QuickBooks Merchant Services Not Working

When you record a deposit, do you receive an error message or is QuickBooks Merchant Services downright broken? QuickBooks users frequently encounter issues when trying to match or record Merchant Services activity, leading to errors such as these:

“Please wait. We’re matching your deposits to QuickBooks Desktop records.“
“A payment you are trying to download cannot be matched or recorded“
“Unrecoverable error XXXXX XXXX”

To address this issue we will see different examples when the users will see QuickBooks Merchant Services not working.

Depending on few situations, we have organized them in different sections for:

QuickBooks Can’t Record or Match Merchant Service Deposits
Error When Recording Merchant Service Activity
Unrecoverable Error When Trying to Record Merchant Service Deposits
If the Merchant Service Deposit Link is Not Working
There was an error communicating with the QuickBooks Payments Service (Mac)
Other Issues Related to QuickBooks Payments (Merchant Services)

Scenario 1: QuickBooks can’t record or Match Merchant Service Deposits

We’ll look at ways to troubleshoot recording or matching Merchant Service deposits in this section.

Make sure the auto-matching and record settings are activated if the Merchant Service Deposit does not match and record the deposits.

Turn on Auto-Matching and Record Settings

Start with turning on auto-matching to get QuickBooks

Begin by clicking on the Banking menu.
Then you have to select Record Merchant Service Deposits.
Now you have to choose Change your deposit settings.
Select the Auto match & record settings and turn them on.
Lastly, click Save.

Check the undeposited funds account if you are unable to find the payments to deposit or match them.

The status and speed of deposits depend on your QuickBooks software. Your deposit may take longer to appear in QuickBooks. To see when a deposit was made you can check the Merchant Service Center.

Go to All Statements after selecting Activity & Reports.
Find the transaction that you want to review. Then you have to select View.
Enter the Tax ID number’s last four digits.
Then you have to go to the Activity Summary. Verify the date of the deposit.

In the Merchant Service Center, you can also see the status of every payment transaction that you have handled.

You can open the Merchant Service Center and then sign in.
Navigate to the homepage and select Reports & Activities.
Then you have to select Deposits.
Choose the date range by going to the Dates field.
Press the “Search” button.

For further information on the payment, you can also visit the website of your bank.

Open Merchant Services in QuickBooks Desktop. If you run into problems, try the solutions listed in the following sections.

Scenario 2: Error when recording Merchant Service Activity

Sometimes, the error below appears when you try to record Merchant Services activity:

“Please wait. Your deposits are being matched to QuickBooks Desktop data.”

Error: Please wait? Your deposits are being matched to QuickBooks Desktop data.

According to some customers, after choosing Merchant Service Deposits, they see the following messages after selecting the Record Merchant Service Deposits:

“Please be patient…Your deposits are being matched to QuickBooks Desktop data.”

Users are unable to record deposits made through Merchant Service because the procedure becomes stuck.

Let’s look at how to resolve it

Update QuickBooks Desktop:

It is advised that you update QuickBooks Desktop first and check the Reset Update checkbox when you do so.

After finishing, restart QuickBooks Desktop. Proceed to the following step if QuickBooks Merchant Services is still down and you are unable to accept credit card payments.

Disconnect and Reconnect your Merchant Service Account:

Let’s attempt disconnecting and reconnecting the QuickBooks Desktop Merchant Service account.

This is the process to disconnect your QuickBooks Payment (Merchant Service) account.

Click Edit.
Select your preferences.
Press the Payments menu button.
Disconnect the Merchant Service account at this point.

To complete the process, follow the directions or prompts.

Here’s how to use your Intuit merchant service center login information to connect your QuickBooks Merchant Services (QuickBooks Payments) account.

Open QB Desktop, then select the Customers menu.
To access the company file, tap Link Payment Service. If a credit card protection notice displays, complete the forms and press OK.
For QuickBooks Payments provide the ID and password. Then you have to click on Sign In.
Select Connect. (Alternatively, tap on Transfer if you wish to move your payments account to a different company file. Then you have to select Yes, transfer.)

A symbol showing that you have signed in and are connected to QB Payments will show up on the homepage once you connect the QB Merchant Services account.

Turn Off Auto-Matching & Record Settings

For now, let’s turn off auto-matching in QuickBooks.

Select the Banking option by clicking on it.
Choose Deposits for Record Merchant Services.
Select Change the deposit settings.
At this point, disable or turn off the Auto match and record settings.
Lastly, click Save.

After that, restart QuickBooks Merchant Services to see if everything is working fine as it should.

However, you should fix your QuickBooks program if the problem continues. To do that, download and install QuickBooks Tool Hub first, then follow the instructions below.

Start by opening QuickBooks Tool Hub.
Then you have to go to the Programs Problems tab.
Select “Quick Fix my Program.”
Return to QB Tool Hub now.
Select the Program Issues tab.
Select the Program Diagnostic Tool for QuickBooks.

Try restarting QB Desktop now to see if it fixes the QuickBooks Merchant Services not working issue.

