Payment Processing FAQ

Frequently Asked Questions

Processing a Credit Card

What are steps or requirements for processing a credit card?

1. Customer Checkout -

a. Quantities, total dollar amounts, sales tax, and shipping are calculated.

2. Customer Authentication or Imprint -

Generally, card transactions occur in one of two situations – card present or card not present.

a. Card Present – A card is presented for payment by the customer and swiped through a point of sale device. Signatures and identification are sometimes verified.
b. Card Not Present – Occurring over the Internet, via telephone, or mail order,the credit card transaction occurs without the customer being physically present. To authenticate the transaction additional authentification information is verified (AVS & CVC)

3. Authorization (Approve, Decline, or Call Center) -

a. The payments processor verifies that the account is in good standing, if funds are available, and/or if there has been unusual or erratic spending activity on the card. An approval authorization is granted if these conditions are satisfied.

4. Sale/Batch Settlement -

a. At the end of the day, the merchant is responsible for batching all sales taken throughout the day. If there are 100 transaction, or just one, a single deposit will be sent to the payment processor and associated with each batch.

5. Payment to Merchant -

a. Within 2 or 3 business days of accepting the payment and settling their batch, the merchant will receive a deposit for the batch minus any nominal processing fees.

When will the money be in my bank account?

It generally takes 2-3 business days after a batch is closed to receive the deposit into your checking account. NOTE: Business days are Monday through Friday, excluding holidays.

When are the monthly fees debited from my checking account?

Monthly fees are debited between the 1st and 5th day of the month and will include fees that occurred in the month before. For example, January’s statement fees will be debited between February 1st – 5th.

What types of credit cards can I accept?

Intuit Payment Solutions is a full service merchant service provider that supports all credit card types for most businesses; however, separate approval may apply. These cards include Visa, MasterCard, American Express, Discover® Network, Diners Club/Carte Blanche, JCB, Debit Cards, ATMs, Electronic Benefits Transfer (EBT), Gift Loyalty Cards as well as Check Verification services.

Do you support High Risk Merchant Accounts for Businesses?

Intuit Payment Solutions can support certain types of high risk business models. These include services like credit repair agencies, collection agencies, timeshare companies and adult oriented services. We have special well established relationships with some of the more well known high risk credit card processors. See the following websites: here, here and here for more information on high risk processors.

How do I get an account? What business information is needed to open an account?

1. Complete a merchant application. Since a merchant account is a financial service involving the exchange of funds, you will need to complete a simple application. The application information includes:

Name, address, and telephone
Checking account (for funds to be deposited/withdrawn)
Federal Tax ID (for Corporations, LLCs, and Partnerships), and your Social Security number (for Sole proprietorships)
Type of business
Credit card processing history, if applicable

2. We’ll review your application. Our underwriters review your application for credit and type of business. Most applications are generally approved. However, certain business types may not be accepted.

3. Setup: Once you are approved, we will assist you with setting up your processing equipment or processing software (if you’re using a PC) and run a test transaction. You’re then ready to process!

Can I add tips/gratuity to a sale?

Yes – for most service based businesses; it requires a special setting in the point of sale device though so please request tip/gratuity setting upon application.

How long does it take to approve a transaction?

Authorization of a transaction occurs within seconds when systems and connectivity are functioning properly.

What is a transaction?

A transaction is an agreement between a buyer and seller to transfer assets (or “funds”) as payment for goods or services received by the buyer. Transactions include:

Card-Present or “Swiped”, Transactions
Card-Not-Present Transactions

A card-present, swiped-transaction occurs when the merchant swipes the credit card through a terminal or card reader and then hands the card back to the customer. These transactions have the lowest discount rates because the cardholder and the card are both present at the point of sale.

A card-not-present transaction occurs when the merchant does not physically swipe the customer’s card. There are two forms of card-not-present transactions:

Keyed-transactions, which are manually keyed-in by the merchant using the customer’s card number

Internet transactions, which are processed automatically through the merchant’s online Web store.

