Tracking GoPayment and other credit card transactions in QuickBooks
You don't have to process your customer's credit and debit cards in QuickBooks to track those transactions with QuickBooks. You can process a customer's card using
Intuit GoPayments or your Merchant Services Portal and then download those records into QuickBooks and create transactions for QuickBooks to track.
To download card transactions made outside of QuickBooks:
- Choose Customer > Credit Card Activities > Downloaded Transactions.
- At the top of the Intuit Payment Solutions Downloaded Transactions window, set the date range for the card transactions you want to download.
- Click Download in the top left corner.
Note: QuickBooks will not download transactions processed in the Merchant Service Portal.
- Now you need to create a transaction in QuickBooks to associate the charge to. On the Intuit Payment Solutions Downloaded Transactions window, select the card payment you want to create a transaction for.
The customer has already paid me. Why do I need to create sales receipt or an invoice?
QuickBooks can only track what it knows about. The downloaded information is just about the credit card processing. It's not yet associated with a transaction that you can track in QuickBooks. So even though it's after the fact, you need to create a sales receipt or invoice/payment so that QuickBooks has a record of the transaction.
- Click Create Sales Receipt or Create Invoice.
- On the
Enter Sales Receipt or
Create Invoice window, enter the information for the transaction.
- Click OK.
- (Invoice only) If you created an invoice, now click Receive Payment and enter the
payment information. (As with Sales Receipts, “Intuit Payment Method” is always the payment method used for downloaded credit card transactions and can't be changed.)
- When you're done creating QuickBooks transactions for all the charges, close the window.
Things you should know:
- The customer name in the downloaded transaction may not be the same as the name you have in your QuickBooks Customer list. Be sure you select the customer's name from the drop down Customer list.
- The amount of the credit card charge is in the Memo field. When you enter your item information, refer to this amount and make sure the item amount matches.
- For Sales Receipts,
“Intuit Payment Method” is always the
payment method used for downloaded credit card transactions and can't be changed.
Learn about processing credit and debit cards with QuickBooks