QuickBooks® Download Report Settings

This page allows you to configure default settings for downloading charge and refund transaction information for easy integration with QuickBooks and other compatible accounting management systems such as KeepMore.net™. You must first configure your default QuickBooks download report settings in order to use any of the QuickBooks download features in the Merchant Interface.

You can change your QuickBooks download report settings at any time.

To configure your QuickBooks download report settings:

Step 1: Configure the QuickBooks accounts through which your charge and refund transactions should be processed. You can use the QuickBooks recommended default accounts or configure accounts to match your unique QuickBooks configuration.

You must configure an account for at least one QuickBooks transaction type.

Transaction Type	Definition	QuickBooks Recommended Default Account	Other Suggested Accounts
Sales Receipt/ Cash Sale	Full payment is received at the time the sale is recorded.	Undeposited Funds	Any Current Assets Any Bank Account
Invoice	Full payment is not received at the time the sale is recorded or full payment is received in advance.	Account Receivable
Payment	A payment made on a customer invoice.	Undeposited Funds	Current Assets Any Bank Account
Payment Funding	If an account is configured for the Payment transaction type, you must also specify a QuickBooks account to fund payment transactions.	Accounts Receivable
Credit Memo	Records the return of any item or service purchased.	Accounts Receivable

Note: If you choose to change the default QuickBooks recommended accounts for the Sales Receipt/Cash Sale or Payment transaction types, please verify that appropriate customer names already exist in your QuickBooks configuration. If they do not, you need to enter them manually into your QuickBooks Customer Job list before importing transactions or the import will fail. For more information on how to add customer names to your Customer Job List, please refer to your QuickBooks documentation.

To restore the default accounts, click Reset at any time.

Step 2: Enter a Default Customer Name to be used in the event that no customer name information is provided.

Step 3: If desired, you can also choose to use a payment gateway customer name field combination from the Customer Name Mapping drop-down list. Options are: BillToFirstName BillToLastName; BillToLastName, BillToFirstName; BillToLastName BillToFirstName; BillToFirstName; BillToLastName; CustomerID.

Step 4: If desired, enter the QuickBooks Class Name that should be used to categorize your QuickBooks account entries

Step 5: Enter the QuickBooks product and/or service settings you would like to use in the event that itemized information is not submitted with a transaction.

Item Name/Number — A default item name or number.

Note: The Item Name/Number entered must exist in your QuickBooks configuration and the Income Account associated with the item must be entered.
Income Account — The name of the account through which you would like to process the profits and credits of this item.
Quantity — A default quantity for the default item or number listed above. This entry must be a valid number.

Note: These fields are required for every transaction type except Payment.

Step 6: The Sales tax is applicable check box is selected by default. Click to uncheck this box if you do not charge sales tax for your payment gateway transactions. The rest of the Sales Tax Mapping fields will be disabled. (If you do not charge sales tax, skip to Step 8.)

If you do not configure sales tax in your QuickBooks download report settings, please verify that sales tax is not included in your QuickBooks configuration. Otherwise, QuickBooks will require sales tax information and the import will fail.

Step 7: Enter the tax settings you would like to use as a default in the event that sales tax information is not submitted with a transaction.

Sales Tax Name — A name that exists in QuickBooks and is either a Sales Tax or Sale Tax Group item type.
Sales Tax Liability Account — The name of the liability account through which the sales tax name entered above should be processed. Use the QuickBooks recommended default account (Sales Tax Payable) or configure the appropriate account to match your unique QuickBooks configuration.

Note: If you choose to change the default Sales Tax Liability Account, please verify that the appropriate account already exists in your QuickBooks configuration.
Tax Rate — The tax rate for the default tax name listed above. This entry must be a valid number.

To restore default values, click Reset at any time.

Note: These fields are required for every transaction type except Payment.

Step 8: If you charge duty, enter the duty settings that should be used in the event that duty information was not submitted with a transaction.

Item Name/Number — A default item name or number.
Income Account — The name of the account through which duty should be processed for the default item or number.

Note: These settings must be configured when duty information is submitted, or imports to QuickBooks will fail.

Step 9: If you charge freight/shipping, enter the freight/shipping settings that should be used in the event that freight or shipping information is not submitted with a transaction.

Item Name/Number — A default item name or number.
Income Account — The name of the account through which the freight/shipping amount should be processed for the default item or number.

Note: These settings must be configured when freight or shipping information is submitted, or imports to QuickBooks will fail.

Click Submit to save your QuickBooks Download Report settings. A confirmation message indicates that your settings have been successfully applied.