These types of transactions have higher discount rates because the consumer is generally not present and does not sign a sales receipt.

Why do I need a manual imprinter? When should I use a manual imprinter?

A manual imprinter should be used when one of the following events occur:

The point-of-sale terminal failed to read the magnetic stripe on the credit card.

The point-of-sale machine is not operational.

The proper authorization was not obtained or a voice authorization was obtained.

The credit card number is manually entered and/or keyed into the point-of-sale terminal.

An electronic printer was not used to print a receipt as a record of the transaction.

What are sales drafts?

A sales draft provides evidence of the transaction. It can be an impression of card’s account number, expiration, and cardholder’s name, dollar amount, and signature manually obtained from a card through the use of an imprinter. Or it can be electronically obtained by swiping a card through a terminal andprinting a part of the card’s account number, expiration, and cardholder’s name, dollar amount, and signature.

What is a debit card?

As opposed to credit cards, which extend a line of credit to a user, debit cards are directly linked to a user’s checking/savings/money market account.

Debit cards are processed in two different ways. A “PIN-based” debit requires the customer to endorse the payment by submitting his Personal Identification Number (PIN) at the point of sale, whereas a “Signature-based” debit does not require entering a PIN.

PIN-based Debit

Because the customer enters his PIN code, the likelihood of fraud is greatly reduced. Therefore, merchants are generally charged a lower fee for signature-based credit card fees.

Signature-based Debit

Signature-based debit cards have a Visa or MasterCard logo and are processed like a credit card, meaning no PIN is entered. The merchant generally incurs the same discount rates and fees as credit cards. Merchants can accept signature-based payments via the Internet, telephone, or via a retail terminal.

I have/want an e-commerce website – how does Internet processing work?

Internet payments occur over a multi-step process.

1. Merchant Website – This could be any ecommerce site, Internet store.

2. (Shopping) Cart – A like a shopping cart in a supermarket, the cart collects the items that the shopper of collecting until the buyer is ready to check out, or pay. Ecommerce shopping carts have to ability to count, summarize costs, apply a shipping rate, and any applicable tax rate when the buyer is ready to enter their payment information.

3. (Payment) Gateway – It is the equivalent of a physical point of sale terminal located in most retail outlets. Payment gateways encrypt sensitive information, such as credit card numbers, to ensure that information passes securely between the customer and the merchant.

4. Host (Authorization & Settlement) – The host provides an authorization or decline message for the transactions with the card account number and/or available balances. The Address Verification System (AVS) and 3 digit verification code (CVV) are also authenticates as matching, or not matching, regardless of the approve or decline response. Authorization is usually completed within 2 or 3 seconds.

5. Merchant Bank – Once the transaction is approved, the payment from the processor will arrive at the merchant’s account within 2-3 days.

Processing Credit Cards on a Mobile Phone 1

How do I know if my mobile phone works with GoPayment?

Any mobile phone with an Internet browser can access the GoPayment web browser version. However, for faster processing time, compatibility with the optional hardware, and best overall user experience, you’ll want to use the GoPayment downloadable application. To do so, you must use a GoPayment supported mobile phone. We are constantly adding new devices to our supported list. For the most updated list, click here

I have several employees, do they each need a GoPayment account?

No, you need only one GoPayment merchant account that can be used by you and your employees. You will need to create unique User IDs and passwords for each employee which can be easily done through the Merchant Service Center.

How do I get started using GoPayment?

Apply for an Intuit GoPayment merchant account. We’ll review your application and respond to you typically within 2–3 business days. (Make sure you have a mobile phone that works with GoPayment and that your carrier plan includes a minimum data plan.) Once approved for your GoPayment merchant account, you can begin creating GoPayment User IDs through the Merchant Service Center. In just a couple steps, you’ll set up GoPayment on your phone, and that’s it. You’re ready to accept payment with GoPayment.

How safe is using GoPayment?

