epnplugin v Financial Software Payments Module for QuickBooks epnbillpay Module User Guide

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1 epnplugin v Financial Software Payments Module for QuickBooks epnbillpay Module User Guide eprocessing Network LLC 7/2/2012

2 epnplugin 3 epnbillpay Module Guide Table of Contents OVERVIEW... 3 REQUIREMENTS & PREPARATIONS... 4 CUSTOMER INFO REQUIREMENTS... 5 CREATE INCOME ACCOUNT... 6 DOWNLOAD TRANSACTIONS... 7 DOWNLOAD SETUP WIZARD... 8 FIRST TIME DOWNLOAD DOWNLOAD TRANSACTIONS TABS UNRECORDED BUTTONS RECORD BUTTONS EPNBILLPAY MODULE ALLOCATE LICENSE EPNBILLPAY MODULE WINDOWS EPNBILLPAY PROMPT PREFERENCES EPNBILLPAY MODULE BUTTONS EPNBILLPAY MODULE UPLOAD PROMPT MANUALLY UPLOAD INVOICES REFRESH UPLOADED INVOICES DOWNLOAD & RECORD PAYMENTS RECORDING DEPOSITS BEHIND THE SCENES TROUBLE SHOOTING... ERROR! BOOKMARK NOT DEFINED. EPNPLUGIN UNINSTALL PROCESS... ERROR! BOOKMARK NOT DEFINED.

3 Overview epnplugin, from eprocessingnetwork, gives merchants using Intuit QuickBooks Financial Software the ability to process payment transactions directly within QuickBooks using the merchant s own merchant account. Using the epnbillpay Module for epnplugin can upload invoices to epnbillpay for quick and easy processing for your customers through a website link. Using epnplugin Download Transactions, the payments auto apply to the invoice for the merchant. (Invoices Only) 3

4 Requirements & Preparations An eprocessingnetwork account is required with epnplugin License(s). Requires epnbillpay Module License(s) per computer to be used with. Compatible operating systems: Windows XP, Vista & Win7, all editions. For Vista/Win7 users, User Account Controls must be enabled before installing. Vista Users need to enable the UAC. Win7 users need to use default or higher. Usually this is an automatically enabled setting, unless changed by the computer user. epnplugin works with QuickBooks Pro, Premier, & Enterprise, The QuickBooks User must have access to Sales, Vendors and Inventory since they will be downloading payments. Before you begin Installation, BACK UP your QuickBooks Company File. Make sure all QuickBooks users are logged out of QuickBooks and that QuickBooks is NOT running companywide during installation. epnplugin is not compatible with POS, Cloud, MAC or online software that QuickBooks offers. epnplugin is not compatible within a Multi-Merchant environment. epnplugin is not compatible when multiple company files are open; works with one company file at a time. QuickBooks must already be installed on any and all computers from which you wish to use epnplugin. For information on QuickBooks Minimum System Requirements, Installation and Use, please consult the User Guide for the specific version of QuickBooks you are using. Supports check processing with ACHQ, CrossCheck, Global etelecom, Secure Payment Systems, EZ Check, Payliance and NCN agencies. epnplugin works in a network environment. epnplugin will work in server environments, but it should not be installed on a server. eprocessingnetwork will not be unable to trouble shoot any issues or errors if installed on a server. epnplugin will use the local installation of QuickBooks on the PC to communicate with the QuickBooks company file stored on a server. epnplugin is not supported with QBs icloud server option. epnplugin will not work with Roaming Profiles or terminal type computers or terminals. When using a Proxy Server, the URL: will need to be added to allowed URLs. 4

5 Customer Info Requirements The epnplugin uses customer data stored in QuickBooks to create the epnbillpay Invoice that will be ed to your customer. The fields below should be filled out appropriately so the epnplugin can upload the correct information to the epnbillpay System. address is REQUIRED! First, Last & Company Names are required invoice & transaction storage and recovery. Phone is optional. is required for ing receipts. Bill To data is required for AVS verification 1 but not required for processing. Ship To data is optional and not required for processing. Customer payments must be payment in full. Partial payments are not accepted. 1 The Address Verification System (AVS) is when the billing street address and Zip code are verified by the issuing bank & merchant processor for validation. 5

6 Create Income Account Using the Chart of Account within QuickBooks create an income account for the epnplugin to use for configuration purposes. This is required to complete the epnbillpay Download Transactions feature. This must be an Income account not Other Income and it cannot be a sub account for another income account. You may give the account an account number, but this number will not be used when configuring the epnplugin during the Download Transactions Setup. wish. Create income account epn Sales. Name this income account epn Sales or you are welcome to use any income account you In the event a transaction is recorded as an Anonymous Quick Sales Receipt, the epnplugin uses specific items to record the income. These items are created during the download wizard setup and will require an income account to complete the set up. 6

