Choose what Desktop imports and what RapidCents sends. Payments are sent for an approved sale on a payment-link invoice that is mapped to a Desktop customer and transaction. Refunds and voids use their own postings.
Who can use this. You need an active Desktop connection. Saving settings requires the connection to be bound and active.
Before you start. Map the clearing account and the refund item before you expect refunds to post. If the refund item is missing, the screen says Refund item: Not configured.
Steps
- Open QuickBooks Desktop after the connection is active.
- Under import, set Customers and Open Invoices if you want those pulled from Desktop on the next Web Connector run.
- Under send, set RapidCents Payments and RapidCents Refunds. A refund control can be locked until the refund item exists. Read the lock message on the screen.
- Choose Save settings. The notice says the settings were saved. Import enabled says it will begin on the next Web Connector run.
- Choose Start Import only when you want that import queued for the next run.
- Open the payment route section. Choose the clearing account and the QuickBooks refund item, then Save route.
- Run Web Connector. Check Recent Web Connector activity for the request, the record count, and the status.
| What you see | Meaning | What happens next |
|---|---|---|
| Customers | Import customers from Desktop. | Does not send RapidCents payments. |
| Open Invoices | Import open invoices. | A RapidCents payment can then match a mapped invoice. |
| RapidCents Payments | Send approved payment-link sales that have a map. | A decline is not sent. A Virtual Terminal sale is not described as this payment-link posting. |
| RapidCents Refunds | Send refund postings. | Configure the refund item first. |
| Void | A void can queue a delete of the receive-payment in Desktop. | It is not a refund posting. |
| Clearing account | The account the route uses. | Save route after you change it. |
After you save or submit. Nothing is sent until Web Connector runs. Saving settings only changes what the next run is allowed to do.
Example. Example only: Example Cafe turns on Customers and Open Invoices, saves, and runs Web Connector. A fictional open invoice for Casey Lee imports. Cafe then pays that invoice with a payment link for 42.00 and the transaction is AA. The next Web Connector run sends that payment. A fictional declined 42.00 try is not sent. Cafe also saves a clearing account and a refund item named Example Refund, then refunds 10.00. The following run sends the refund. If the activity row shows an error, Cafe reads the status and fixes the route instead of charging Casey again.
Troubleshooting
- Import did not start. Start Import queues it. Web Connector still has to run.
- Refund item: Not configured. Choose the Desktop refund item and save the route. Until then, refunds cannot use that route.
- The payment is not a payment-link invoice. This Desktop payment posting is for a mapped payment-link invoice. Other channels are not documented as the same posting.
- Activity shows an error. Read Status. Fix the company file permission, the map, or the route, then run Web Connector again. Do not create a second RapidCents sale.
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