Credit Card & Payment Processing

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  • Reading time:5 mins read


  • How can I take payment in AdvancePro?
  • How does Payment pass between QuickBooks and AdvancePro?
  • How can I configure and use Credit Card processing with AdvancePro?

Webinar transcript

APT University: Payment and Credit Card Processing

Hello Everyone and welcome to APTU – Today we’re going to be covering Payment processing, Credit Card processing, other payment methods, and how to configure and use them

Specifically, we’re going to look at the following features of AdvancePro
Setting up a variety of payment methods
Setting up payment processors
Taking payment upfront (in AdvancePro)
Taking payment on terms(in AdvancePro)
How payment status is handled for old invoices?
How Payment status moves back to AdvancePro if payment is taken in QuickBooks

So jumping into AdvancePro, we’re going to start in the admin panel.

The first Area we’re concerned with here is the payment methods screen. This is fairly simple, we can just add payment method names like cash or bank transfer, but we get a few extra options when we make a method named Credit Card (or any of the common credit card names) or Check. In these cases it will give us the option to set the credit card number and other information needed to process the card, and for a check it will give us the option to put the account holder and the cheque number. This information can be passed to QuickBooks.

Now the next area we’re going to visit is the utilities screen under Payment processing.

AdvancePro works with three credit card processors,, payflowpro by paypal, and VirtualMerchant. These are used if you want to directly deduct funds from a credit card and get an approval right in AdvancePro. If you want to use some other payment processor like Stripe or Chase, you can simply leave these settings alone, and process the totals in AdvancePro,, the Stripe or Chase payment in that kind of example would be run through the Terminal or app for that payment processor, and then you would just be using AdvancePro to record the payment.

Each of these credentials should be readily available from your merchant accounts, just cut and paste them into AdvancePro

So now that we’ve addressed the basic setup, let’s walk through actually taking a payment.

AdvancePro deals exclusively with payments taken from your customer. Payments made from you to your vendor would need to be handled in QuickBooks or your alternative accounting platform.

So what we’ll do is we’ll start an order, once we get a few items on that customer order and hit save, we’ll see a number of buttons are enabled on the left, one of these buttons, is the payment button. It’s got the picture of the green chequebook and the red pen.

Let’s open that up to get to AdvancePro’s payment terminal, if you’re recording a cash payment or a payment made elsewhere, just choose your payment method, enter your total, and hit process, this can be a partial payment too.

If you’re going to be using Authorize, PayflowPro, or Virtual merchant, you’ll see a checkbox to process the card, as long as that box is checked, advancpro will attempt to run the payment through your merchant account. You can enter the card details below. And click process and you’ll get an approved or denied notice in a moment.

So that covers advance payment, Typically we can click Place and process order to send the order through shipping, or I’m going to skip that step by using the Direct invoice checkbox, So this is skipping the pick, pack and ship and it now considers these products delivered, AdvancePro has created an invoice.

Now normally after something has gone through pick,pack and ship you can access the invoice by going to customers, view all invoices and credit memos.

Now you’ll see the pending invoice and you can choose to finalize the invoice by clicking the create invoice button, this will open the invoice up for payment and it will prepare the invoice for the next QuickBooks sync.

Now if we go from pending invoices to finished invoices, we can open up our invoice and we’ll see that payment button again, so here we can take a payment on terms.

Now payments made in AdvancePro can sync directly to QuickBooks, and if you enable the query option on Admin>site settings> QuickBooks, you can allow paid invoices to be marked as paid in AdvancePro.

So now as a sales person starting a sale, I can see the invoice and payment history for a customer and be sure they’re in good standing before I make the sale.

So this concludes today’s discussion of payments in AdvancePro.