7 Download Transactions eprocessingnetwork allows merchants to process transactions in many ways, including from a Web site and through mobile devices. You can then download these transactions into a compatible version of QuickBooks using the epnplugin. Use the epnpluginn Control Panel s Download Transactions Button Open Download Transactions through the Customer Drop Down Menu 7

8 Download Setup Wizard The Download Wizard walks you through the Download Transactions Setup. epnplugin Download Transaction Setup follows through this check list each time you initiate the download process. Prepare for Download Window When you first initiate the Download Process, epnplugin requires you choose an income account. This income account will be used to create specific epnitems in QuickBooks for the epnplugin to use when creating a Quick Sales Receipt for the transaction. epnitems are used to indicate where the transaction originated. For most epnbillpay Module users, these epnitems and Quick Sales Receipts will not be used. This is a configuration setting required by the epnplugin to function properly. Click Choose an Income Account. Choose an Income Account 8

9 This field is case sensitive. Use epn Sales or the income account you wish. Do not use the account number if provided. Opening Chart of Account Enter the account name, case sensitive and click Continue. Creating Sales Items window opens, as shown below. Create epn Items These items are used in the Quick Sales Receipt. QuickBooks must have an item to associate the income. epnplugin uses these items to indicate where the transaction originated as well as record the income properly in QuickBooks. Click Finish. This completes the epnplugin Download Transactions Configuration. 9

10 First Time Download The first time you attempt to download transactions from eprocessingnetwork into QuickBooks, you will need to select a start date for the download. The approximate number of transactions available for download displays, with the option of choosing a start date rather than downloading all available transactions. This feature downloads cash, check, & credit card sales, as well as credit card returns. Please note that some transactions are not downloaded, such as cash & check returns, voided transactions and Close Batch transactions. First Download Prompt Choose a date to start the download transactions and click Download From this Date, or click Download All Transactions. 10

11 Download Transactions Tabs epnplugin Download Transactions Feature stores the download transactionss in several tabs. This allows you to come back to the download transactions at a later time if you are unable to finish recording them or want to wait to reconcile them with your bank statement. Download Transactions Tabs The Download New tab allows you to download new transactions. The Unrecorded Sales tab stores sales that have been downloaded. You can use this window to create customers, assign payments to customers, create invoices or sales receipts for customers, and delete transactions. The Unrecorded Credits tab stores credit/refund/returns that have been downloaded. You can use this window to create customers, assign credits to customers as Quick Credit memos in QuickBooks, and delete the credit transactions. The Sales To Record tab is the Record Queue for recording the transactions. This allows you to ensure the transactions to be recorded are correct before recording them. You can move transactions back to the Unrecorded Sales Tab if you do not wish to record them yet. The Credits To Record tab is the Record Queue for recording the credit memos in QuickBooks. This allows you to ensure the credits to be recorded are correct before recording them. You can move transactions back to the Unrecorded Credits Tab if you do not wish to record them yet. 11

12 Unrecorded Buttons Unrecorded Sales/Credits Tab Buttons Select All button selects all transactions for quick processing. Deselect All button deselects all transactions. Select All Anonymous selects only the Anonymous transactions. Select Non Anonymous selects only the transactions that have been assigned to a customer in QuickBooks. Delete Selected allows you to remove a transaction. If you delete a transaction, it will be permanently removed and you will not be able to download it again. Auto Select Customer tells the epnplugin to search your QuickBooks Customer dataa base. If the epnplugin is able to locate the customer, it will auto assign the transaction to that customer. Auto Create Customers for Selected tells the epnplugin to create the selected customer in your QuickBooks company file. The information regarding the customer s billing address, etc will be properly stored with that customer s account in QuickBooks. Add Selected to Record Queue adds the selected transactions to the Sales To Record Tab. Use this button when you have made all necessary changes and additions before continuing. 12

13 Record Buttons Sales/Credits to Record Tab Buttons Select All button selects all transactions for quick processing. Deselect All button deselects all transactions. Select All Anonymous selects only the Anonymous transactions. Select Non Anonymous selects only the transactions that have been assigned to a customer in QuickBooks. Move Selected to Unrecorded allows you to move a transaction back to the Unrecorded Sales tab. You cannot delete transactions from the Sales To Record Tab. They must be moved back and then deleted. Record Selected records the transactions into QuickBooks. This is the last step to complete. Be sure all payments have been properly assigned before continuing. 13

