Process credit cards

Acctivate users that also use Intuit Merchant Service for QuickBooks can process credit cards directly inside of Acctivate without QuickBooks. Please note, Acctivate currently only supports Intuit Merchant Services for QuickBooks for credit card processing.

Before a credit card can be processed, configuration must be performed in both Acctivate and Intuit Merchant Service. For details on the configuration refer to Step-by-Step Procedures

Processing a credit card in Acctivate:

Begin with a sales order

  1. Enter a new sales order or open an existing one.

Before processing the order you must enter credit card information in Acctivate, which may be entered in one of two ways:

Enter credit card information on the Payment tab of the Sales Order window:

  1. From the sales order, click the Edit button, if not already in edit mode.
  2. Open the Payment tab select a valid payment type for the credit card in the Type drop-down box.
  3. Then, enter the credit card number and expiration date of the card in the corresponding fields.  These fields will automatically populate, if credit card information is on file for this customer in the Credit tab of the Customer Information window. The populated information can be edited.  CreditCard
  4. The expiration date field will be inactive if the payment type you selected is not defined as ‘Credit Card’ in Configuration Manager>Sales Orders.  CreditCard1
  5. The Payment Amount field will automatically populate according to the sales order amount. If the amount is different than the amount displayed, manually enter the correct amount.  A balance due will appear in the bottom right corner of the screen.
  6. The credit card information entered here will automatically populate the Release Order window when it’s time to process the order.
  7. In the Release Order window, click the Details button. Enter the information, which is required for processing credit cards with Intuit Merchant Service.This button will also be inactive if the payment type you selected is not defined as ‘credit card’ in the Payment Method configuration option.

Credit card information may also be entered during the Release for Invoicing process if it is not entered in the sales order:

  1. From the sales order, click the Create Invoice button (or type Ctrl-I).
  2. The  Invoice Order window will open.
  3. In the Payment section enter the Credit Card Information, including payment information, credit card number and expiration date.  These fields will automatically populate, if credit card information is on file for this customer in the Credit tab of the Customer Information window. The information can be edited if necessary.  The expiration date field will be inactive if the payment type you selected is not defined as ‘credit card’ in the Payment Method (as stated above).  CreditCard2
  4. The Amount field will automatically populate according to the sales order amount. If the amount is different than the amount the system inputted, manually enter the other amount.
  5. Click the Details button, which will open the Credit Card Information window. Enter the information, which is required for processing credit cards with Intuit Merchant Service.
    This button will also be inactive if the payment type you selected is not defined as ‘credit card’ in the Payment Method configuration option.
  6. Make certain that the Charge CC checkbox is checked (even if it’s grayed out and is not changeable).Please note:If the Charge CC box is not checked, the amount will be moved to the undeposited funds section in QuickBooks.
    Acctivate does not currently work with a credit card reader. All cards must be manually inputted.
  7. Click Release and the credit card will be billed through Intuit Merchant Service.
  8. The credit card will be charged at this point. This is not a pre-authorized charge. The credit card number will be represented by x’s after it has been released for invoicing.

Voiding an invoice with a Credit Card:

If it is necessary to void an invoice please make note of the following information

  1. If the invoice is voided before a synchronization between Acctivate and QuickBooks occurs then:
  • The credit card transaction will be voided in Acctivate.
  • No credit card information will be transferred to QuickBooks for the invoice.
  1. If the invoice needs to be voided after synchronization with QuickBooks:
  • Void the payment in QuickBooks.
  • The payment will be removed from Acctivate during the next synchronization.
Posted in Sales - Last modified on June 16, 2017Lauren Stine
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