epnplugin v Financial Software Payments Module for QuickBooks Download Transactions Guide

Transcription

1 epnplugin v Financial Software Payments Module for QuickBooks Download Transactions Guide eprocessing Network LLC 7/2/2012

2 epnplugin 3 Download Transactions Guide Table of Contents OVERVIEW... 3 REQUIREMENTS & PREPARATIONS... 4 CUSTOMER INFO REQUIREMENTS... 5 CREATE INCOME ACCOUNT... 6 DOWNLOAD TRANSACTIONS... 7 DOWNLOAD SETUP WIZARD... 8 FIRST TIME DOWNLOAD DOWNLOAD TRANSACTIONS TABS UNRECORDED BUTTONS RECORD BUTTONS ASSIGN & RECORD TRANSACTIONS INVOICE PAYMENT PENDING SALES RECEIPT PAYMENT QUICK SALES RECEIPT FIND QUICK SALES IN QUICKBOOKS OTHER PAYMENTS RECORDING DEPOSITS BEHIND THE SCENES UPLOAD LOGS... 34

3 Overview epnplugin Download Transactions feature allows the merchant to download transactions into QuickBooks, create customers and apply payments on the fly. The merchant will be able to download transactions from the eprocessingnetwork system that were processed outside of QuickBooks. epnjpos v3 & epnmobile v3 have a built in QuickBooks Invoice option. If the Invoice Number is provided at the time of the payment, when downloading transactions, the payments will autoassign to the appropriate invoice. (Invoices Only) With an Internet Basic account, the merchant has access to the epnweb Order Generator to create a payment page allowing their customer to pay an open invoice or pending sales receipt. When downloading transactions, the payments will auto-assign to the appropriate invoice or pending sales receipt. epnbillpay is not required or used with this feature. 3

4 Requirements & Preparations An eprocessingnetwork account is required with epnplugin License(s). Compatible operating systems: Windows XP, Vista & Win7, all editions. For Vista/Win7 users, User Account Controls must be enabled before installing. Vista Users need to enable the UAC. Win7 users need to use default or higher. Usually this is an automatically enabled setting, unless changed by the computer user. epnplugin works with QuickBooks Pro, Premier, & Enterprise, The QuickBooks User must have access to Sales, Vendors and Inventory since they will be downloading payments. Before you begin Installation, BACK UP your QuickBooks Company File. Make sure all QuickBooks users are logged out of QuickBooks and that QuickBooks is NOT running companywide during installation. epnplugin is not compatible with POS, Cloud, MAC or online software that QuickBooks offers. epnplugin is not compatible within a Multi-Merchant environment. epnplugin is not compatible when multiple company files are open; works with one company file at a time. QuickBooks must already be installed on any and all computers from which you wish to use epnplugin. For information on QuickBooks Minimum System Requirements, Installation and Use, please consult the User Guide for the specific version of QuickBooks you are using. Supports check processing with ACHQ, CrossCheck, Global etelecom, Secure Payment Systems, EZ Check, Payliance and NCN agencies. epnplugin works in a network environment. epnplugin will work in server environments, but it should not be installed on a server. eprocessingnetwork will not be unable to trouble shoot any issues or errors if installed on a server. epnplugin will use the local installation of QuickBooks on the PC to communicate with the QuickBooks company file stored on a server. epnplugin is not supported with QBs icloud server option. epnplugin will not work with Roaming Profiles or terminal type computers or terminals. When using a Proxy Server, the URL: will need to be added to allowed URLs. 4

5 Customer Info Requirements The epnplugin uses customer data stored in QuickBooks. The fields below should be filled out appropriately so the epnplugin can use this information when searching for customers in QuickBooks. Customer Data Required First, Last and Company Name are used when searching for customers during Download Transactions. Any combination of the three will work. If these names do not match the downloaded transactions names, you will have to manually find the customer. These names are required to use the Auto Select Customer button 1. 1 Outlined in Unrecorded Buttons page 10 5

