How to Enter a Credit Card Payment in QuickBooks

QuickBooks is the most widely used accounting software in the US, and is also a convenient way to accept credit card payments for your business.

There are two different ways to enter a credit card payment in QuickBooks. You can use the native QuickBooks software, or you can lower your QuickBooks credit card processing fees by using a payment integration, such as EBizCharge.

A payment integration passes more information through the point a sale. Line-item details and invoice information already stored in QuickBooks are automatically passed to a PCI compliant payment gateway. This process helps qualify your cards at reduced interchange rates, and provides the lowest QuickBooks credit card processing fees for your business.

Whether you’re accepting payments for the first time, or just need a quick refresher, here are two ways to enter a credit card payment in QuickBooks.

Native QuickBooks software

First, this is how to enter a credit card payment in QuickBooks using the native QuickBooks software. You can enter a credit card payment from the Sales Receipt, Receive Payment, or Invoice page.

To enter a credit card payment from the Sales Receipt or Receive Payment page:

  1. Click on either:
    • Create (+) > Receive Payment if you receive payment for a sale that you already entered on an invoice.
      • OR
    • Create (+) > Sales Receipt if you record a sale and receive immediate payment.
  2. Complete the form
    • Select a credit card for Payment method and click Enter credit card details.
  3. You can either:
    • Enter the credit card information in the fields and click OK to save.
      • OR
    • Swipe the credit card by clicking Swipe card and then swiping the card through the reader.
  4. Click Save and close to save the transaction and process the payment.

To enter a credit card payment from the Invoice page:

If a customer gives you a partial payment and you issue an invoice for the balance, then you can process a credit card payment from the Invoice page.

In order to do this, you must turn on deposits:

  • Click the Gear icon >Company Settings (or Account and Settings), and click the Sales Then click the pencil icon next to Sales form content and select Deposit.

To continue, you must enter the credit card information manually:

  1. Click Create (+) > Invoice.
  2. Fill in the top of the form.
  3. In the Deposit field, enter the deposit amount.
  4. From the Payment method drop-down list, select the credit card type.
  5. Click Enter credit card details to enter or change the credit card information.
  6. Select Process credit card.
  7. Click Save and close.

Payment integration

Second, this is how to receive the lowest QuickBooks credit card processing fees by using a payment integration, such as EBizCharge, to enter a credit card payment in QuickBooks.

With a payment integration, you can enter a credit card in QuickBooks at the stages listed above, as well as Credits and Refunds, and Sales Orders.

To enter a credit card payment from the Credits and Refunds page:

  1. Create a credit memo
  2. Click Save & Close
  3. Select Give a Refund
  4. Go to “Issue this refund via” and choose the appropriate credit card
  5. Click OK. (Make sure the “Process credit card refund when saving” box remains unchecked.
  6. Enter cardholder information. You can select a saved card or enter a new card.
  7. Select Process Payment (After the credit has been processed, you can print and email receipts)
  8. Click Done

Process Payment will process the negative payment for the amount shown. An easy way to tell if it’s a credit is by checking the reference number. Since there are far fewer credits applied, the reference number will almost always be a much smaller number than when doing a credit card charge.

To enter a credit card payment from the Sales Order page:

  1. Click Sales Order
  2. Complete the form
  3. Click Save & Close
  4. Enter cardholder information. You can select a saved card or enter a new card. (You can save a new card on file for future use)
  5. Select Process Payment (After the payment is processed, you can print and email receipts)
  6. Click Done

Using a payment integration is a great way to simplify payment acceptance and streamline the accounting process. In addition, a payment integration can significantly reduce QuickBooks credit card processing fees for your business. With a payment integration, you can also enter a credit card payment at more stages in QuickBooks than the native QuickBooks software.

Now you know how to enter a credit card payment in QuickBooks, automate your payment acceptance process, and get the lowest QuickBooks credit card processing fees for your business.

2017-09-08T12:38:10+00:00 Business Tips, Integrated Payments|

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