RentalWorks Payment Processing and CardConnect Integration Training

One at a time. Our first step is going to be to move Avon over to Rentaworks. We're going to use CardConnect. We have two payment processors set up through CardConnect for the Avon warehouses, and we want to use Rentaworks' core functionality and everything that's available to record payments that are made from credit cards and from non-credit card payments in Rentaworks to make sure that we have that all set up. And it flows right on through QuickBooks. Right now, we are not doing that for the Versatile instance. We are recording payments in QuickBooks rather than in Rentaworks. But because we're going to unify the companies on one similar workflow, I figure it's a good time for everyone to learn how to do this, even though Versatile may be a little further behind. But they will be doing the same thing that we We're all out at Avon here. So this is more of a training for how are we going to do it for Avon, but it will be directly applicable to Versatile in the near future once we have CardConnect set up for them or CardPointe.

Got it.

Through RentalWorks.

So Versatile is still putting their orders and their invoices in RentalWorks, just not tracking payment in RentalWorks yet, correct?

That's correct.

Okay. So one of the things that You don't necessarily have to run the credit card through RentalWorks and CardPointe, but we'll still have to track the payments in RentalWorks in order for those invoices to get like fully closed. Again, you can do that without using CardPointe. Like there are lots of people who aren't using the CardPointe integration, but they still say, hey, I ran a credit card outside of RentalWorks. And but to track that receipt, still has to happen because the— all of RentalWorks, it's an on/off switch. Is receipts on? Yes.

And then if you need a card, it goes to CardPointe.

Yeah, sorry, what was it? Um, so then if, if the, if the receipt didn't— doesn't have to get pushed, like you don't have to run the card through RentalWorks, but you still have to let RentalWorks know that that invoice was paid.

Okay, so it does make sense. Um, for the purposes of this training, let's assume that all of our credit card payments will be made and recorded through Rentaworks, and then any non-credit card payments will also record in Rentaworks, but obviously we're not facilitating them through Rentaworks, if that makes sense.

It does. Um, so for anyone using Rentaworks, we're just going to start at the process or in the workflow at the point at which the invoice is created, right? Because the invoice is the only thing that we can pay, and the invoice is the only thing that can, um, uh, can move to— this is the only thing that we can pay is the invoice. So you can have an order with like recurring weekly billing or, uh, 50% upfront, 50% at the end, or whatever, but we're just talking about it once it's hit the invoice point. So when an invoice is created, it's in new status. It is not— it is barely editable. Like you can't edit anything on the rental or the sales tab that's locked down from whatever happened while it was an order. You can add like a miscellaneous charge if you forgot something later. But by and large, the invoice is what the order says it was supposed to be. The step after the invoice is created is to approve it. And this is a manual process. You can approve one at a time from within the invoice, or you can select multiple and approve them like in bulk. And then remind me, we are, yes, integrated to QuickBooks Online. So the next step, so you have the invoice created, it's a new status, then you're going to manually approve it, then you'd process it. During the process— so let's see if I have any that are approved. Okay, so only an approved invoice can be— I'm not linked to your thing— can be processed. So there would be a button here that says— oh, that's a versatile one anyway— that says process, and that sends it to QuickBooks, um, so that QuickBooks now has record of that invoice. So that moves the invoice. We had new, we manually approved, we processed it. Processed invoices mean it's specifically waiting for its receipt. These are the only ones that you can create a receipt for. Now you can take in money that does— like a deposit, let's say, that doesn't actually apply to an invoice. It's going to get applied later. But a processed invoice means it's waiting for payment. So from the processed invoice, you have a pay invoice button. Or if you go to main menu— let's see, who's the customer? This one happens to be Orange. Okay, main menu, billing, receipts, and say yes, I would like to add a new receipt. So you would enter in the customer And then, oh, not a bad one. That's fine. I'm in the wrong. Find one that exists. Location, I just want each student. I don't have anything for them. Let's see, Yvonne.

You'll probably only have them out of versatile right now, just because we're not. Got it.

Okay.

Yeah.

But here, I'm going to bounce over to my database just to go through the workflow without actually running an invoice anywhere in your system.

Okay.

So status, we want processed one. Okay, so Acme Movement. So if I go to main menu, billing, billing. Oops, sorry. Main menu, receipts, billing receipts. I said I want to add a new receipt, some sort of tracking. I'm going to add the customer, put how that customer paid. Now, if they paid by cash, put in cash, right? If they paid by check, check with the reference number. The important thing that's happening here is that you see the invoices down here below that this customer has yet to pay. You will not see an invoice here unless that invoice has been processed. So if it was just created and just sitting there, it's new status, it won't be here. If it's just been approved but not yet sent to QuickBooks, it won't— you won't see it here either.

So Melissa, can I just interject for clarification? So when something is processed, that means it's been sent to QuickBooks, right?

