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QuickBooks Setting Up Procedure

You can use QuickBooks to accept card payments arising from your business, and transfer the transaction details through WorldPay's payment processing system. To do this, you need to have successfully applied for WorldPay's payment processing service.

After you have applied, before you can start processing payments through WorldPay, you need to complete these steps:

Step 1

Step 1. Complete your Application
After finishing your online application, you need to verify your bank details:

  1. Complete our Bank Compliance form (the form that you filled-in and printed, as part of your online application).
  2. Get your bank to stamp/mark the form.
  3. Sign the form and return it, together with any other appropriate original documents (in the same envelope), to:

WorldPay Limited (Applications)
WorldPay Centre
The Science Park
Milton Road
Cambridge
CB4 0WE
United Kingdom

Note: The company name that you used for your online application to WorldPay must match that shown on all documents you send to us.
Step 2

Step 2. Confirm your Bank Details
To confirm your bank details:

  1. Login to the WorldPay Management System, using your username and password.
  2. From the Company Accounts section, select Configuration options for the new account (showing as: "(not yet live)").
  3. View your account's bank details, and make any changes needed.
  4. Select Save Changes.
Step 3

Step 3. Set the Security Passwords for WorldPay
Before you can start accepting card payments with QuickBooks, you need to prepare your account for secure communications with our payment system.

We use high-level security methods with encryption of passwords (known as 'MD5' encryption), to enable secure communications across the internet. The encryption turns your account information into a scrambled code (which can later be unscrambled/decoded), to prevent unauthorised access to your information. These security passwords - or 'MD5 secrets' - have to be known by both WorldPay and your QuickBooks software.
Tip: We recommend that you write down the IDs and Passwords you use, as you setup your account.

To set your security passwords for WorldPay:

  1. Login to the WorldPay Management System, using your username and password.
  2. From the Installations section, select Configuration options for the 'Select Junior' installation.
  3. Enter 'your MD5 secret for transactions' (the security password to be used for encryption) and then re-enter it to confirm.
    Note: please ignore all of the other settings on this page. You do not need to make any changes to current settings.
  4. Make a temporary note of the security password that you entered.
    Note: you do not have to permanently remember this password, as it is automatically stored and used by our systems (to safeguard your information during communications across the internet). You also need to enter this information into QuickBooks - see below.
  5. Select 'Save Changes'.
  6. Select 'Home'.
  7. Repeat steps 2 to 5, but this time select Configuration options for the 'Select Junior Invisible' installation.
    Note: the 'MD5 secret for transactions' password used here must be the same as the one you used in steps 2 to 5, above.
  8. Enter the 'Invisible auth password' and then re-enter it to confirm. This can be any password that you will find easy to remember.
  9. Your WorldPay installations are now able to use these security passwords for encrypted communications across the internet.

To set your security passwords for QuickBooks:

Your WorldPay account needs to communicate securely across the Internet with your QuickBooks account. Thus the systems at WorldPay and QuickBooks must both be able to scramble/encrypt and unscramble/decrypt your information. For this to happen, you need to make the settings for your WorldPay security passwords (the same 'MD5 secret' details that you entered above) available to your QuickBooks software.

  1. You need to make sure that you have registered your copy of QuickBooks.
  2. Open QuickBooks, and go to the Help menu.
  3. Choose My Licence Information and scroll down to the last section.
  4. Click on 'Enter my QuickBooks Card Solutions information'. A dialogue box will appear.
  5. Enter your IDs and passwords in the appropriate fields. These have to be the same IDs and passwords that you entered earlier on the WorldPay system.
  6. You will also need to choose the bank account and expense account you will be using in conjunction with QuickBooks Card Solutions.

After you are Live

Please note that you cannot have a Live account with WorldPay, until:

  1. we have received and processed your Bank Compliance form (see step 1, above)
  2. we have approved your application
  3. you have completed all of the steps given above.

Once WorldPay has processed your application and set your account to Live, you can start processing payments in QuickBooks, view and download a statement of your transactions, and then import the data into your QuickBooks file.

Downloading a Statement to QuickBooks

To download a statement of transaction details from your WorldPay account to your QuickBooks software:

  1. Login to the WorldPay Management System, using your username and password
  2. From the Company Accounts section, select Get Statement
  3. Enter the Start and End dates for the statement
    (Important: Make sure your dates do not overlap with previous statement dates. QuickBooks will not be able to distinguish between two legitimate entries with the same information and accidental duplications, and if dates overlap duplicate entries may be created and your books will not agree.)
  4. Click EXPORT INTUIT QUICKBOOKS STATEMENT. An IIF file will be created which you should name descriptively (we recommend that you include the dates covered in the filename) and store in a particular directory for import into QuickBooks.
  5. In QuickBooks, go to the File menu and choose Import. Follow instructions to import an IIF file. Your data will be automatically updated. (Note: Extensive Help topics on how to import IIF files are available in QuickBooks.)