Processing credit card payments on your mobile phone is just like processing on a terminal. Information is well protected. In addition, no credit card information is ever stored on the mobile phone and access to GoPayment requires a unique password and login. All these precautions ensure the safety of your customer’s sensitive information.

How can I learn more about GoPayment?

Your Merchant Account

Can I change the name of my business (DBA) after getting an account?

Yes. Simply Complete our DBA Change Request Form to change their business name from the old name to the new name. If both a DBA and a corporate name are currently on the account, the request should specify which one, if not both, of the names to be changed.

The form will include the merchant number of each account that requires the change and should include the following documents:

Copy of at least 1 legal document reflecting the new business name(s) i.e. Business License, Fictitious Name Statement, or Articles of Incorporation.

Voided check reflecting the new business name(s) and also, the business address (if using “temporary” checks, this information should be printed or typewritten onto the check).

The letter must be signed by at least one of the Principals who signed the original Merchant Application.

A check for the processing fee of $75

Please note: If there are any changes in the type of services provided, products sold, or processing method (i.e. keyed vs. swipe), that are associated with the business name change, the merchant must note the change(s) in the letter as well. If there is a substantial difference from the original Merchant Application, the merchant may need to complete a new application to satisfy Visa, MasterCard and Discover Network regulations and bank requirements.

Can I change the checking account that services my bankcard deposits and fees?

1. The DBA Change Request Form requesting the change that includes the merchant number of each account that requires the change. Note: If the new bank account is a savings account rather than a checking account, confirm with the bank that they’ll allow the account to receive ACH debits, in addition to MasterCard/Visa bankcard deposits.

2. A voided check from the new account, with the business name and address printed on the face of the check. If the new check is a “temporary” check, the business name, address and phone number must be either typewritten or handwritten onto the check.

3. The letter must be signed by at least 1 of the Principals who signed the original application.

4. Before submitting the check, contact your financial institution to confirm that the transit routing number on the check is the correct number to be used for ACH deposits.

My business is seasonal, can I open an account for occasional use?

The merchant will be charged the customer service fee only . The account will be open on the date the merchant asked for it on the form.

I have another business name…How do I set it up?

Send in the DBA change form with all the information and include all the requested documents.

What is your business designations and type?

Corp. , Inc. (Corporation, Incorporated): used to denote corporations (public or otherwise). These are the only terms universally accepted by all 51 corporation chartering agencies in the United States. However in some states other suffixes may be used to identify a corporation, such as Ltd., Co./Company, or the Italian term S.p.A. (in Connecticut ; see under Italy). Some states that allow the use of “Company” prohibit the use of “and Company”, “and Co.”, “& Company” or “& Co.”. In some states individuals and partnerships may register a fictitious name with the word “Company” in it. For a full list of allowed designations by state, see the table below. See also Delaware corporation, Nevada corporation, Massachusetts business trust.

General partnership

LLC, LC, Ltd. Co. (limited liability company): a form of business whose owners enjoy limited liability, but which is not a corporation. Allowable abbreviations vary by state. Note that Ltd. by itself is not a valid abbreviation for an LLC, because in some states (e.g. Texas), it may denote a corporation instead. See also Series LLC.

LLLP (limited liability limited partnership): a combination of LP and LLP, allowable in some states

LLP (limited liability partnership): a partnership where a partner’s liability for the debts of the partnership does not include acts of professional negligence or malpractice.

LP (limited partnership): a partnership where some partners have unlimited liability and others have limited liability.

PLLC (professional limited liability company): Some states do not allow certain professionals to form an LLC that would limit the liability that results from the services the professionals provide such as doctors, medical care; lawyers, legal advice; and accountants, accounting services, when the company formed offers the services of the professionals. Instead states allow a PLLC or in the LLC statutes, the liability limitation only applies to the business side, such as creditors of the company, as opposed to the service side, the level of medical care, legal services, or accounting provided to clients. This is meant to maintain the higher ethical standards that these professionals have committed themselves to by becoming licensed in their profession and not immune to malpractice suits.

