January 2015

Gift Cards Coming Soon!

InstantAccept is pleased to announce that Gift Cards will be coming out soon!  With our gift service you will be able to issue and accept in store gift cards.  You are able to accept gift card payment from within your QuickBooks Point of Sale in the sales receipt screen.  For additional information, contact your sales rep!

InstantAccept Online Video Demo

Transcript:

Hello and welcome to the InstantAccept Online Video Demo.  Today I am going to show you how InstantAccept Online works with QuickBooks Online.  First thing you will need to know about InstantAccept Online is anything you do while working within InstantAccept Online will automatically be synced back in to your QuickBooks Online in real time.

Once you log in to your InstantAccept Online account, the first screen you will see is the dashboard.  The dashboard includes some quicklinks for you so that you can quickly and easily navigate through InstantAccept Online.  You can also use the tabs on the left had side of your screen for navigation as well.

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.  In here you are able to search for a customer 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 in 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.

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 is all of the invoice details and then you have to choose your card type and the account you want this transaction to show up in.  Then you scroll down to the bottom of the page when you can swipe or key in your card information.  Once all of the information is filled out, you can click the green payment button to process the payment.  Once your payment goes through 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 and is ideal for anyone who is interested in taking payments from other payment sources and easily sync them back to QuickBooks Online.  For example a shopping cart, mobile app or gateway.  The key is that the shopping cart, mobile app or gateway must be connected to the same gateway account InstantAccept is connected to.  How it works is you would choose your date range that the transactions were process within and click search and then a list of transactions for that time period will appear.  Next you will choose the invoice that you would like the payment attached to and then choose the account you would like the transactions to show up in.  Once you do that you click process import and 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 email us at support@instantaccept.com.

How to Pay an Invoice in InstantAccept Online

  • Log in to your account at InstantAccept.com
  • Click on the QuickBooks Online drop down on the left hand side of the screen
  • Click on Invoices

  • Choose the invoice you would like to pay. You can use the search fields at the top of the screen or scroll down to the bottom of the invoice screen.

  • Click Pay Invoice on the Invoice you would like to receive payment on.
  • Fill out the payment fields on the payment screen.

  • Click the Payment button after all fields are filled out.

  • Once payment is received you will get a successful message or a decline message at the top of your screen. You can also print a receipt from here.

 

InstantAccept Financial Video Demo

Transcript:

Hello and welcome,

Today I am going to walk you 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.  First we are going to go through how InstantAccept works while working inside of QuickBooks.  Once you open QuickBooks InstantAccept prompts you to log in.  You are able to store your log in or automatically log in next time after you get logged in to InstantAccept the first time.  The two main buttons that are effected by InstantAccept are (1) Receive Payments and (2) Create Sales Receipt.  Other than that the other features and functionality of your QuickBooks will remain untouched.

First thing I will walk you through is Receiving Payment.  Once you click on Receive Payment you will choose your customer from the drop down, type in the amount they would like to pay and choose your card type.  Then click save and close and this is where InstantAccept takes over that payment method.  On this screen we are able to swipe the card or key it in the transaction information.  Once we get all of our transaction details in, you are able to input information in to the AVS fields.  These fields are optional and may need to be turned on if you would like this service.  You are also able to store card information in a PCI compliant vault by checking off the Store profile info for later use check box.  Once finished filling out this information, click save.  InstantAccept will ask if it is a card present transaction, choose 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.

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 I can swipe or key in my transaction details, fill out the AVS fields if AVS is turned on (Note**These fields are optional), save my card information by checking the check box and then clicking save.  InstantAccept will ask me 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.

Now I would like to show you how InstantAccept works 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 rekeying.  All of my customers, items, pricing and unpaid invoices will be showing in here.  Now I will be giving you a high level overview of what each button does.  First off you should know that 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 are able to edit or add customers and 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 are able to pull a list of all of the open invoices and you can then make a payment on one, process a batch payment on multiple invoices, email them out with a paylink so the customer can pay online and add a new invoice in.  Again, anything you do inside of the InstantAccept desktop app will be automatically synced back in to your 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 log in but if that is not a convenient time to update then you can go back at any time and click the update button.  Gateway sync is a feature specific to InstantAccept.  What this feature allows you to do is pull transactions that may have come from somewhere else (like a gateway, mobile app or shopping cart) back in to your QuickBooks.  This is possible as long as the transactions are going through the same gateway account as InstantAccept is.  To process a gateway sync all you would need to do is choose your date range and click search.  A list of transactions for that time period will come up and from here you can create an invoice or sales receipt for these transactions or attach the transactions to an existing open invoice. Finally you would choose the account you would like the transactions to show up in and then click process import.  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.    Finally, 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.  Again we support QuickBooks Pro, Premiere and Enterprise 2006 to current.  If you have any additional questions please feel free to email us at support@instantaccept.com or call us at (855)220-2840.

InstantAccept Point of Sale Video Demo

InstantAccept Point of Sale Video Demo Script:

Hello Everyone,

I am here to tell you a little bit about InstantAccept and give you a demo of how InstantAccept works with QuickBooks Point of Sale.

This version is InstantAccept Point of Sale, we are configured to work with QuickBooks Point of Sale versions 10 to current.

The first thing 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 log in 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 in to 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 settings updates you can click save to save your settings and go back in to QuickBooks.

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.

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.

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 or searching by the customer name.  Once you choose your receipt, you are able to process a Void by clicking the Reverse button (Please note: you can only void a transaction before the batch has settled), choosing 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.  Click Credit and 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 pre populated since you are going from the original transaction.  Click refund, print your receipt and 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.

InstantAccept supports all versions of customer orders.  There are three different types of customer orders: Sales Order, Layaway Order and Work Order.  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 and save and print or save only.  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: 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.

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!  If you have any questions or concerns please feel free to reach out to us at support@instantaccept.com or call us at (855)220-2840.