MC Quickbooks Training

When taking someones credit card information be sure to get ALL of the cards information.  I will write down all the credit card information when taking it on the phone that way I’m not struggling with QB on the phone.  Just write down all the information so you can enter it in correctly later.  Shred the piece of paper after entered.

Get all of this information:

• Full Name
• Card Number
• Expiration Date
• Security Code
• Billing Address

This is important so we don’t have to call them back when we need more information for AdWords or Webfaction.  Add all of the credit card information into the Notes section that way it can be accessed later.  (when entered into the Online Payment it will only show the last 4 digits)

There are 2 places where Notes can be found.  On the main screen under the company name or under Edit customer.

It will have a button that says No Credit Card Information.  Click on that and fill out the credit card information.

Invoice

A statement sent to the client stating that they owe us money.  Paid at a later date by the client.

Sales Receipt

We have their Credit Card on file and we are charging it now.  When we hit send their card is charged and we receive that money.  They are sent a Thank You for Payment note.

Go to client.  On main screen click New transaction then Invoice.

Go to client.  On main screen click New transaction then Sales Receipt.

• Make sure Company Name and email are correct
• Sales Rep – is commonly done wrong or forgotten.  This box explains where we got the client.  There is an approved list to choose from.  ONLY approved sales reps can be added here.  Spelling and spacing has to be exact.
• Payment Method – Online payment.  The credit card should be already associated with the account.  If not you can add it in now.
• Product/Service – are chosen from the drop down list.  Do not add your own.  Choose only things on the list
• Description  –  what they are paying us for.  Redundant to the Product/Service (client doesn’t see the Product/Service line)
• Amount – the package amount (should match what is on their monthly report)
• Class – Who is the MC over the client.

A Recurring Transaction is an automatic transaction that will happen by it’s self on a specified day of the month.  These have to be done right or the mistake will perpetuate each month.

There are 2 ways to make an invoice or sales receipt recurring.

1. The easiest way is to go to an existing invoice or sales receipt and click the “Make recurring” button at the bottom of the screen.  This will copy that exact invoice or sales receipt and turn it into a repeat transaction every month.
2. The other way is going to the gear in the top corner and clicking on Recurring Transactions.  Create New and build it from the ground up.

In either case here are the things to look for:

• Template Name – Client Name
• Type – Scheduled
• Correct Customer
• Correct Email
• MOST IMPORTANT THING!!!!! – Options – make sure the “Automatically send emails” box is checked
• Online Payment – (on invoices only) Both boxes checked
• Start Date  – Usually the 1st of the next month
• End – None
• Terms – Due at the end of the month
• Sales Rep – Use list of approved Sales Reps 
• Product/Service, Description, Amount and Class are the same as you would do in an invoice or sales receipt.

This usually happens when someone calls in and wants to pay with their card. Follow the steps in Adding Credit Card.

To process the card go to the Customer and to the invoice they will be paying.  In the top right click Receive Payment.

Payment Method is Online Payment

***ONLY USE THE PRE-LISTED OPTIONS IN “PAYMENT METHOD”.  DO NOT ADD YOUR OWN OPTION

If there is a button that says Enter Credit Card Details that means you didn’t previously enter that credit card information.  You can enter it through that button too.  Make sure the “Use this credit card in the future for this customer” box is checked.

If you’ve put the card information in previously the card should show up.

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