Professional corporations (abbreviated as PC or P.C.) are those corporate entities for which many corporation statutes make special provision, regulating the use of the corporate form by licensed professionals such as attorneys, architects, and doctors.

Sole proprietorship

Can I process sales for friends and associates? For other businesses I may have?

No. You were approved for a merchant account based of the declarations you made on the merchant application regarding your type of business. Any change in this information must be reported to IMS.

Accepting credit card transactions on behalf of another business is considered factoring and is in violation of Visa, MasterCard and Discover Network regulations and is against the law in some states.

What is an “approved monthly volume”?

An average of Total Amount of Sales for the year, divided by 12 months.

What is an “average ticket”?

An anticipated average dollar amount of sale for credit card transactions.

What is a qualified rate? What is a mid-qualified rate? What is a non-qualified rate?

What is the Address Verification Service (AVS)? Why does it matter?

AVS is built into the authorization process to help prevent fraudulent transactions. The numerical portion of a consumer’s address and the transaction data is matched against the address on file with the consumer’s credit card. A response code is sent back with the approval or decline indicating whether the numeric information matched that of the cardholder’s. This match (or mismatch) is provided to the merchant in order to make an informed decision regarding the status of the transaction.

The use of AVS for businesses such as mail/telephone and Internet can result in lower discount rates, as well as a potential reduction in fraud. Its use is highly recommended.

What is Card Security Code (CSC)?

The Card Security Code is an important security feature for credit card transactions where the card is not present, like on the Internet or over the phone. This code has 3 or 4 digits and is in a different location depending on the card type. Requiring this code to be entered adds another layer of security to a transaction.

General Cardholder Data Security

How does data security affect you?

Data security is critical for all merchants who accept payment cards to protect their business and their customers’ sensitive data.

The card associations (Visa, MasterCard, American Express, Discover® Network, and JCB) have agreed on a single standard for how data is stored, processed, and transmitted: Payment Card Industry Data Security Standard (PCI DSS) .

Merchants who accept cards must comply with this standard. Please visit www.pcisecuritystandard.org for more information and a full listing of requirements.

Depending on your merchant level, your requirements for compliance validation differ. Please click here for the chart of merchant levels and requirements.

Innovative Payment Processing Data Security Program

Innovative Payment Processing strongly endorses PCI DSS for the handling of cardholder data. To help you comply with PCI DSS, Innovative Payment Processing has negotiated preferred pricing on compliance services with leading third-party assessor TrustWave ( www.trustwave.com ). TrustWave’s TrustKeeper® portal makes compliance validation easy with three steps:

Step One: Complete the PCI DSS self-assessment questionnaire ( What is this? )

Step Two: Perform network security scans on a quarterly basis ( Why do this? )

Step Three: Repair any identified vulnerabilities in your IT environment ( How do I do this? )

Innovative Payment Processing merchants can visit http://innovative.trustkeeper.net to get started.

PCI DSS Compliance

What is the PCI DSS Self-Assessment Questionnaire?

This questionnaire is used to assess a merchant’s card acceptance and processing environment. It includes questions to assess your risk level and compliance with card association requirements for cardholder data policies, procedures, administrative controls, access controls, and physical security measures.

What happens if I am not PCI DSS Compliant?

If you are non-compliant, you are subject to fines from the card associations.

If your security is compromised because of your non-compliance, you risk financial loss, additional fines, loss of business, damage to your company’s reputation, and other loss of critical systems.

If you have any questions or concerns, please contact the Intuit Payment Solutions Customer Service Center at (800) 558-9558

Additional Information Resources

1. PCI Data Security Standard summary (PDF 84K)

2. Links to Additional Information

TrustWave
PCI Security Standards Site
Visa CISP
MasterCard SDP
American Express DSOP
Discover Network DISC
Intuit Online Terminal

How do I accept credit cards with an online terminal?