Error: A payment you are trying to download can not be matched or recorded

Other times, the error will be displayed on the user’s screen:

“You are trying to download a payment that cannot be matched or recorded.”

Below are some of the reasons why you can’t match or record payments in Merchant Service.

The bill may already be paid in full or in part.
It is possible that the invoice you wish to change has not yet reached the closing date.
The “Check” payment method in QB or the payment method itself may be damaged.
There could be problems with the Receivables.

Check if the Invoice is Already Paid

The invoice may have already been paid in full or in part, in which case you will not be able to match or record the payment.

In this case, you should take the following steps:

Find the invoice where the error appears.
You can unhappy or void all the payments to the invoice, if any. As a result, the invoice’s full payment becomes due.
Close Merchant Service Deposits now, then open it again.

Try recording the payments in QuickBooks Merchant Services at this point.

Check if the Invoice is Before the Closing Date

Let’s see if the invoice is still due on the closure date or before.

You have to close Merchant Service Deposits.
Log in as administrator to the QuickBooks company data file.
After selecting Edit, you have to select Preferences.
Then you have to choose Accounting.
Select the tab for Company Preferences.
Select Set Password/Data. Now, you have to change the closing date as needed
You have to click on OK twice and then you have to save the changes in the closing date and the preferences.

Return to Merchant Service Deposits at this point and try to record the payment once more.

Check for Damaged Payment Methods

Let’s investigate whether a faulty payment mechanism is the source of QuickBooks’ inability to record or match payments.

You have to click on Lists. Select the vendor and customer profile lists.
Select “Payment Method List.”
Verify that all of the information on the payment types and methods is accurate
You have to make changes to any incorrect Payment Methods or Types if needed.

Payment Method	Type
American Express	American Express
Cash	Cash
Check	Check
Discover	Discover
E-Check	E-Check
MasterCard	MasterCard
Debit Card	Debit Card
Visa	Visa
Gift Card	Gift Card

Return to QuickBooks Merchant Services at this point and make another payment record.

Check for a Damaged Check Payment Method

There may be issues with the Check payment methods if credit card payments are recorded normally but check payments are not.

You have the option to use a credit card as the payment method.

Begin by tapping on the Lists. Select the vendor and customer profile lists.
Select “Payment Method List.”
Then you have to double tap on Check.
You have to change the mode of payment to any kind of credit card, including Visa.
Lastly, you have to select OK.

The QuickBooks Merchant Services should now function properly and enable the recording of payments.

Troubleshoot Accounts Receivables Issues

Let us find whether problems with accounts receivable are the cause of QuickBooks Merchant Services not functioning, such as:

The QB file has a damaged receivable account.
The chart of accounts has several accounts receivable.
It is possible to store invoices against sub-accounts for accounts receivable.

Let’s see each aspect one by one.

A. The QB file has a damaged receivable account

You can create a new Accounts Receivable account by merging your current one to resolve the issue.

You can tap on the Lists and then you can choose Chart of Accounts.
Select New from the Account menu located at the bottom.
Choose Accounts Receivable by tapping on Other Account Types.
Then you have to click on Continue button.
Enter “Accounts Receivable 2” as the account name. Select “Save & Close.”
Right-click the previous Account Receivable account now. Select Edit Account.
After renaming it “Accounts Receivable 2,” select “Save & Close.”
Select “Yes” to combine the accounts when prompted.
You can rename the “Accounts Receivable2” back to the original name or any other name you choose when the merge is finished.
Open the Merchant Services Deposits window now, and try recording the payments once more.

B. The chart of accounts contains several accounts receivable

Merge the accounts in your chart of accounts if there are several accounts receivable. To do this, rename the accounts receivables with the same name and adhere to the guidelines in step (a) above.

C. Invoices may be kept on file for Accounts Receivable subaccounts

Let’s check whether the accounts listed on the invoices are subaccounts of accounts receivable.

Start by clicking on the Lists and then you have to select Chart of Accounts.
Locate the account for accounts receivable.
Choose the invoice that you had trouble with when submitting the payment request, then open it.
View the selected Accounts Receivable account.
If a subaccount is chosen, switch it to an appropriate parent account for accounts receivable.
Then you have to tap on Save and then click on Close.

Additionally, a Payments Server upgrade was made, which resolved several QuickBooks Merchant Services-related problems. Transactions can also be dismissed.

Scenario 3: Unrecoverable Error when you are trying to record Merchant Service Deposits

Sometimes, users encounter an unrecoverable error when attempting to record Merchant Service deposits in QB Desktop.

There are many causes for this, including:

The user attempts to deposit money using a merchant account that lacks full admin rights.
Multiple workstations are connected to the merchant account that was used to make the deposit.
The QuickBooks software is damaged.
The company file has damaged data or is corrupt.

Let’s see how to fix problems that cannot be recovered when logging QuickBooks Merchant Services activities.

Assign Full Admin Rights to Merchant Account User

Check the below steps that how you can assign the full rights to the Merchant Account that you are using.

