InstantAccept Online Video: Learn How it Works With QuickBooks Online
Hello and welcome to the InstantAccept Online Video Demo. Today I am going to show you how InstantAccept Online works with QuickBooks Online.
The most important thing to be aware of, is that InstantAccept Online automatically syncs to QuickBooks Online in real-time.
InstantAccept Online Demo Video Transcript:
Once you log in to your InstantAccept Online account, the first screen you will see is the dashboard. The dashboard includes quicklinks so that you can easily navigate through InstantAccept Online. You can also use the tabs on the left had side of your screen for navigation as well.
Breaking Down Your Options
Our second tab down is Chart of Accounts. This piece is data that is synced in from your QuickBooks Online so that you don’t have to keep switching screens and so that the data is easily accessible while you are working within InstantAccept Online.
The next tab down is the Customers tab. Here you are able to search for customers by name or view a list of customers that are active or inactive. You are also able to add a customer on this page by clicking the customer add button. Once you add the customer, the customer information will be synced back to your QuickBooks Online.
Under Items, you can search for items by name or you can view a list of all, taxable or nontaxable items. You are also able to add items on this page by clicking the item add button. Once you add the item, the item information will be synced back in to your QuickBooks Online.
Under Sales Tax, you are able to see all of the configured sales taxes inside of your QuickBooks Online.
Invoices & Payments
Under Invoices, you are able to view unpaid or paid invoices. You can search for an invoice by the customer name or invoice number and you can also create an invoice from this screen. You also have the ability to batch email all of your unpaid invoices out so that you can send them out all at once or you can email them one at a time. The emailed invoice will include a PDF of the invoice and a paylink for the customer to make a payment online.
When you click Pay Invoice it brings you to the Payments page. The top of this page is the invoice details. You then choose your card type and the account you want this transaction to show up in. Scrolling down to the bottom of the page, is where you swipe or key in your card information. Once all information is completed, click the green payment button to process the payment. When your payment processes successfully, you will get a green successful message at the top of your screen, as well as, a button to print the receipt.
Finally, the last tab is gateway sync. This feature is specific to InstantAccept. It’s ideal for anyone who is interested in taking payments from other payment sources which easily syncs back to QuickBooks Online. For example a shopping cart, mobile app or gateway must be connected to the same gateway account InstantAccept is connected to.
How it works
Choose your date range that the transactions were processed within, then click search. A list of transactions for that time period will appear. Next, choose the invoice that you would like the payment attached to. Now choose the account you would like the transactions to show up in. Once you do that you click process import.
The information is synced right back in to your QuickBooks Online.
This concludes our InstantAccept Online Demo, if you have any questions please feel free to reach out to us at (855)220-2840 or contact us.
After you create your layaway in QuickBooks POS, you will then follow the next steps:
Click the “Green Drop Down” button, in the top left corner, that says ‘I Want to’Choose ‘IA Layaways Order’ from the drop down area
Click the last name of the customer, on the right side of the screen, of the Layaway you would like to take a deposit on. Then click the grey button, on the left side of the screen, that says “Take Deposit”.
A popup window opens up ‘Take Deposit’.
Type in the deposit amount.
Once you have verified that the amount was entered correctly, Click “OK”.
Next, the popup window to process a Credit Card, Accept Cash or Accept a Check will open.
At this point you can ‘Swipe or ‘Manually Enter’ in the customers payment information information.
Make sure to ‘Click’ on the Payment Type. Note: Once a payment type is chosen the button color will change to blue.
‘Click’ whether you are Swiping a Card or Manually entering a card. Note: The button you choose will change to a darker grey.
‘Verify’ all information is entered correctly.
When payment is processed “Successfully”, a green check mark with Completed in the bottom left corner will appear.
Now you can click ‘Print’ to print a receipt or ‘Close’ to close out of the payment window.
Close the Layaway list screen by “Clicking” the red X in the top right corner of the screen.
Pay Invoice Within InstantAccept and QuickBooks Online
This walk through shows you how to pay invoice within InstantAccept Online and syncs with your QuickBooks data. Quickly and easily apply payments to invoices by following these simple steps. When payments are applied to invoices, the information automatically syncs with your QuickBooks in the background. Letting you worry about your business instead of keying information multiple times.
InstantAccept Financial Video: How it Works With QuickBooks Online
Walk through how InstantAccept works with QuickBooks Financial. The supported versions are QuickBooks Pro, Premiere and Enterprise 2006 to current.
InstantAccept can work one of two ways: (1) Inside of your QuickBooks or (2) Outside of your QuickBooks.
Working Inside of QuickBooks Financial
Once you open QuickBooks, InstantAccept prompts you to log in. You are then able to store your login information and automatically login next time. The two main buttons that are affected by InstantAccept are (1) Receive Payments and (2) Create Sales Receipt. The other features and functionality of your QuickBooks will remain untouched.