14 epnbillpay Module epnbillpay Module is a licensed service that allows you to upload invoices, via the epnplugin, from QuickBooks to the epnbillpay Service for your account at the Merchant Service Center. If you are not sure you are set up with the epnbillpay Service or epnbillpay Module for epnplugin, please contact your sales office. Allocate License Click the Configuration button on the epnplugin Control Panel Settings Menu. Configuration Button Click the epnbillpay Tab. Click the Allocate epnbillpay License button. epnbillpay Tab 14

15 Check the box for Automatically Send When Uploading. This means when you upload the invoice to the epnbillpay system, the is automatically sent. Using this feature, you will not have to manually send these invoices through the epnbillpay section of your eprocessingnetwork Account. Allocate epnbillpay License After the license is allocated click Save Changes. In QuickBooks, from the Customer Dropdown Menu, open the epnplugin Control Panel. Re-Open epnplugin Control Panel 15

16 epnbillpay Prompt Preferences Access Preferences from the Settings Menu on the epnplugin Control Panel.. epnplugin Preferences Receive Payments for Invoices In order to upload the invoice immediately after it is created or modified, these preferences must be enabled. Both options should be enabled. Receive Payments for Invoices This preference is optional. For instance, if you create or modify invoices, but do not want to be prompted to upload each time, you may want to disable these preferences. From the epnplugin Control Panel, click the Upload to epnbillpay button to manually upload invoices. Upload to epnbillpay Button 16

17 epnbillpay Module Windows This section outlines the different windows that are used when uploading invoices to the epnbillpay System. From the epnplugin Control Panel, you will be able to access the epnbillpay Module Upload Window. Or you willl be prompted when creating or modifying an invoice. Upload to epnbillpay Button epnbillpay Module Upload Window epnbillpay Module Upload Prompt 17

18 epnbillpay Module Buttons epnbillpay Module Buttons Get Open Invoices searches for open invoices in QuickBooks that have not been uploaded to the epnbillpay System or paid in full. Select All button selects all transactions for quick processing. Deselect All button deselects all transactions. Refresh Invoices already uploaded updates the invoices previous uploaded to the epnbillpay System of any changes within QuickBooks so they are reflected in the epnbillpay System. Upload Selected to epnbillpay uploads the selected invoices to the epnbillpay System. 18

19 epnbillpay Module Upload Prompt Starting in QuickBooks, createe the invoice the usual way. Create Invoice After saving the invoice, you will be prompted by the epnplugin to upload the invoice to epnbillpay. Click Upload to epnbillpay button. epnbillpay Module Upload Prompt This will upload the invoice directly to the epnbillpay system in the Merchant Support Center. If the auto setting is turned on, then the invoice will be ed to your customer. If this window is not opening, check epnplugin Preferences for Invoices to ensure it is enabled. 19

20 Manually Upload Invoices Starting with the epnplugin Control Panel, click the epnbillpay Button. Upload to epnbillpay Button This will launch the epnbillpay Upload Invoice screen shown below. Get Open Invoices Button Click the Get Open Invoices button. This will list all available invoices in QuickBooks to be uploaded. Open Invoices List 20

21 The epnplugin stores what invoices have been upload, so not to duplicate the invoice upload. Select invoice to upload Select the invoices to be uploaded. Click the Upload Selected to epnbillpay button. Invoice(s) uploaded If you have auto featuree enabled, then an has been sent your customer with a pay now option for the invoice. If this feature is disabled, you must login to the website and use the epnbillpay Tools Feature. 21

22 Refresh Uploaded Invoices Using the Refresh Uploaded Invoices button allows you to quickly ensure the invoices in QuickBooks that have been uploadedd to the epnbillpay System reflect any changes made in QuickBooks since they were uploadedd initially. Refresh Uploaded Invoices Quickly You do not need to select any customers or invoices. The epnplugin compares the invoices in the epnbillpay System with the invoices it has previously uploaded. Invoice(s) uploaded If there are any changes, the epnbillpay System will be updated which will reflect on the customer s epnbillpay Invoice.. 22

