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Green_Lab
December 3, 2024
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Setting up a card reader to use with QB Desktop Pro 2023

  • December 3, 2024
  • 1 reply
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I am embarrassed to say that we are still having clients write their credit card information onto a piece of paper so our accounting person can process the payment.  Could someone please tell me a little about how to use the GoPayment app and card reader with QB Desktop so that we can accept a payment without an invoice yet or possibly even the client name in QB?  We currently are set up in QB Payments to accept credit card payments through the button link in an emailed invoice. We currently are set up in QB Payments to accept credit card payments through the button link in an emailed invoice. 

 

Some of my specific questions are:  

1) If we connect a card reader to a PC with a USB cable, do we need to have QB open all time to process payments?

2) If the invoice isn't created yet, nor client name, will the app store the information along with some notes that we could add such as customer name, until someone logs in and processes the payment? 

 

Any other relevant information would be super helpful!!!  Thank you!

 

Best answer by MelroseV

Thank you for the prompt response, @Green_Lab.  Allow me to chime into these threads and clarify about the card reader in QuickBooks Desktop.

 

Yes, Green_Lab. You need an active subscription to continue using the card reader feature in QuickBooks Desktop.

 

You need to download the GoPayments app so you can easily secure the processing of credit card and debit card transactions using a smartphone or tablet.

 

Regarding your last question, you need to install a QBDT file on your receiving PC. You can enable the hosting method feature for the company. This configuration enables the specific PC in your receiving area to seamlessly access the centralized QuickBooks Desktop company file. The advantage of employing a hosting method is that it bypasses the need for individual subscriptions for each terminal, making it a cost-effective and efficient solution.

 

By activating the hosting feature, employees at your receiving terminal will have direct access to real-time financial data, allowing for a more integrated and synchronized operation. This setup ensures that transactions and data are immediately updated across all departments, fostering improved coherence and quicker response times within your business processes.

 

Feel free to reach out if you have more questions about processing payments, @Green_Lab. We're here to help.

1 reply

Clark_B
Clark_B
December 3, 2024

Thank you for the comprehensive details, @Green_Lab. Let me elaborate on the functionalities and integration of the GoPayment app and card reader with QuickBooks.

 

To begin with, the GoPayment Card Reader lets you take your business mobile, ensuring you never miss a sale. Its updated design features an LED screen and supports contactless payments, allowing customers to pay, tip, and complete transactions independently. Using a Bluetooth card reader simplifies payment processing even further. To use the GoPayment app and card reader, here's how:

 

Step 1: Set up your card reader by connecting the Bluetooth reader to charge the battery using the provided USB cable. Once charged, pair the reader with the GoPayment app. If the app's background is green, you have the green version of GoPayment; if the background is blue, you have the blue version.

 

For the Green GoPayment App:

 

  1. Enable Bluetooth on your mobile device.
  2. Press and hold the button on the side of your card reader until it flashes green to power it on.
  3. Open the GoPayment app, navigate to More, and tap on Hardware.
  4. Choose Card Readers from the options.
  5. In the Type section, select Bluetooth.
  6. Select Add a new reader and then select the card reader's name to pair it.

 

For the Blue GoPayment App:

 

  1. Activate Bluetooth on your mobile device.
  2. Press and hold the button on your card reader until it flashes green to turn it on.
  3. Launch the GoPayment app and tap on Menu.
  4. Navigate to Settings, then select Card Reader.
  5. In the Type section, choose Bluetooth.
  6. Select Add a new reader and select the card reader's name in the My Card Readers section to pair it.

 

Once set up, you can accept payments with your card reader. For more information about processing payments in the GoPayment app, refer to this resource.

 

Regarding your first question, when connecting a card reader to a PC via USB, QuickBooks Desktop doesn't need to be open at all times to process payments. However, the QuickBooks Payments service must be active to record transactions.

 

Furthermore, the GoPayment app operates independently of QuickBooks Desktop, allowing you to accept payments without an invoice or client name in QuickBooks. The app temporarily stores transaction details and enables you to add notes, like customer names, until you log in to process the payment in QuickBooks.

 

I'll add this resource to learn more about payment card readers and the programs or apps they work best with: QuickBooks Payments card reader features and compatibility.

 

You can also check this article which provides step-by-step instructions and insights on navigating the app's features to manage transaction voids effectively: Void a payment with the GoPayment app.

 

Please don't hesitate to reach out with any questions about the GoPayment app and card reader. I'm here to help with setup, troubleshooting, or QuickBooks integration, @Green_Lab.

    G
    Green_LabAuthor
    December 3, 2024

    Hi Clark_B, 

    Thank you for the quick response.  When you say, However, the QuickBooks Payments service must be active to record transactions.  Do you mean that we must keep our account active? (ie paid up to date)

     

    With the magtek card reader, connected to a desktop PC by USB, with an active Quickbooks Payment service, do we need to download and use the GoPayments app?  

     

    This would be set up on a PC in our receiving department, will it need to have QB desktop or any other QB program installed on that PC or is everything stored in the cloud until the user downloads the transactions to QB desktop?  

     

    Thank you!

    M
    MelroseVAnswer
    December 4, 2024

    Thank you for the prompt response, @Green_Lab.  Allow me to chime into these threads and clarify about the card reader in QuickBooks Desktop.

     

    Yes, Green_Lab. You need an active subscription to continue using the card reader feature in QuickBooks Desktop.

     

    You need to download the GoPayments app so you can easily secure the processing of credit card and debit card transactions using a smartphone or tablet.

     

    Regarding your last question, you need to install a QBDT file on your receiving PC. You can enable the hosting method feature for the company. This configuration enables the specific PC in your receiving area to seamlessly access the centralized QuickBooks Desktop company file. The advantage of employing a hosting method is that it bypasses the need for individual subscriptions for each terminal, making it a cost-effective and efficient solution.

     

    By activating the hosting feature, employees at your receiving terminal will have direct access to real-time financial data, allowing for a more integrated and synchronized operation. This setup ensures that transactions and data are immediately updated across all departments, fostering improved coherence and quicker response times within your business processes.

     

    Feel free to reach out if you have more questions about processing payments, @Green_Lab. We're here to help.

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