Click on Receive Payment, then choose your customer from the drop down. Type the amount they would like to pay and choose your card type. Click save and close. This is where InstantAccept takes over the payment method. On this screen we are able to swipe the card or key in the transaction information. Once all transaction details are entered, complete the AVS field information. These fields are optional and may need to be turned on if you would like this service. By checking “Store profile info for later use check box”, you will be able to store card information in a PCI compliant vault. Once you have completed all information, click save.
InstantAccept will ask if it is a card present transaction, choose yes or no. This is our payments screen. On this page you are able to edit or delete the payment information. If everything looks correct, click process. Once you get your three green checkmarks you have processed successfully and will be prompted to email a copy of the receipt to the customer. InstantAccept will pull the email on file but you can edit this email or add an additional one by inserting a semicolon in between the email addresses. Otherwise, click cancel and print a hard copy of the receipt or just close InstantAccept to get back in to your QuickBooks.
The Sales Receipt portion works very similar to receiving payments. The main difference is when you are in QuickBooks and you need to build the Sales Receipt and take payment all on one screen where with Invoices you create them and go back at a later date to Receive Payment on them. When you click the Sales Receipt button you will need to build it out by choosing your customer, adding the items they would like to purchase and then choosing your payment method. Once that is done you can click Save and Close and this is where InstantAccept will take over that payment method.
From here swipe or key in transaction details. Fill out the AVS fields if AVS is turned on, which are optional, save card information by checking the check box and then click save. InstantAccept will ask if this is a card present transaction, click yes or no. This is our payments screen and on this page you are able to edit or delete the payment information. If everything looks correct you can click process. Once you get your three green checkmarks you have processed successfully and will be prompted to email a copy of the receipt to the customer. InstantAccept will pull the email on file but you can edit this email or add an additional one by inserting a semicolon in between the email addresses. Otherwise you can click cancel and print a hard copy of the receipt or just close InstantAccept to get back in to your QuickBooks.
Just to show you that this information is feeding back in to your QuickBooks Financial, I am going to pull up the invoice we just paid. Once I find the invoice, I will open it and show you that the invoice has in fact been marked as paid. If the transaction had been declined the paid stamp will not show on the invoice, the invoice would remain open.
Working Outside of QuickBooks
Our reason for creating this is not only to keep a business owner safe and have employees work outside of QuickBooks but we have added some additional functionality. Once you open the InstantAccept desktop app it will prompt you to log in and when you get logged in you will see a loading page. InstantAccept is pulling all relevant data from your QuickBooks at this time in order to eliminate any re-keying. All customers, items, pricing and unpaid invoices will be showing in here. The admin of the account has the ability to enable and disable some of these buttons for their employees. The dashboard is a graph that displays your credit card transaction data.
Sales is where you are able to create and process payments on Sales Receipts. It works a lot like it would in QuickBooks: you choose your customer, items and save to get the payment screen. The transactions button pulls up a list of transactions for the time period selected and you are able to resend or reprint receipts. Under the customers button you can edit or add customers. This data will automatically sync back in to your QuickBooks.
Void and refund is exactly how it sounds. This is an easy place to go to process a void or refund. You will also be prompted to create a credit memo for these transactions to keep your books balanced. Under unpaid invoice you can pull a list of all open invoices. Then you can make a payment to one, process a batch payment on multiple invoices, email them with a paylink so the customer can pay online or add a new invoice. Remember, anything you do inside of the InstantAccept desktop app will be automatically synced back in to your QuickBooks.
Updating InstantAccept and QuickBooks
Over on the right hand side, you are able to update InstantAccept from the update button at the top. You will be prompted to update when you login. If it’s not a convenient time to update then go back at any time and click the update button. Gateway sync is a feature specific to InstantAccept. This feature lets you pull transactions that may have come from a gateway, mobile app or shopping cart in QuickBooks. This is only possible if transactions are going through the same gateway account as InstantAccept. To process a gateway sync, choose your date range and click search. A list of transactions will post. From here create invoices, sales receipts, or attach transactions to existing open invoices. Finally, you choose the account you would like the transactions to show up in. Then click process import.
Enabling and Disabling Features
Under the settings tab you can enable or disable any of the features. Number generation tab is a basic reference number tool and you can choose if you want reference number to come from InstantAccept when you switch over. The email message tab is where you can edit the email template, this is the email that is sent out with the paylink with you emailed invoices.
The about button just tells you the version number you are running. The help section will include a local version of the user’s guide. The profile is where you can find you merchant information and you are able to edit your receipt from this screen.
This concludes the demo of InstantAccept Financial. If you have any additional questions please feel free to contact us or call us at (855)220-2840.
QuickBooks Point of Sale and InstantAccept Point of Sale Demo Video
Hello Everyone, I am here to tell you a little bit about InstantAccept and give you a demo of how it works with QuickBooks Point of Sale in this InstantAccept Point of Sale video. This version is InstantAccept Point of Sale, we are configured to work with QuickBooks Point of Sale versions 10 to current.