6 Create Income Account Using the Chart of Account within QuickBooks create an income for the epnplugin to use for transactions recorded but were not assigned any particular payment. This must be an Income account not Other Income and it cannot be a sub account for another income account. You may give the account an account number, but this number will not be used when configuring the epnplugin during the Download Transactions Setup. Name this income account epn Sales. Create income account epn Sales. You are welcome to use any income account you wish. epn Sales is suggested to distinguish between transactions that have been miss recorded. In the event a transaction is recorded as an Anonymous Quick Sales Receipt, the epnplugin uses specific items to record the income. These items are created during the download wizard setup and will require an income account to complete the set up. You can use this account to see if you have miss recorded a transaction by viewing it in the Chart of Account within QuickBooks. You will be using this income account in the next few steps. Even if you intend to assign the downloaded transactions to a specific customer s invoice or pending sales receipt, you still need to do this step to complete configuration of the epnplugin Download Transaction function. 6

7 Download Transactions eprocessingnetwork allows merchants to process transactions in many ways, including from a Web site and through mobile devices. You can then download these transactions into QuickBooks. Use the epnpluginn Control Panel s Download Transactions Button Open Download Transactions through the Customer Drop Down Menu 7

8 Download Setup Wizard The Download Wizard walks you through the Download Transaction setup. This ensures that you have configured epnplugin correctly. epnplugin Download Transactions Setup follows through this check list each time you initiate the download process. Prepare for Download Window When you first initiate the Download Process, epnplugin requests you set an income account. This income account will be used to create specific items in QuickBooks for the epnplugin to use, when creating a Quick Sales Receipt for the transaction. If you do not assign the transaction to an existing invoice or pending sales receipt, then you can use the Quick Sales Receipt option to record general income. These items are used to indicate where the transaction originated. Since QuickBooks needs to record this income properly in the Chart of Accounts, these items are used in the Quick Sales Receipt only. Click Choose an Income Account. Choose an Income Account 8

9 This field is case sensitive. Use epn Sales or the income account you wish. Do not use the account number if provided. Opening Chart of Account Enter the account name, case sensitive and click Continue. Creating Sales Items window opens, as shown below. Create epn Items These items are used in the Quick Sales Receipt. QuickBooks must have an item to associate the income. epnplugin uses these items to indicate where the transaction originated as well as record the income properly in QuickBooks. Click Finish. This completes the epnplugin Download Transaction Configuration. 9

10 First Time Download The first time you attempt to download transactions from eprocessingnetwork, the approximate number of transactions available displays, with the option of choosing a start date rather than downloading all available transactions. This feature downloads cash, check, & credit card sales, as well as credit card returns. Please note that some transactions are not downloaded, such as cash & check returns, voided transactions and Close Batch transactions. First Download Prompt Choose a date to start the download transactions and click Download From this Date, or click Download All Transactions. 10

11 Download Transactions Tabs epnplugin Download Transaction feature stores the download transactions in several tabs. This allows you to come back to the download transactions at a later time if you are unable to finish recording them or want to wait to reconcile them with your bank statement. Download Transactions Tabs The Download New tab allows you to download new transactions. The Unrecorded Sales tab stores sales that have been downloaded. You can use this window to create customers, assign payments to customers, create invoices or sales receipts for customers, and delete transactions. The Unrecorded Credits tab stores credit/refund/returns that have been downloaded. You can use this window to create customers, assign credits to customers as Quick Credit memos in QuickBooks, and delete the credit transactions. The Sales to Record tab is the Record Queue for recording the transactions. This allows you to ensure the transactions to be recorded are correct before recording them. You can move transactions back to the Unrecorded Sales Tab if you do not wish to record them yet. The Credits to Record tab is the Record Queue for recording the credits memos in QuickBooks. This allows you to ensure the credits to be recorded are correct before recording them. You can move transactions back to the Unrecorded Credit Tab if you do not wish to record them yet. 11

