From the QuickBooks Transactions window (from the QuickBooks tab > QuickBooks Integration), once you click in 'View Transactions', several advanced record control options appear.
Note: All of the check boxes are checked by default.
Hide transactions missing banking information
As you may not be collecting and paying electronically from all of your customers, employees and vendors, this option suppresses those profiles who you are not paying or collecting from electronically.
Example: You have 50 employees and 40 of them have signed up for Direct Deposit.
By default, when viewing this screen, only the 40 employees on Direct Deposit will be displayed, as these are the electronic transactions you will be creating.
If you want to view the other 10 employees who will be paid by paper check, uncheck the box.
Note: Viewing the other 10 will have no effect when creating an ACH file. They will not be included in the ACH file as these employees do not have their banking information stored in their profile.
Hide transactions already processed
If the date range you select includes a previously processed transaction, by default ACH Universal will suppress displaying the transaction.
Note: Viewing previously transmitted transactions will have no effect when creating an ACH file. They will not be included in the ACH file, as these records would be considered duplicates.
Caution: If you are using a multi-user version of QuickBooks, but only a single-user version of ACH Universal, not all transactional history may be in your desktop audit trail.
Electronic transactions processed by others will not be marked as duplicates (already imported) in your system.
You can accommodate for this by marking these records as 'Do not transmit'.
Advanced Record Control:
To use any of these Advanced Record Controls, first select the transactions (the row will highlight in blue), and then click on one of these buttons.
- Do not send (temporary)
Enables you to temporarily hold a transaction from being sent to ACH Universal and, therefore, not being included in the ACH file.
Caution - This is a temporary marking.
If 'View transactions' is clicked, or the report is re-run, your selections will be reset.
Example of use: A customer authorizes you to draft funds from their account, but at the last minute asks you to wait another day to perform the draft.
- Do not send (permanent)
Enables you to permanently hold a transaction from being sent to ACH Universal and, therefore, not being included in the ACH file.
Your selections are saved to the ACH Universal database. Clicking 'View transactions' or re-running the report has no effect on your selection.
Example of use: You received goods from a vendor and created the payment in QuickBooks.
However, before processing, you realize the goods are damaged and the vendor is not being cooperative. Select this transaction and place it on permanent hold.
When you have come to terms with your vendor, you can mark it to be paid by using the 'Send' button described below.
- Send (over-ride)
Enables you to resend a transaction that (ACH Universal says) you have already sent, or to send a transaction that you have placed on hold.
Example of use:
--You marked a transaction as 'Do not send (permanent)', but now want to release payment. Use this button.
--If you sent a payment to a vendor or employee, but the transaction was returned as they closed their bank account and neglected to tell you. You can resend the transaction using this button.
QuickBooks® is a registered trademark of Intuit