23 Download & Record Payments After the transactions have settled, click the Download Transactions button on the epnplugin Control Panel. Since the invoice number was provided at the time of the payment, the transactions are automatically assigned to the appropriate invoice for you. Download Transactions On the Download New Tab, click the Download All Transactions button. Download Payments Automatically Assigned The column marked Customer on the left displays the customer name in QuickBooks. The Name Column on the right displays the name on the downloaded transaction. The Details column indicates what the payment will be applied to. When the epnplugin download thesee transactions, it looks for the invoice number and assigns the payment to that invoice for that customer automatically. 23

24 When you are ready to record the payment, select the transactions and click the Add Selected to Record Queue button. Move Transactions To Record Queue Move to the Sales to Record tab. Select the transactions again and Click the Record Selected button to complete the download. Record Transactions Transactions successfully recorded in QuickBooks to their respective invoice. Transactions Successfully Recordedd 24

25 Recording Deposits eprocessingnetwork is a payment gateway, processing transactions using each merchant s own merchant account. The terms of each merchant account are a function of the agreement between merchants and their acquiring bank. Acquiring banks each have different time periods for deposits, fees, etc. epnplugin records approved transactions in the Undeposited Funds section of QuickBooks. From the QuickBooks Banking menu, choose Make Deposits. Banking/Make Deposits Location In the Payments to Deposit window, click the View payment method type dropdown list to select the payment method types that you want to display. Payments to Deposit window Select the payments that you want to deposit, and then click OK. 25

26 Make Deposits In the Make Deposits window, click the Deposit To dropdown and choose the bank account to deposit the funds into. The displayed Deposit Subtotal may not match the deposit total on your bank statement. Typically, this discrepancy is the result of credit card fees. If this is the case, enter the credit card fees on a separate line as a negative amount and change the From Account to an expense account. Credit Card Fees Click Save & Close to save the Deposit. 26

27 Behind the Scenes If you are processing all of your payment transactions from within QuickBooksusing epnplugin, then your QuickBooks company file is an accurate reflection of your payment transactions. But if you are also using another eprocessingnetwork method of accepting payment transactions, then epnplugin offers a simple way of synchronizing all of your payment transactions by downloading transactions as described in the previous section. To accomplish this task, epnplugin creates items in QuickBooks for each available method of accepting payments through eprocessingnetwork. As transactions are downloaded from eprocessingnetwork into QuickBooks, it creates a Sales Receipt using the associated item. epn Items eprocessingnetwork offers the optional ability to define Sales Tax amount within a transaction. To record this Sales Tax in your QuickBooks when downloading transactions, epnplugin creates the epn Sales Tax Vendor. This is a pseudo Sales Tax vendor and it is only used for the initial setup of epnplugin. epn Sales Tax Vendor 27

28 eprocessingnetwork offers the optional ability to record general return transactions. To record these returns in your QuickBooks when downloading transactions, epnplugin creates the epn Refund Customer. This is a pseudo customer and would only be used if the return was not properly recorded for the actual customer within QuickBooks. epn Refund Customer 28

29 Upload Logs If you have any issues or errors while working with epnplugin, first upload Logs. These logs help eprocessingnetwork Tech Support Representatives trouble shoot the errors you have experienced. This feature needs to be performed immediately after an issue has occurred. Without these logs, they will have nothing to work from. Help Menu from the epnplugin Control Panel Go to the Start menu, select All Programs. Select the eprocessingnetwork option, select epnplugin and click epnplugin Upload Logs. Customer Drop Down Menu within QuickBooks 29

30 epnplugin Log Upload Screen Enter a short comment describing what you were doing at the time of error. ie. Payment was not applied to the invoice within QuickBooks, yet the transaction processed and was approved. Enter Comment and Upload Logs After the logs are uploaded; contact epn Support for assistance. 30

31 epnplugin Uninstall Process To remove epnplugin completely from your company file: Open QuickBooks Select Edit from the menu at the top of your screen. Then click Preferences In the Preferences window use scroll bar on the left and locate the Integrated Applications icon and click it. Now click Company Preferences Tab. Click epnplugin so it is highlighted Click Remove. When asked Are you sure. Click Yes. Close QuickBooks If the epnplugin Control Panel is still open, click the Configuration button. Click Yes if prompted to allow access. Click the cancel button on the epnplugin Configuration window. Uninstall epnplugin Click on the Windows Start menu Click Control Panel Click Programs and Features Scroll down and select epnplugin so it is highlighted. Click Uninstall. Reboot your computer when uninstall is complete. Delete any desktop links related to epnplugin For Vista/Win7 Users: After you have removed the epnplugin, you must open QuickBooks by right clicking the QuickBooks Icon and selecting Run as Administrator to clear any run time errors you might encounter. This is required by QuickBooks for all plugs being removed. 31

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