Settling transactions and Quickbooks - in a big mess

I feel there has to be an easier way than what we do to get transactions settled (and without error) When an order comes in, it gets entered into quickbooks as a sales receipt and I put the shopping cart order number in the Memo box, along with if I have shipped it or not. Say I have 10 of these orders I want to settle. I go into quickbooks and go to the make deposits window. I check off all the orders I want to settle to my bank account.

Then I have to print out that screen that shows the deposits, log in to my Payflow Pro gateway, pull up all the captured transactions and then go through placing a checkbox next to the ones that I marked for deposit in Quickbooks (have to look at that printout to make sure I select the correct orders, as well as check to make sure the amounts for every transaction match)

I have to do all this to ensure that the batch settlement that hits my bank account matches what happens in Quickbooks. This is extremely time consuming and pure hell whenever we have a big sale and get a few hundred orders to process!

What is the correct process for managing captures/settlements in Quickbooks and my online virtual terminal?

Hi,

I don't use QuickBooks myself, but maybe you should consider using a program that works better with your payment processor. Whenever I have to settle transactions, I just click the transactions I want to approve within my accounting software, click "Approve," and the money is in my bank account two days later.

Generally, any client-side program like QuickBooks will require that extra step of coordinating with web-based services, so I try to keep as much on the web as possible.

Aaron

which program?

I use Quickbooks with Web Connect and a credit card processor. I am able to download my transactions from my bank and justify them in Quickbooks fairly easily. I do have to enter my gateway charges separately when the statement comes in. No printouts required.

Hi,

I use a web-based program I wrote myself.

Aaron

Whenever I have to settle transactions, I just click the transactions I want to approve within my accounting software, click "Approve," and the money is in my bank account two days later. I am able to download my transactions from my bank and justify them in Quickbooks fairly easily.

Aaron, does your program import my quickbooks company file?

dax702,

Right now I don't have a QuickBooks importer but I'm sure I could write one so long as you can export your data from the program.

Aaron

I use web based quickbook integrate with my xcart very easy to use