February 2018

InstantAccept POS Settings

Accessing the InstantAccept POS Settings

InstantAccept POS Settings lets you modify your login credentials, payment processing details and receipt details. For Instance, this is where you can change your company logo, contact information or edit your signature line text. Follow the walk through below to make changes to your settings.

Open InstantAccept, click the ‘I Want to’ drop down and then select IA POS Settings. Then choose the tab you would like to make changes to.

Merchant Login Tab

  • You will be able to update or change your login credentials and then save your default information. Click Save to update your settings.POS Setting Screenshot

Payment Tab

  • The second tab contains the following two sections. Explanation of each item follows each item.
    • Payment Processing
      • Write AVS in comment in sales receipt:
        • Your receipt will reflect address verification is turned on.
      • Process payment on card swipe:
        • InstantAccept automatically processes the payment after swiping the card.
      • Allow credit card to be credited:
        • Process refund without a receipt.
          • See option 2 under the refund section.
        • To fully enable this feature please contact InstantAccept support.
      • Print receipt when transaction completes:
        • InstantAccept receipts print automatically after the transaction is processed.
      • Zip code is required for payment processing:
        • You have the option to enforce typing in the zip code when processing a payment.
  • Payment Method
    • Your processor must approve both of the following options and it must be indicated on your account.
      • Enable Credit Card:
        • Check the box to choose to accept credit cards through InstantAccept.
      • Enable eCheck:
        • This is where you can choose to accept echecks through InstantAccept.
    • Then click “Save”.
      Payment Settings Tab Screenshot


Receipt Print

  • You can add your company logo.
  • Update your company name and contact information.
  • Edit your signature and footer text on your receipts.
    • Then click “Save”.
      Receipt Print Tab Settings Screenshot


If this walk through does not resolve your issue then contact our technical support team or call (855) 220-2840.

Refund Transactions for QuickBooks Financial

Transaction Refunds in Instant Accept for Quickbook Financials

Walk through our easy tutorial for transaction refunds.

  1. Completely close out of the Quickbooks program.
  2. Open Instant Accept Desktop application (IA icon located on your computer’s desktop).
  3. Once logged in (using your IA credentials), select Voids/Refunds icon.InstantAccept Opening Screen
  1. Select date range, customer name, and/or last 4 digits of the card number.Void / Refund Transaction Report Screenshot


  1. Choose to refund transaction. When you choose to refund then you will be prompted to create a credit memo for this transaction for your Quickbooks record.Do you want to create a credit memo screenshot
  1. Fill out the credit memo page with the information for that transaction and select Your refund is complete.

Refund Transactions Within QuickBooks POS – Option 2

Refund Transactions Within QuickBooks POS

The following steps will walk you through one option to be able to refund transactions.

  1. Click the “Make a Sale” icon in the center top of your QuickBooks POS screen.

NOTE: To utilize this option you will need to contact the InstantAccept support team at  (855) 220-2840.  They can then set you up for credits on the back end.

QuickBooks POS Screen


2. In the top of your QuickBooks POS screen you can either

  1. Scan or enter item information or
  2. type in the customer name or phone number.
    1. Choose the items that your customer would like to return.
    2. Click the grey “Credit” button at the bottom of your QuickBooks POS screen.
    3. Choose your “Card Type”.

NOTE:  Make sure to Click the “Return Item” button as shown below.

QuickBooks POS Return Item Screen

3. The ‘Sale’ pop up window opens. Here you can either

  • click ‘Swipe’ if you would like to swipe the customers credit or debit card or
  • click ‘Manual’ if you would like to manually key in your customers credit card information.

4. Click the “Process” button.

QuickBooks POS Processing Screen


5. Click the “Print” button to print out your receipt or “Close” to exit the payment window

QuickBooks POS Print Screen


6. Click “OK” on the ‘Change’ screen.

7. Click the “Save Only” button or the “Save & Print” button.

QuickBooks POS Save Screen


Needing additional help? Contact Technical Support. (855) 220-2840

Issue a Refund Within QuickBooks Point of Sale

Option 1: Issuing a Refund in QuickBooks Point of Sale

Need to refund a transaction?  Walk through this tutorial about issuing a refund.

Click on the “Sales History” icon in the center top of your QuickBooks Point of Sale screen.

Issuing a Refund in QuickBooks


Go to the top center of your QuickBooks Point of Sale screen. In the “Search” box type in the customer name or your customers receipt number.

Search for Receipt in QuickBooks


A pop up window will open with the information relevant to your search.

Receipt Search Results Window


Within the pop up window, Click once on the item(s) you would like to return.

Click the “Add selected items” button.

Choose Receipt


Click on the item(s) you would like to return.

A pop up windows will open up stating “You are now using InstantAccept.”

Follow these steps to complete refund.

  1. Select “Refund”
  2. Enter amount of refund in the “Amount” Box
  3. Select the “card type” icon used for original transaction.
    NOTE: This must be the same card used for the original transaction.
  4. Press “Enter”

Select a Transaction for Refund


Verify Refund Information Screen.  A pop up window will show information you have entered.  Verify that your information for the refund is correct before clicking “Refund”.

verify refund


The pop up window will then show the ‘Credit ID Validation Number”.

Click the “Close” button.

refund screen


Click ‘Save Only’ or ‘Save and Print’


If this walk through does not help you try walking through the steps again or contact our technical support team or call (855) 220-2840.

Voiding Transaction Within InstantAccept Point of Sale

Part A: Voiding Transaction in InstantAccept POS

Follow these steps for voiding transaction in InstantAccept POS and QuickBooks POS.

Click on the ‘Sales History’ icon is the center top of your QuickBooks Point of Sale screen.


1: Search by customer name or receipt number.

2: Choose the receipt that you would like to void in the center column and click on it.

3: Click the blue “Reverse” button on the left side of your QuickBooks Point of Sale screen.


In the center column, where you selected your receipt you wanted to void, you should see a new item.

NOTE: The “Status” column should reflect it as ‘Returned’.

You will then see a popup window that states “Receipt (#) has been voided successfully.”  Click “OK”