With a few clicks in a Web browser you can process credit cards and view and print receipts using an online terminal. All you need is Internet access. No physical terminal or software required.Once you log on to our protected website select Process a Transaction and key in credit card information. Click Charge a Card and the transaction will be processed using secure 128-bit encryption. You can then view and print a receipt. Funds will be in your bank account in 2-3 days

Do I need to buy new software to get started?

No, you already have everything you need.

Are there tools to help me manage my business as well as take payments?

Yes. You have complete access to Intuit Merchant Service Center to manage your merchant account, track transactions and deposits. You can view online statements and create reports

Intuit Online Terminal for Check page

What is electronic check conversion?

The process of converting paper checks to electronic payments via ACH (Automatic Clearing House).

How do I convert a paper check to an electronic payment?

Paper checks need to be scanned. This functionality is currently supported in Intuit Check Solution for QuickBooks®. With Intuit Online Terminal, you can accept checks over the phone or process an eCheck transaction if you have a signed authorization on file from the customer 2

What kind of check payment can I accept?

With Intuit Online Terminal, you can accept checks over the phone. You can also process eChecks for customers if you have a signed authorization on file from them.

Do I need a check imager to process paper checks received from customers?

Mail-in and dropped off check payments require a check imager in order to process per National Automated Clearing House Association (NACHA) regulations. Intuit Online Terminal should not be used to process paper check payments received.

How do I apply?

Call (866) 645-8328 to apply Monday through Friday 6am-6pm or Saturday and Sunday 6am-3pm Pacific Time or apply online here

Processing Credit Cards in QuickBooks®

How do I apply for an Intuit Merchant Service for QuickBooks® account?

Name, address, and telephone
Checking account (for funds to be deposited/withdrawn)
Federal Tax ID (for Corporations, LLCs, and Partnerships), and your Social Security number (for Sole proprietorships)
Type of business
Credit card processing history, if applicable

3a. Setup if you are using a PC: Once you are approved, we will assist you with setting up your processing equipment or processing software and run a test transaction. You’re then ready to process!

3a. Setup if you are using a Mac: Once you are approved, we will provide you with instructions via email to start processing credit cards.

How do I set up credit card payments in QuickBooks®?

For QuickBooks® users: From the Customer menu, select Receive Payments, then select Learn About Credit Card processing, then to a landing and login page to apply, or call us.

For QuickBooks® for Mac users: From the Customer menu, select Link Merchant Account to Company file. Click on Create Ticket. Once you have the ticket, copy and paste into the Merchant Service preferences field to complete set up and start taking credit card payments.

Can I process transactions on my laptop while traveling?

Yes, you can do so in QuickBooks® software with Intuit QuickBooks® Virtual Terminal Plus (this is currently not a feature of Intuit Merchant Service for QuickBooks® for Mac). Virtual Terminal Plus turns any Internet browser with a connection into a credit and debit card processing terminal. By using an existing QuickBooks® customer list, or by entering a new customer, invoice payments are registered. For Intuit Merchant Service for QuickBooks® for Mac merchants on QuickBooks® for Mac, you can login to the Merchant Service Center and process transactions while you are traveling. However, you will not be able to download your transactions back into your QuickBooks® for Mac.

Can I set up recurring payments?

Yes. This is one of the great features of processing credit cards in QuickBooks® software. You are able to set up customers for Automatic Credit Card Billing (this is currently not a feature of Intuit Merchant Service for QuickBooks® for Mac). This feature lets you charge your customer’s credit card on the date you specify. You will be able to download these transactions into your QuickBooks® software.

Can you provide copies of customer information?

Due to security regulations we do not have access to your customer information. This information is stored in your software. As with most software applications you should always keep secure back-up disks.

Will my existing transactions integrate with QuickBooks®?

If you currently have a terminal account with Intuit Payment Solutions and have QuickBooks® 2006 or earlier, we can set you up to download payments (this is currently not a feature of Intuit Merchant Service for QuickBooks® for Mac) so you can record this information in your software.

Processing Credit Cards in QuickBooks® POS

Should I use a point of sale system?

