When a new user decides to use QuickBooks as his/her accounting software, then they need to know about the Intuit merchant services. “Intuit Merchant services” can also be called “QuickBooks Payments”. It handles all the payments that are made in QuickBooks. Intuit started the merchant services to package credit card services with QuickBooks software. So, if you are new to using QuickBooks then read the article till the end. This will make sure that you use it in a proper way.
Signing in to the Intuit Merchant Services from QuickBooks
In QuickBooks payment, you are using Intuit merchant services to handle all your payments. You can sign in to the Intuit merchant service center by using QuickBooks. Follow these steps to sign in to the Intuit merchant service center:
- Open, and login to QuickBooks Online and click on “Settings”.
- Then click on “Account and settings”.
- Then click on “Payments” and go to “Manage details”.
- Then a new interface of “Intuit Merchant service center” will come on your screen.
It allows the users to use the merchant service center by using the QuickBooks gopayment option.
Merchant Service Center in QuickBooks Desktop:
Let us take a look on how to access the Merchant service center in QuickBooks Desktop
- Firstly you have to open your QuickBooks Desktop.
- Then you have to open the company file that is linked to your “Merchant service account”.
- Then you have to go to the “Customers” menu and then click on “Credit card processing”.
- Then you have to click on “Merchant service center”.
Credit Card Protection in QuickBooks:
Once you have received a successful confirmation of your QuickBooks merchant services then you must enable the credit card protection of your company file in QuickBooks:
- First of all go to the “Company” menu and select “Customer credit card protection”.
- Then an interface will appear on your screen, you have to click on the “Enable protection” option.
- Then you have to fill up the user name space and set a complex password and then click on “Next”.
- An interface will come on your screen confirming your successful credit card protection and then click on “Ok” at the bottom of that particular tab.
- If you want your employees to access your QuickBooks information then you can give full access to them by selecting “Full access” from the “Sales and Accounts Receivable” tab.
How to link Merchant account to your QuickBooks account:
In your QuickBooks software you have to link your QuickBooks company file to your Intuit merchant service account. Follow these steps to successfully link your QuickBooks company file to Intuit merchant service account.
- Go to the “Customers” menu and then select “Add credit card processing” and then click on “Link merchant account to company file”.
- A window will appear on your screen asking you to enter your email and password to login.
- You must enter the previous email address and password that you used to create your Intuit merchant service account.
- After entering all the details correctly click on “Log in” at the bottom.
Storing Credit Card Information in QuickBooks:
In QuickBooks you can store and edit the customer’s credit card information. Let us have a look on how to edit the customer’s credit card informations and store it:
- First click on the “Customer” menu and then select “Customer centre”.
- Then you have to select for which customer you want to add the credit card information and then press “Ctrl+E”.
- Then add all information and go to the “Payment info” section and check if all information of the credit card is correct or not.
Recording your sales transaction:
In QuickBooks merchant services you can store and record your sales transactions. Let us have a look on how to record your sales transaction in QuickBooks:
1. Sales Transaction of Debit card and Credit card:
- The first step is to create the “Sales receipt”
- Then go to the “Payment method” option and you can either swipe your card or you can enter your card details manually.
- Then you should click on “Submit” and then a window of processed payment receipt will appear on your screen.
- You can print or save this receipt for your records of sales transactions.
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2. Using Credit Card or Debit Card to Receive Payment:
- Go to the “Received Payments” option, and then enter the amount that the customer will pay.
- Then go to the “Payment method” drop-down box and now you can either swipe card or you can enter the card details manually.
- Then you must verify whether the card details are correct or not and then click on “Submit”.
- Then a window of processed payment receipt will appear on your screen and you can print or save this receipt for your records of sales transactions.
3. Refunds:
- Go to the “Create credit memos/refunds” option.
- Then go to the “Customer job” and select the customer for which you want to process the return.
- Then enter the details of the item that you want to return.
- Then click on the “Give a refund” option and select the type of card that you will use to process the refund.
- After verifying the details click on “Submit” and then save or print the refund receipt for your transaction records.
Recording your Deposits:
In QuickBooks merchant services you can keep your deposit records easily. Let us have a look on how to record the deposits that you made
1. How to Record Deposit Payments:
- Open “Banking menu” and go to the “Make Deposits” option.
- Then you have to select the method of payment from the drop-down list.
- Then click on “View payment method type” and hit “Ok”.
- Then verify if your deposit is going to your preferred bank account and then click on “Save and close”.
2. How to record refund deposit:
- When you want to do a “Negative deposit”, enter the amount you want to refund and follow the steps of deposit.
- Check whether the amount is refunded to the correct account or not.
Authorizing and Capturing the Funds
In QuickBooks Intuit merchant service you must authorize your transaction on a credit card and after that you can process your transaction. Let us have a look on how to authorize and capture the funds
1. How to Authorize the Funds
- Open the “Customers” menu and select “Credit card processing activities” and then select “Authorize/capture payments”.
- Then enter the customer name and enter the card details and click on “Save and close”.
- Verify whether the card details are correct or not and then click on “Submit”.
- Then Intuit Merchant services processes your transaction and they can either authorize or can decline the funds.
2. How to Capture the Authorized Funds
- Open the “Customers” menu and select “Credit card processing activities” and then select “Authorize/capture payments”.
- Then you have to find your authorized transaction.
- After finding the authorized transaction select “Enable payment” and then select “Save and close”.
- Verify that it is the correct capture or not and then select “Submit” and you can also print your captured funds.
Credit Card Audit Trail Report
QuickBooks software has enabled a new report to look into the activity that occurred in Intuit Merchant services. Now, let us have a look into the process of creating “Customer Credit card Audit Trail Report”
- First of all you have to open the “Reports” menu and then select “Accounts and Taxes” and then select “Customer credit card audit trail”.
- Then you can view the report and keep on checking who is accessing your all records and who is logging in into your account.
Merchant Reports
Intuit Merchant services enables you to access online reporting and you can keep these reports for your business. Now, let us have a look on how to view and access merchant reports:
- Open the “Customers” menu and select “Credit card processing activities” and then select “Merchant service reports”.
- Then type your User ID and password and select “Submit”.
- Then click on “ClientLine Reporting” and give you “Merchant number” and then “Submit”.
- Now you can easily access the dashboard of the reports and would be able create or view any report.
Final Words
We hope that now you are familiar with all the facts of Intuit Merchant Service and can easily access all its features. We will recommend you to follow all the steps carefully to access all the features of Intuit Merchant Services. You can drop a call to us if you need any help from EnterpriseThought through the QuickBooks experts.