QuickBooks Payments Error – How to Clear a Credit Card Expiration Message and Re-Process Transaction

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QuickBooks Payments is by far my favorite merchant service provider when processing inside of QBO. Using QuickBooks Payments allows you to maximize automation in various ways. QuickBooks Payments allows QBO to Receive Payments and make Deposits both for Invoices and Sales Receipts. You can also optimize automation by creating recurring sales receipts. Follow this link for more information on how to create Recurring Sales Receipts.

Because, I recommend QuickBooks Payments for most of my clients, from time to time I find unique errors and sometimes must find my own solutions to resolve them. Recently, a payment failed because of an expired credit card. So I wanted to share the steps I took to identify and resolve the problem.

(1) The Alert was visible on the QBO Dashboard.

(2) By clicking on the Alert, I was able to view the error.

(3) Opening the transaction allowed me to see the Sales Receipt which failed but not edit the card information. 

4) I had to open the Customer Information detail (as shown below), and then

5) Edit the credit card expiration date (as shown above) before I could reprocess the transaction. Step 5 is where I could have stopped if all I needed was to edit an expiration date but, in this case instead of a new expiration date I was given a new credit card. Since I was not able to delete the old card out of QBO, I had two visa cards stored and the old sales receipt would not recognize the new card.

6) Since, the payment failed and the original Sales Receipt has the old card stored in the transaction, I had to either delete the transaction or create a Refund Receipt and close the failed Sales Receipt.

7) The old Recurring Sales Receive had to be deleted and a new one created in order to allow the new card information to populate for payment processing.

8) Remember to select Use on the newly created Recurring Sales Receipt to replace the failed one.

Because QuickBooks payments allows you to see and edit the merchant details inside of QBO, you can use one system for both accounting and processing, keeping it simple. But, from time to time I have ran into bookkeeping errors due to the number of transactions processed through these services; and that means finding work-arounds for such errors. Presently, there is not a way to delete old payment information out of QBO, maybe if enough of us request it, Intuit will provide us with a method to either remove or hide it.