The QuickBooks settled transactions report results lists successfully settled charge and/or refund transactions that can be integrated with QuickBooks and other compatible accounting management systems.
QuickBooks Download File Formatting
The results for your report are displayed in descending order by Transaction ID and include the following information:
Transaction ID—The unique identification number assigned to a transaction by the payment gateway.
Invoice Number—The merchant-assigned invoice number associated with the transaction.
Transaction Status—The current processing status of a transaction. For a complete list of transaction statuses, see Transaction Status
Submit Date/Time—Date and time the transaction was submitted to the payment gateway. The time displays according to the time zone set for your account.
Customer Name—The name of the customer associated with the transaction.
Card Type—The type of credit card or eCheck.Net used for a payment or refund. For a list of valid credit card types, see Card Type
Payment Method—The credit card or bank account number used for a transaction.
Payment Amount—The total amount of a payment or transaction, inclusive of sales tax, freight, shipping and/or duty.
Settlement Date/Time—Date and time the transaction was picked up and sent for settlement. The time displays according to the time zone set for your account.
Settlement Amount—The total settled amount of a transaction.
Click the Next and Prev links at the top or bottom of the table to navigate backward and forward through the pages of records. You can also use the View All option to see all transactions on a single page. This is recommended only if the summary of transactions contains 50 or fewer records.
To view transaction detail, click the Transaction ID for the transaction you want to view. The Transaction Detail page opens.
By default, transactions are sorted in descending order by Transaction ID. Clicking on a column header will sort transactions in descending order based on the information provided in that column. For example, to sort transactions from most recent to oldest, click the Settlement Date column header once. Clicking again on the same column header will resort transactions in ascending order.
An arrow next to the column header indicates the current sort order for the transaction set. An up-arrow indicates that the sort is ascending (A-Z) and a down-arrow indicates that the sort is descending (Z-A).
You can download report results for integration with your QuickBooks financial management software.
To download report results for integration with QuickBooks:
Step 1: From the report results page, click Download to File. The Select Download File Type window opens, indicating that your request has been submitted.
Step 2: Once your download file has been generated, a File Download window opens, asking if you would like to open the file or save it to your computer. Click Save.
Step 3: In the Save As window, select the location on your computer or network where the file should be saved.
Step 4: Click Save. Your file is automatically saved to the location you specified. You can navigate to that location to retrieve the file.
Step 5: Click Close.
Your report is downloaded as an .iif document suitable for importing to the Basic, Professional, and Premier editions of QuickBooks from 2002 to 2005. For versions not listed here, please import a test file to ensure compatibility before uploading .iif files generated by the payment gateway.
All download files are named “DownloadYYYYMMDD-HHMMSS.iif.” For example, a file that is downloaded on December 5, 2005 at 3:41:30 pm would be named Download20051205-154130.iif. Be sure to save all QuickBooks report downloads as .iif files only.
Note: Any invoices and payments contained in an imported report will not be automatically associated in QuickBooks. you need to manually match any such transactions.
To avoid unnecessary import errors, it is always a good idea to use the QuickBooks recommended default accounts for your QuickBooks download report settings.
If an error is encountered while importing the .iif file, QuickBooks displays an error message indicating the transaction where the error occurred.
If you choose to continue the import, all transactions except those that experienced errors will be successfully imported into QuickBooks.
If you choose to cancel the import, transactions listed before the errored transaction will be successfully imported into QuickBooks. To import the remaining transactions, you will first need to correct any error(s) and re-run the QuickBooks Download Report in the Merchant Interface.
To import the corrected and remaining transactions:
Step 1: If necessary, correct any error(s) in your QuickBooks configuration or on the QuickBooks Download Report Settings page (see the Import Troubleshooting table below).
Step 2: Re-run the same QuickBooks Download Report, OR, depending on the error experienced, you can simply correct the errored transactions in the original .iif import file.
Step 3: Delete the transactions that have already been successfully imported into QuickBooks from the new .iif download file. This will prevent duplicate transactions from being imported into QuickBooks.
Step 4: Import the modified .iif file into QuickBooks.
IMPORTANT: Please refer to your QuickBooks documentation for more detailed information about importing files.
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QuickBooks Error Message |
Possible Issues |
Resolution |
|---|---|---|
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Cannot import not enough disk space or too many records exist |
The number of transactions and/or customer names saved in QuickBooks exceeds the available storage space. |
Transactions or customer names saved in QuickBooks must be archived before new customer names or transactions can be imported. Please refer to QuickBooks support documentation for more information. |
|
Error on Line (line number) Can't record Invalid Transaction |
The Default Customer Name or Customer Name Mapping provided is not listed in QuickBooks. |
Add the Default Customer Name or Customer Name Mapping that you have configured in your QuickBooks Download Report Settings to your Customer Job List in QuickBooks. Or, if the Customer Name already exists under the Other Names List, transfer the Customer Name to the Customer Job List, or make the customer name inactive in the Other Names List. |
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The transaction is not in balance. Make sure the amount in the detail area on the form for this transaction equals the amount at the top of the form. |
The sum of the Product and/or Service (itemized listing), Duty, Freight/Shipping, and Sales Tax amounts does not equal the total amount of the transaction. For example, sales tax mapping is not configured in the QuickBooks download report settings, but sales tax was submitted with the transaction. |
Review and correct (if necessary) the Product and/or Service (itemized listing), Duty, Freight/Shipping, and Sales Tax amounts for the transaction. |
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Warning: You cannot associate an item with Sales Tax Payable, Undeposited Funds, AR, AP or non posting accounts. Usually if you sell the item, use and income account; if you buy use an expense account Error on Line (line number) Can't record Invalid Transaction |
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Warning: Cannot Make deposit to the account name specified Error on Line (line number) Can't record Invalid Transaction |
The Charge Transactions account or the Refund Transaction Account type you have specified on the QuickBooks Download Reports Settings page is incorrect for this transaction type. |
Configure your Charge Transaction Accounts and/or Refund Transaction Account using the following account types: Sales Receipt/Cash Sale — Undeposited Funds Invoice — Accounts Receivable Payment — Undeposited Funds Payment Funding — Accounts Receivable Credit Memo — Accounts Receivable |
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Warning: QuickBooks has detected that you have no items or that one or more of your accounts is not associated with an item. Please enter an item. Error on Line (line number) Can't record invalid Transaction |
Freight and/or duty mapping wasn't configured, but freight and/or duty amounts were passed in with the transaction. |
Configure freight and duty item/accounts mapping on the QuickBooks Download Report Settings page. |
QuickBooks Download File Formatting
The QuickBooks fields included in your downloaded report will vary according to the QuickBooks type of transaction(s) selected. Click on the links below to find out more details about each file type.