If you see your customers in person, , processing a transaction by swiping the customers’ credit cardwill provide the best processing rate.

What’s the difference between a card terminal and Intuit QuickBooks® Point of Sale?

Intuit QuickBooks® Point of Sale combines both inventory, sales and customer management with credit card processing while a terminal is only a payment processing device.

Can I use gift cards?

Processing Electronic Checks in QuickBooks®

What is electronic check conversion?

Electronic check conversion is the process of converting paper checks to electronic payments via ACH (Automatic Clearing House).

How do I convert a paper check to an electronic payment?

You can either scan the check using a special check scanner, or key in the check routing and bank account number. The check is converted to an electronic item and funds are automatically deposited to your bank account usually by the next business day.

What kind of check payment can I accept?

With Intuit Check Solution for QuickBooks® , you can accept checks in multiple ways: by phone, by mail or drop-box.

What are pre-arranged payments?

A pre-arranged payment allows you to process e-check transactions on pre-arranged terms after obtaining a one-time written authorization from your customer. This written authorization may allow you to process an e-check transaction against your customer’s account when the bill is due, for example, or for given amounts at specific time periods, or for some other billing & payment arrangement. For future transactions, simply go into the eChecks form, key in the bank account details and other required fields and submit.

Do I need a check scanner to process paper checks received from customers?

Mail-in and dropped off check payments require a check scanner in order to process, per National Automated Clearing House Association (NACHA) regulations. Check Solution for QuickBooks® works with most TWAIN compatible flat bed or sheet fed scanners. Click here to test your scanner’s compatibility with this solution. Alternatively, you can call (866) 645-8328 to purchase one of Intuit’s check scanners.

How do I apply for Intuit Check Solution for QuickBooks®?

To use Intuit Check Solution for QuickBooks® you need a Merchant Service account. The application takes only about 5-10 minutes. Apply for the Merchant Service account now .

What will I need to apply?

You must be an owner/principal of the merchant business and at least 18 years of age to complete the application. Please have the following information available:

Addresses
Telephone numbers
Fax numbers
Email addresses
Social Security numbers (for owners/principals)
Business banking information (have a check handy)
Federal Tax ID (for corporations, LLS’s, and Partnerships), or your Social Security numbers (for Sole Proprietors)
Estimated monthly check sales volume
Existing credit card processing information (if applicable)

How long does the application-approval process take?

Once your application is submitted, it will be reviewed by our credit underwriting department. In most cases, you will receive a decision via email within two business days (often quicker).

How do I find out the status of my application?

If you’ve already applied and have questions about the status of your application, send an email to SalesManager@InnovativeMerchantSolutionsSD.com

or please call (866) 645-8328 . Please include your application number, business name, address, and the email address used in your application.

How long does the application process take?

Upon approval, your new merchant account must be activated at the bank and throughout the processing network. Typically, this takes about two days. You will receive an email notifying you when your account has been activated. At that point, you can start electronically processing check payments.

Can I keep my existing bank account?

Yes, you can have your check payments deposited into any bank account that accepts electronic funds transfer (EFT). Funds are deposited from your merchant account into your existing bank account.

What type of bank account do I need?

A business checking account is preferred; however, if you do not have a business account, a personal account that is primarily used for business and is in the owner’s name is acceptable. Your bank must allow this account to be credited and debited via electronic funds transfer (EFT).

What are Intuit Payment Solutions?

Intuit Payment Solutions are payment offerings delivered by a subsidiary of Intuit Inc. (Intuit). Intuit is a leading provider of business and financial management solutions for small and mid-sized businesses; financial institutions, including banks and credit unions; consumers and accounting professionals. Its products and services, including QuickBooks®®, Quicken®, Intuit® Payment Solutions, and TurboTax® software, simplify small business management, payment processing, payroll processing, personal finance, and tax preparation and filing.

Founded in 1983. The company has approximately 8,000 employees with major offices in the United States, Canada, the United Kingdom and other locations. More information can be found at www.intuit.com