Table of Contents
🧠Purpose
This guide provides step-by-step instructions on how to properly use QuickBooks to receive credit card payments, process transactions accurately, and ensure seamless integration with Aspire for reconciliation.
Setting Up QuickBooks for Credit Card Payments
If you are accepting credit card payments through QuickBooks, you will need to create an additional General Ledger Account in your Chart of Accounts and an additional Item in your Item List:
Create/Add a Bank account called Credit Card Deposits in the Chart of Accounts.
Create a new item in your item list called Credit Card Deposits. The type of item will be Other Charge and the account to map it to will be the Credit Card Deposits Bank (GL) Account.
How to Process the Transactions in QuickBooks
Create an Invoice for the customer paying by credit card.
Choose the Item called Credit Card Deposits in the invoice and enter the dollar amount you want to charge your customer (enter the entire amount as one lump sum).
Save and close the invoice.
📌Note: This transaction will debit the Accounts Receivable Record for the customer and credit the Credit Card Deposits Account.
| Debit | Credit |
Account Receivable Customer Acct. | XXX.XX |
|
Credit Card Deposit Bank Acct. |
| XXX.XX |
Process the credit card payment as you normally would in QuickBooks.
Go to Receive Payments
Enter the Customer Name
Select the Invoice that you just created using the above steps.
In the Deposit to space, choose the Credit Card Deposits bank account.
Process the credit card Payment.
Save and close.
📌Note: This transaction will debit the Credit Card Deposit Bank Account and credit the Accounts Receivable Customer.
| Debit | Credit |
Credit Card Deposit Bank Acct. | XXX.XX |
|
Account Receivable Customer Acct. |
| XXX.XX |
How to Process Credit Card Payments in Aspire
This Credit Card Payment will need to be received in Aspire just like receiving any payment that is entered into Aspire.
Once the payment is received into Aspire, you will generate a Deposit and send it to QuickBooks (this Deposit will sync to the Bank Account used for all of your deposits in QuickBooks).
📌Note: This transaction will debit the Bank Account and Credit Accounts Receivable Aspire system customer.
| Debit | Credit |
Bank Account | XXX.XX |
|
Account Receivable: Aspire System |
| XXX.XX |