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Receiving credit card payments—If you are entering credit card information manually

Note: These procedures are for payments on invoices and statement charges only. If you receive payment in full at the time of purchase, do not use this procedure. Instead, enter the payment as a sales receipt.

To receive and process the credit card payment:

  1. Go to the Customers menu and click Receive Payments.

  2. Fill in the name of the customer or job.

    If the payment is for a particular job, make sure you choose the job as well as the customer's name from the Customer:Job drop-down list.

  3. Fill in the customer's credit card information.

    • In the Card No. and Exp. Date fields, enter the customer's credit card number and expiration date. More info...

    • Click the Pmt. Method drop-down list and choose the type of credit card your customer is using.

  4. (Optional) Select an invoice to which the payment applies.

    QuickBooks is set to apply the payment to the oldest invoice first, then to the next oldest, and so on. If you are applying one payment to multiple jobs, QuickBooks uses the same logic: applying the amount to the oldest invoice first and the rest to the next invoice, and so on. To distribute the amount of the payment differently follow this procedure.

    To do this task

    1. In the Checkmark column, click next to each invoice to which you want to apply the payment.

    2. Click either Auto Apply Payment or Un-Apply Payment.

    Each time you select an invoice, QuickBooks inserts the amount to be applied to the invoice in the Payment column. When the undistributed amount of the customer's payment is greater than the amount due, QuickBooks pays the invoice in full. When the undistributed amount is less than amount due, QuickBooks applies the entire amount to the invoice and leaves a balance due on the invoice.

  5. If your preferences are not set to use the Undeposited Funds account by default, choose where to deposit the payment from the Deposit to drop-down list.

    How does the undeposited funds account work?

  6. (For Merchant Service for QuickBooks customers only...) Select Process credit card payment when saving.

    If you already selected the customer's credit card type from the Pmt. Method drop-down list, the option title changes to reflect the type of credit card being used (for example, "Process MasterCard credit when saving").

  7. Save the payment.

    Save the payment.
  8. In the Process Credit Card Payment window, finish entering the customer's credit card information.

    Be sure to enter the name and address associated with the credit card. The information you enter in this window will be used to complete the address verification check and process the payment.

  9. Click Submit to process the credit card payment.

  10. When you receive notification that the payment has been approved, click Print to print a receipt for the customer.

See also

10/25/2016 5:00:08 AM
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