QuickBooks Merchant Service Backup Voice Authorization Procedure

If a credit card transaction cannot be authorized electronically (for example, the transaction amount exceeds your sales cap, or the cardholder’s account was put on hold), you can authorize the transaction by phone. (Please note, there are transaction fees for voice authorizations).

Getting a voice authorization is not the same as processing the transaction. A voice authorization simply assures that the cardholder has sufficient funds available and secures them for your use. You still need to process the transaction to receive the funds.

1. Call the appropriate Authorization Center:
   • Visa/MasterCard: (800) 228-1122
   • American Express: (800) 528-2121
   • Discover: (800) 347-1111
   • Diners Club: (800) 252-7376
2. Provide the following information:
   • Your merchant account number. (This number appears on your monthly statement, and in the approval e-mail you received when you first signed up.)
   • Credit card number
   • Card expiration date
   • Purchase amount
3. You will be given an authorization code. Write this number down.

To complete the transaction and receive the funds, you must process it a different way than usual.

1. Open the QuickBooks Merchant Account Service Manager from: https://merchantcenter.intuit.com
2. Select Processing Tools and Charge a Card 
3. Check the box for I have a voice authorization code
4. Enter the Voice Authorization Number you received from the authorization center, complete all necessary fields.
5. Click Submit at the bottom of the window.

If a sale is canceled after you’ve received authorization, you need to cancel the authorization. Call the same number provided above.

To record the transaction in QuickBooks Online: Since the transaction has already been processed, you only need to enter the transaction information in QuickBooks Online.

1. Go to the Plus sign icon and choose either Sales Receipt, Receive Payment, or Refund Receipt, as appropriate.
2. Enter the transaction as you normally would, except do NOT select Process credit card.
3. In either the Ref # field or the Memo field, enter the authorization code you wrote down earlier, in case you need to refer to again later to the code.
4. Click Save.