12 Unrecorded Buttons Unrecorded Sales/Credits Tab Buttons Select All button selects all transactions for quick processing. Deselect All button deselects all transactions. Select All Anonymous selects only the Anonymous transactions. This is good when creating customers using the Auto Create Customer function. Select Non Anonymous selects only the transactions that have been assigned to a customer in QuickBooks. Delete Selected allows you to remove a transaction. If you delete a transaction, it will be permanently removed and you will not be able to download it again. Auto Select Customers tells the epnplugin to search your QuickBooks Customer data base. If the epnplugin is able to locate the customer, it will auto assign the transaction to that customer. Auto Create Customers for Selected tells the epnplugin to create the selected customer in your QuickBooks company file. The information regarding the customer s billing address, etc will be properly stored with that customer s account in QuickBooks. Add Selected to Record Queue adds the selected transactions to the Sales to Record Tab. Use this button when you have made all necessary changes and additions before continuing. 12

13 Record Buttons Sales/Credits to Record Tab Buttons Select All button selects all transactions for quick processing. Deselect All button deselects all transactions. Select All Anonymous selects only the Anonymous transactions. This is good when creating customers using the Auto Create Customer function. Select Non Anonymous selects only the transactions that have been assigned to a customer in QuickBooks. Move Selected to Unrecorded allows you to move a transaction back to the Unrecorded Sales tab. You cannot delete transactions from the Sales to Record Tab. They must be moved back and then deleted. Record Selected records the transactions in to QuickBooks. This is the last step to complete. Be sure all payments have been properly assigned before continuing. 13

14 Assign & Record Transactions This section outlines how to manually apply payments to customers, open invoices and pending sales receipts. You can create customers, invoices and sales receipts before downloading if they do not exist in QuickBooks before the download. Invoice Payment You can assign the payment directly to an existing invoice or create an invoice for a customer that exists in QuickBooks. To begin, click the Select All button. Select customers Click Auto Select Customers button to auto assign the transactions to the customer name. The customer must already exist in the QuickBooks. Payments assigned to Customers 14

15 If the customer does not exist in the QuickBooks Company file, you may select them and click the Auto Create Customers for Selected button to auto create these customers in your QuickBooks company file. The transaction details will be used to create the customer. Select Customer/Invoice button Click Select Customer/Invoicee to assign the payment to a specific invoice for the customer. Select Customer/Invoice Window 15

16 Select the Invoice option in the Apply Payment To section on the left side. Then enter the dollar amount being applied to the invoice and click the Tab button on the keyboard. Click the Accept button. You may apply the payment between several invoices or to one invoice. You can apply underpayments but not over payments. The full payment must be allocated to an invoice(s). Select Invoice(s) The transaction is now assigned to the invoice for that customer. Payment applied to an invoice 16

17 After all the customers have been assigned and the payments applied to the appropriate invoices, select the customers to be moved to be recorded and click the Add Selected to Record Queue button. Move payments to be recorded Using the Sales To Record Tab, double check the transactions listed have been assigned to a customer and an invoice. Record Transactions When you are ready to record the transactions, select the transactions and click Record Selected. 17

18 Transactions successfully recorded to the customer s open invoice(s). Transactions Successfully Recorded You can check the Banking /Make Deposits section of QuickBooks to view the recorded transactions. Banking/Make Deposits Location 18

19 Pending Sales Receipt Payment You can assign the payment directly to an existing pending sales receipt or create a pending sales receipt for a customer that exists in QuickBooks. To begin, click the Select All button. Select customers Click Auto Select Customers button to auto assign the transactions to the customer name. The customer must already exist in QuickBooks. Payments assigned to Customers 19

20 If the customer does not exist in the QuickBooks Company file, you may select them and click the Auto Create Customers for Selected button to auto create these customers in your QuickBooks company file. The transaction details will be used to create the customer. Select Customer/Invoice button Click Select Customer/Invoicee to assign the payment to a pending sales receipt for the customer. Select Customer/Invoice Window 20

