as , will be placed is a separate screen and the application will require filling in the missing information into Bill Presentment. Double click on the customer to update the information and after press on Save. 252

253 Recurring Transactions Recurring Transactions (also known as Subscriptions) allows the user to create recurring payments, for a customer which already exists in the QuickBooks customer database. The user can launch the Recurring Transactions Screen by click on: Company > CHARGE Anywhere > Recurring Transactions. Note: Recurring Transactions is an add-on feature. If the user does not have this add-on the function will display, but will not be enabled. 253

254 When launching the Recurring Transactions tab the user will open a new window Manage Recurring Subscriptions. From this screen the user is able to manage existing subscriptions or add a new subscription. To add a new subscription the user will simple click on the Add New button. Doing so will bring the user to the Add New Subscription screen. 254

255 From this screen the user is able to set the date and frequency to which the payments will occur. The user will also have to select which customer they will be adding this Subscription for. Note: The user must select a customer currently residing in the customer database within QuickBooks. Should the customer s payment info be already stored it will automatically populate in the corresponding fields. Note: Effective date has to be in the future. You cannot start a recurring payment on the present day. 255

256 Any subscriptions added inside of QuickBooks will automatically be synched with the Recurring Transactions database on Transaction Manager. This can be found by logging into Transaction Manager and navigating to: Virtual Terminal > Recurring Transactions. Note: Any transaction created on the Virtual Terminal needs to be imported back into QuickBooks. The import feature can be set to be done manually or automatically. Once the import is complete the customer will see a status page display. 256

257 Status Page 257

258 Displaying Credit Card Reports The plug-in can create a report of all Customers whose credit cards expire in the selected date range. Go to Company->CHARGE Anywhere->Reports and the next window will open: Select Credit Card Expiration Data Range filter: 258

259 Check Show all Credit Cards within the following date range and select the Start and End Expiration Date: Click Retrieve Credit Cards and the plug-in will display all the Customers whose credit cards expire in the selected date range: 259

260 Click Export button to export the report as a CSV file: And Print button to print the report: 260

261 261

262 Importing Transactions This feature allows the user to import transactions that were created from a POS Terminal, Smartphone or Ecommerce Website and then stored on the payment gateway then how to import transactions created from outside of QuickBooks. NOTE: 1. Before processing, see Notes. 2. A transaction can be imported only once. 3. Before importing transactions, 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. To import transactions, go to Company -> CHARGE Anywhere ->Import Transactions. After you have followed the link, two windows will open: - a date-range window: Select the date range from the Begin Date and End Date box and click OK. NOTE: 1. As a Start Date you will have to select a date following the last migration; otherwise, you will be prompted with such a message: 262

263 2. If you click Cancel, all the open windows will close. and - a progress-bar window that will show you the status of the import process: 263

264 Automatically Import Transactions This feature allows the user to import transactions that were created from a POS Terminal, Smartphone or Ecommerce Website and then stored on the payment gateway. In order to enable this section you need to tick the Automatically Import check box and complete the following values: 264

265 The Automatically Import section is divided in: Frequency here is set the rate of recurrence for the import of transactions from the website Start Time they represent the time range in which transactions are imported into QB. End Time Notifications in this area the user can select between three options, namely: Do not notify case in which no notification (success or failed) will be displayed. Notify upon completion of import - the user will receive notification for all the transactions imported Notify for Failed Imports a notification will be shown only for failed to import transactions. After completing the fields select OK button. 265

266 In the case below we have chosen Notify upon completion of report. Here is the notification message received: Press on the Close button. 266