Transcript Breaks Down the InstantAccept Point of Sale Video Demo
Modifying The InstantAccept Settings
The first thing in this InstantAccept Point of Sale demo video that I am going to do is start in the ‘I Want To’ screen and show you our settings tab. Under the ‘I Want To’ button we have the IA POS Settings. The first page that comes up is the merchant login page, as you can see you can log in here or change your credentials and save the setting.
Under the payments tab you are able to enable and disable any of these features. For example: one of the features is process payment on card swipe; what this feature does is allows you to immediately process the payment when the card is swiped so you do not have to click on process button after swiping the card into InstantAccept.
The last tab- Receipt Print- is a simple receipt editor. You have the ability to change the receipts look and feel when changing the information in these fields. You have the ability to change your logo, add your merchant information and maybe add a return policy in the footer. If your receipt printer is the default printer of your computer you are able to choose the windows default printer on this screen so you don’t have to choose the printer you would like to print from every time you print a receipt from InstantAccept.
When you are complete with your setting updates you can click save to save your settings and go back in to QuickBooks.
Make a Sale
The next thing I am going to show you is the ‘Make a Sale’ screen and how InstantAccept work when you are making a sale through QuickBooks POS. Once you click on ‘Make a Sale’ you will see you open up a Sales Receipt. Fill out the sales receipt by choosing the items that the customer would like to purchase. Once you are ready to receive payment you are going to choose credit and then choose your card type. The next screen that pops up is InstantAccept, this is where you will swipe you key in your credit card information and click process. If the swipe and process feature is on you will not have to click process on swiped transactions.
Once the transaction is completed you have the option to print a receipt from InstantAccept or close out and go back in to your QuickBooks Point of Sale. As you can see an Authorization Code was posted on the sale receipt for your records after the transaction was successfully processed. From here you can save and print if you would like an additional receipt or you can save only to go to your next transaction. Let’s go through that one more time: Fill out your sales receipt with the items your customer would like, choose credit, choose your card type, key or swipe your card, click process, print your receipt and close to go back in to QuickBooks POS, the Authorization Code posts and you can save and print from QuickBooks or choose to save only.
Process Voids and Refunds
You are also able to process a refund from this screen. Just fill out your sales receipt with the items the customer would like to return and click return item. Then choose Credit and your card type. InstantAccept will pop up again and you can swipe or key in your card information. You are able to print a receipt when the transaction completes and then close out and go back in to you QuickBooks Point of Sale. The Authorization code will post and then you can save and print or save only to finish the transaction.
Voids and Refunds From the Sales History Screen
You have the ability to do Voids and Refunds from the ‘Sales History’ screen. You can search for your original receipt by:
typing in the receipt number
scanning the bar code at the bottom of the receipt
searching by the customer name
Once you choose your receipt, you are able to process a Void by clicking the Reverse button. Note that you can only void a transaction before the batch has settled. Then choose the cashier and click okay. You will get a pop up letting you know that the transaction has been voided successfully and you are able to print a receipt from there as well or click OK to go back in to your QuickBooks POS.
To process a refund from your ‘Sales History’ screen you will need to choose your original receipt and click accept return. Choose the items you would like to return and click add selected items. This will bring you back to the ‘Sales Receipt’ screen.
Choose your card type
Please Note: you are going from the original transaction so you must choose the same card type as the one the original transaction was processed on.
InstantAccept will pop up with the card information prepopulated since you are going from the original transaction.
Print your receipt
Click close to go back in to your QuickBooks POS.
Your Authorization Code will post and you can click save and print for an additional receipt from QuickBooks or save only to just store the transaction.
Make a Sale in InstantAccept
InstantAccept supports all versions of customer orders. There are three different types of customer orders:
In QuickBooks they all work the same way and this is true for InstantAccept as well. You will choose which Customer Order you would like to create.
Choose your items
Choose the customer from your drop down
Save and print or Save Only.
Accept Payments Within InstantAccept
To accept payment on a Customer Order, click the ‘I Want To’ drop down and choose the type of customer order you built. I created a Sales Order and chose IA Sales Order. You are able to pull up your customer order by searching the date range or searching by the customer name. Once you select the customer order you would like to take payment on you will click ‘Take Deposit’. Please note, that you can also issue a deposit refund from this screen. Enter the deposit amount from the take deposit screen and click ok.
InstantAccept will pop up and you can swipe or key in your card and then click process. Once the transaction completes you can print a receipt or click close to go back in to your QuickBooks POS. You are able to see the deposit balance reflected on your customer order.
Reporting Within QuickBooks
The last feature we have added in to your QuickBooks POS is the InstantAccept Reports. Click IA Reports on your home screen. Choose your date range and you will see a list of transactions that were processed through InstantAccept. It will be broken up in to different fields like sales, refunds and voids with totals for each section along with the Net Sale displayed at the bottom for the time period selected. You are able to print this report, save as a PDF or export in to Excel.
This concludes the demo of InstantAccept Point of Sale video! If you have any questions or concerns please feel free to contact us or call us at (855)220-2840.