21 Select the Sales Receipt(s) option in the Appy Payment To section on the left side. Check the box for the Pending Sales Receipt to be paid. Click the Accept button. You may apply the payment between several pending sales receipts. You cannot apply underpayments or overpayments. The full payment must be allocated in full. Select Sales Receipt(s) The transaction is now assigned to the pending sales receipt for that customer. Payment applied to an invoice After all the customers have been assigned and the payments applied to the appropriate pending sales receipts, select the transactionss to be moved and click the Add Selected to Record Queue button. 21

22 Move payments to be recorded Using the Sales To Record Tab, double check the transactions listed have been assigned to a customer and a sales receipt. Quick Sales are not a pending sales receipt for the customer and will not apply to pending sales receipts. Record Transactions When you are ready to record the transactions, select the transactions and click Record Selected. 22 Transactions Successfully Recorded

23 Transactions successfully recorded to the customer s open invoice(s). You can check the Banking /Make Deposits section of QuickBooks to view the recorded transactions. Banking/Make Deposits Location 23

24 Quick Sales Receipt In order to download and record transactions properly in QuickBooks, the payment must be assigned to an Item. In order to do this, the epnplugin will create a Quick Sales Receipt for the payment. Quick Sales Receipts can be adjusted after they are recorded in QuickBooks. They cannot be applied to an Invoice. Use the Auto Create Customers button to create the customer with the data provided with the transactions. This feature will add the customer to your QuickBooks Company file data base. This is optional. Quick Sales Receipts can be assigned to customers stored in the company file. Click the Select All button. Select Transactions Click Select Customer/Invoicee to assign the payment to a specific pending sales receipt for the customer. When you click Select Customer/Invoice, search window opens. Select Customer/Invoice button the These sales receipts are normal sales receipts in QuickBooks. They just do not contain any product details. During the Download Transactions wizard, the Quick Sales Items were created for the epnplugin to use: epn Web Sale, epn Mobile Sale, etc. Quick Sales Receipts for Customers 24

25 Click the Add Selected to the Record Queue button. This will move the transactionn to the Sales to Record tab. Open the Sales to Record Tab. Move transactions to Record Queue Select Transactions Click the Select All button. If you do not select the transaction, the transaction will not be recorded and will stay in the Sales to Record Tab until recorded or moved back to the Unrecorded Sales Tab. Record Quick Sales Receipts for Customers Click the Record Selected button. Record Transactions Transactions successfully recorded to the newly created customer s account as a Quick Sales Receipt. The sales receipt can be adjusted in QuickBooks before it is deposited. You can not apply a sales receipt to an invoice. Transactions Successfully Recorded You can check the Banking /Make Deposits section of QuickBooks to view the recorded transactions. Y Banking/Make Deposits Location 25

26 Find Quick Sales in QuickBooks You can also view the individual sales receipts created by clicking the Create Sales Receipt icon and clicking the Previous button in the top left hand corner. For anonymous Quick Sales Receipt Using the Customer Center if assigned to a customer Using the Chart of Accounts 26

27 Other Payments Using different eprocessingnetwork software or web integrations, the QuickBooks invoice corresponding with the payment may be provided. When the payment is downloaded it will automatically assign itsself with the payment. Using the epnmobile v3 for iphone & Android Smart Phones, you can provide the QuickBooks Invoice number; when downloading the payments, it will auto assign to the invoice in QuickBooks, making download transactions a fairly seamless process. iphone with epnmobile v3 Android with epnmobile v3 Using epnjpos v3 Manually Keyed Window you can provide the QuickBooks Invoice number; again, making download transactions a fairly seamless process. (Note: Though these are Point of Sale transactions, the epnplugin and epnjpos do not integrate with QuickBooks POS.) Using Order Form or TDBE web integrations, the QuickBooks Invoice can be submitted with the transaction information. Used when ing invoice to your customers using QuickBooks. epnjpos QB Invoice # 27