Correct.

So it has to be sent to QuickBooks before we can apply a payment receipt to the invoice.

Correct.

Got it.

Okay, so if we'll just do the easy way, if they sent me a check, their check was 123-2, um, they sent me a check for $12,075 and they are applying it all for this invoice. You save this receipt and then this receipt gets pushed to QuickBooks as well. There's a process, so just like on the invoice where there's a process button on the receipt, you say process and it will now push the receipt over to QuickBooks as well. If they are— let's make a new receipt. We'll do it for a customer. So if they are paying by credit card, then the payment type is credit card. Or I mean, you guys will have— I think you just have one called credit card. This database happens to say American Express versus Visa. It doesn't matter. But when you— the payment type is credit card, you get this process payment button. You'll notice like if I have cash, I don't have that button. As soon as I have told the system that I'm going to be running a credit card, I get this process payment button. So you will put in the amount and then in process— oops— in process payment, you can either choose a saved card if there's a card saved on their customer record. You can enter a new card on the fly, or you can associate to a PIN pad. So if you have like the PIN pad set up, you say yes, I'm using the front desk one, or I'm using the warehouse PIN pad. And then when you click on process payment, then it goes to the device or it runs the credit card. This one doesn't have a credit card on the file. So we found one. We've got a credit card at a Ravensburger. Or let's say I'm going to apply a 653 to this invoice using— oh, they don't have— I'm using a saved card, or I'm trying to find someone in my database that has a credit card stored. And once that receipt is applied to the invoice, like, so you had an invoice that was processed, once the receipt has been created and applied, then that invoice will be closed. So that— go ahead.

So I had a little dummy invoice that I had here. For some reason, to make it processed, you had to pay the invoice within the invoice itself, correct?

No, not necessarily.

Because I have my pay invoice button is grayed out and I'm not able to select it on the one that I'm trying to do here.

What's your invoice?

The invoice number is AS100005. So 100005.

Got it. So you're approved. You haven't yet sent to QuickBooks.

Oh, okay. So everything has to be sent to QuickBooks first, correct?

Well, it has to be.

Yeah.

You have to go. So created the invoices in new status, then you manually approve it, then you process it. It is in this step that it goes to QuickBooks and then you are waiting on a processed invoice. Only a processed invoice can be paid.

I just— I think I don't see the spot where I mean where QuickBooks will be integrated, where it gets sent there.

So it looks like— let's see. It looks like only HDRs— no, that's a lie. Avon and Avon. Um, oh, you're not set up to have permission to send.

I can't— I see.

Yeah.

Um, Joseph, that's what J stands for. This whole thing. Okay, so here, I'll put myself in there too so you can see it on my screen.

But yeah, I think that's where I was just kind of trying to figure out what was happening. But that makes sense now. It's user access on the QuickBooks setting itself. So I need to get you all added on there as well. Okay.

So on a processed invoice— I'm sorry, on an approved invoice, Again, you can do it from the Browse window, or you can— I gotta find one for the rate. Where's Jason? Oh, here. Who has been processing them? Donna, has been you? You have the Process button yet?

I've been, I've been processing them, um, and our accounting team's been processing them.

Yeah, got it. Processing them. Got it. I don't know why I can't see my own. Yeah, is it because that location's not— no, it is. Avon Saticoy is on here. I mean, you'll see that QuickBooks will, um, will remove— like, it'll expire itself, uh, HDs. Um, and sometimes, right, a disconnect and a reconnect will— like, because QuickBooks will kick you out every now and then. But I should still see, like, on an approved invoice— like, I can show you in my database you have the process in the— in on the invoice itself, or from the invoice browse, you also have process. So you can select multiple. So hey, what's that?

Oh, because it would just have to be a user that's selected like in QuickBooks itself as well.

So I will get— so if I tried to process this, so in RentalWorks it's saying do I have permission to see the process button? If I try to process it and I don't have QuickBooks permission to like create an invoice, then QuickBooks will send any, uh, error message you get in an orange pop-up, like an orange toaster in the bottom right, means QuickBooks is mad about something. So in the events, there it is. It's because I was logged in to HDR's office and not Avon's office. So Um, if I try to process it and QuickBooks doesn't want it for whatever reason, I'll get an error message that says, hey, like sometimes it's like user has no permissions, or I don't like the GL account it's being mapped to, or what, I don't know, could be one of a billion QuickBooks errors. But the process button would get you to push this to status processed. That also uploads to QuickBooks in the same set, and then your pay invoice button would be lit up.

Got it. I think that— yeah, so I just want to make sure that the users are set up then before starting. I think that's just where it was misconstrued. So thank you for that.

Yeah, of course. So if you are— if a customer is paying multiple, um, multiple invoices at once So I don't have more than one here. Um, let's see if I can find someone that's got a handful.