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HOW IT WORKS: With Merchant Terminal

Downloading transactions works a lot like online banking — you just open your QuickBooks and follow a few simple steps. Your terminal does NOT need to be connected to your QuickBooks or PC.
terminal swipe Use your terminal to accept credit cards and debit cards from your customers with QuickBooks Merchant Service for Terminals.
merchant download
Follow the terminal's instructions to close the end of day transactions, known as a "batch." This will initiate the process for receiving funds for transactions performed since the last batch close.

To download the transactions for which you posted batches in the past, open your QuickBooks and click on the "Customers" menu. Select "Credit Card Processing Activities." From there, select "Download Payments and Fees," and then "Terminal Payments." You can also start the terminal payment downloads from the "Sales Receipts" or "Deposits" menus. There is NO need to plug your terminal into your PC.

First-time Downloads If this is the first time you are downloading terminal transactions, you will be presented with a "Download Activation" screen. Otherwise, you will be presented with a download setup screen.
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merchant download
If you are performing the terminal payments download for the first time, you will be presented with an activation screen. You will be required to provide the merchant account number that is associated with the transactions that you want to download. Enter a merchant account name for easier reference to your account and your employer identification number, which is usually the last 4 digits of the principal account holder's social security number. Click "Submit" to activate the download feature for the specified merchant account.
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Setting Up Multiple Merchant Accounts to Download Transactions

Upon successful activation of the download, you will be presented with a "Congratulations" screen with instructions for performing terminal transaction downloads. If you wish to activate the download feature for more than one merchant account, click on "My Account" on this or any other Terminal Payment Download screen and follow the instructions. Similarly, to deactivate the download feature for a given merchant account, click on "My Account" on this or any other Terminal Payment Download screen and follow the instructions.
merchant set up

Setting Up Multiple Merchant Terminals

If you have multiple terminals associated with a particular merchant account, you do not need to do anything extra. QuickBooks automatically downloads data for all terminals that belong to a particular merchant account.
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Downloading Transactions into QuickBooks

From the "Customers" menu, select "Credit Card Processing Activities," then "Download Payment and Fees," and then "Terminal Payments." Alternatively, you can do the same through the "Sales Receipts" or the "Make Deposits" forms by clicking on the "Get Terminal Payments" button. This will bring you to the "Download Setup" screen shown below which lets you select the merchant account for which you wish to download transactions.

Select whether you want to record the downloaded batches as deposits or sales receipts. If you choose sales receipts, specify to which item you want to record the sales receipt. QuickBooks also gives you an option of breaking up a deposit into individual payments (shown as individual line items on the "Sales Receipts" or the "Deposits" screens). Click "Download Now" to download the payments.