28 After the transactions have settled, click the Download Transactions button on the epnplugin Control Panel. Since the invoice number was provided at the time of the payment, the transactions are automatically assigned to the appropriate invoice for you. Download Transactions On the Download New Tab, click the Download All Transactions button. Download Payments Automatically Assigned Notice 3 transactions have been downloaded. The column marked Customer on the left displays the customer name in QuickBooks. The Name Column on the right displays the name on the downloaded transaction. The Details column indicates what the payment will be applied to. When the epnplugin downloads these transactions, it looks for the invoice number and assigns the payment to that invoice for that customer automatically. 28

29 When you are ready to record the payment, select the transactions and click the Add Selected to Record Queue button. Move Transactions To Record Queue Move to the Sales to Record tab. Select the transactions again and click the Record Selected button to complete the download. Record Transactions You can check the Banking /Make Deposits section of QuickBooks to view the recorded transactions. Transactions Successfully Recorded Transactions successfully recorded in QuickBooks to their respective invoice. Banking/Make Deposits Location 29

30 Recording Deposits eprocessingnetwork is a payment gateway, processing transactions using each merchant s own merchant account. The terms of each merchant account are a function of the agreement between merchants and their acquiring bank. Acquiring banks each have different time periods for deposits, fees, etc. Deposit = Total Payments - Total Merchant Account Fees epnplugin records approved transactions in the Undeposited Funds section of QuickBooks. From the QuickBooks Banking menu, choose Make Deposits. Banking/Make Deposits Location In the Payments to Deposit window, click the View payment method type dropdown list to select the payment method types that you want to display. Select the payments that you want to deposit, and then click OK. 30

31 In the Make Deposits window, click the Deposit To dropdown and choose the bank account for depositing the funds. The displayed Deposit Subtotal may not match the deposit total on your bank statement. Typically, this discrepancy is the result of credit card fees. If this is the case, enter the credit card fees on a separate line as a negative amount and change the From Account to an expense account. Click Save & Close to save the Deposit. 31

32 Behind the Scenes If you are processing all of your payment transactions from within QuickBooksusing epnplugin, then your QuickBooks company file is an accurate reflection of your payment transactions. But if you are also using another eprocessingnetwork method of accepting payment transactions, then epnplugin offers a simple way of synchronizing all of your payment transactions by downloading transactions as described in the previous section. To accomplish this task, epnplugin creates items in QuickBooks for each available method of accepting payments through eprocessingnetwork. As transactions are downloaded from eprocessingnetwork into QuickBooks, it creates a Sales Receipt using the associated item. epn Items eprocessingnetwork offers the optional ability to define Sales Tax amount within a transaction. To record this Sales Tax in your QuickBooks when downloading transactions, epnpluginn creates the epn Sales Tax Vendor. This is a pseudo Sales Tax vendor and it is only used for the initial setup of epnplugin. epn Sales Tax Vendor 32

33 eprocessingnetwork offers the optional ability to record general return transactions. To record these returns in your QuickBooks when downloading transactions, epnplugin creates the epn Refund Customer. This is a pseudo customer and would only be used if the return was not properly recorded for an actual customer with in QuickBooks. epn Refund Customer 33

34 Upload Logs If you have any issues or errors while working with epnplugin, first upload Logs. These logs help eprocessingnetwork Tech Support Representatives trouble shoot the errors you have experienced. This feature needs to be performed immediately after an issue has occurred. Without these logs, they will have nothing to work from. Help Menu from the epnplugin Control Panel Go to the Start menu, select All Programs. Select the eprocessingnetwork option, select epnplugin and click epnplugin Upload Logs. Customer Drop Down Menu within QuickBooks 34

35 epnplugin Log Upload Screen Enter a short comment describing what you were doing at the time of error. ie. Payment was not applied to the invoice within QuickBooks, yet the transaction processed and was approved. Enter Comment and Upload Logs After the logs are uploaded; contact epn Support for assistance. 35