Begin by entering the URL merchantcenter.intuit.com and and then you have to log in.
Then you have to select Accounts, then press on Users.
Now you have to give full admin rights to the user in question
Try recording the Merchant Service Deposits once more now.

Go to the next solution, though, if the QuickBooks Merchant Services are still not working for you.

Make sure the Merchant Account isn’t signed on Multiple Workstation

If the merchant account you are using is signed in on several workstations, QuickBooks Merchant Services Deposit will not work.

Make sure that the merchant account is only open on one computer. Go to the following step, though, if the problem with QuickBooks Merchant Services not working continues.

Resolve Data Damage

Let’s check and repair any data damage found in the company file. Use the company file’s verify and rebuild tool to do that.

Let us repair the QuickBooks Desktop, though, if the Merchant Services are still not working.

Repair QuickBooks Desktop

Using QuickBooks Tool Hub, there are two methods for fixing QuickBooks Desktop. One way to fix program issues is by using the Quick Fix my Program and QuickBooks Program Diagnostic Tool. The QuickBooks Install Diagnostic Tool is another tool that fixes installation problems.

You can repair QuickBooks Desktop, first by using Quick Fix my Program and then QuickBooks Program Diagnostic Tool, and after that using QuickBooks Install Diagnostic Tool.

After restarting your computer you have to open QB Desktop again. You can check if the QuickBooks Merchant Services not working issue is resolved or not.

Clean Install QuickBooks Desktop

The only other option left is to do a clean installation of QuickBooks if the troubleshooting methods mentioned above are unsuccessful.

You can clean install QuickBooks Desktop and check if you can use Merchant Services now.

Scenario 4: If the Merchant service Deposit Link is not Working

Are you unable to record payments and is the deposit link in QuickBooks Merchant Services not working properly?

Payments can be manually matched. But first, you must turn off automatic matching.

A. Turn Off Automatic Matching

Here’s how to disable auto matching in QuickBooks:

Begin by clicking on the Banking menu.
Choose Deposits for Record Merchant Services.
Select Change your deposit parameters.
At this point, disable or turn off the Auto match and record settings.
Lastly, you have to click Save.

B. Manually Match and Record Payments

This is the manual method for matching and recording the payments.

Firstly, you have to click on the Banking menu.
Then you have to choose Record Merchant Service Deposits.
Now you have to choose Add Payments to record tab.
Press the small arrow icon next to the list’s first deposit.
Check QuickBooks for payment verification.
To add payments to the bank deposit, select Add Payments in the Action column.
Verify the amount of the deposit in QuickBooks against the amount on your bank statement for that particular day.
Once everything matches, you have to select Save and Close.
Check each bank deposit that is listed.
You have to select Record Deposit after adding all the payments to a bank deposit.

Scenario 5: Error Communicating with the QuickBooks Payments Service (Mac Issue)

While activating the ACH e-invoice option in QuickBooks Desktop for Mac, users may encounter an error notice similar to the one shown below.

“There was an error communicating with the QuickBooks Payments Service. Please try again later.”

Update to the latest version of QuickBooks Desktop for Mac first. This is because, by the time you read the blog, the developers would have fixed any bugs or technical glitches that may have been the cause of the issue.

When you are finished, see if you can use Merchant Services to do the process without making any errors.

You may want to think about accepting credit card payments directly from your QB Desktop (Mac) company file.

You have to tap on the Customers menu.
Then you have to select Receive Payments. The payments will then be applied to an invoice.
Give the customer and transaction details.
Visit the Payment Method (Pmt. Method) for credit cards.
Depending on which option is needed to complete the transacation, tap OK, Charge, or Save.
If you select Visa, MasterCard, American Express, or Discover, fill out the relevant credit card information in the window that appears. Lastly, select the Process menu item.

Other Issues related to QuickBooks Payments (Merchant Services)

Let’s check the main issues that users have with QuickBooks Merchant Services.

The Customers’ Payment Link Is Not Working: Sometimes, QuickBooks payment links don’t working, and customers are unable to make payments to the invoices.
QuickBooks payments are not deposited: QuickBooks payments oftenly appear to be paid but are not deposited. Check the status of your payments and the Undeposited Funds account to see how this might be fixed.

All of this had to do with resolving problems that may arise when using Merchant Services. We looked at many situations when QuickBooks Merchant Services won’t function and how to fix them.

Read About: QuickBooks Error 6190 Restricting Company File Access

Frequently Asked Questions

Ques 1: How to activate Merchant Services in QuickBooks?

Ans. Select Account and Settings after logging into QBO as an admin to enable Merchant Services. Click Payments now to access the Existing Account area. Now you have to tap on Link Merchant Service or Connect.

Ques 2: How do I open the QuickBooks desktop Merchant Service Center?

Ans. You have to start by selecting the Credit Card Processing option from the Customers menu. Select Merchant Service Center now.

Ques 3: Why is there a problem with my Intuit QuickBooks?

Ans. If there is a problem with the company file or the program, QuickBooks Desktop may not work correctly. Use QuickBooks Tool Hub to solve it by scanning your company file for data damage and repairing your QuickBooks program.