Sage Evolution and Sage Pay Integration

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1 Sage Evolution and Sage Pay Integration Introduction and purpose Do you want a safe and secure payment solution for your business? Sage Pay has over 10 years experience in providing payment solutions to small and medium sized business throughout South Africa. We are excited to announce that Sage Pay integrates with Sage Evolution, allowing your business to receive customer payments and make supplier payments in a few easy steps. Before you can configure Sage Pay within Sage Evolution, you are required to have a Sage Pay account. To sign up today, visit Configure your Sage Pay account number and service keys. Prepare your customers and suppliers for Sage Pay payments and receipts. Link your bank account to the Sage Pay EFTS Layout. Start receiving and making payments. Automatic reconciliation. You can validate bank details and request credit risk reports via Sage Pay as well. Who is Sage Pay? Sage Pay, originally known as Netcash, was formed in The company has since grown to be a major 3rd party payment processor and registered system operator. Sage Pay s acquisition by Softline Pastel (subsequent renaming to Sage) is a testament to their success and recognition as a leading provider of payment services in South Africa. Click here for quick guide. What is Sage Pay? Sage has developed Smart Money Movement solutions that will track a transaction through it s lifecycle, from when it originates, gets executed and ultimately reconciled. Collect payments, make salary and supplier payments and have all your transactions reconciled back into your Sage software, directly from one online secure Sage Pay account. Sage Evolution 1

2 Sage Evolution accommodates the following Sage Pay Services: Pay Now Creditor Payments Risk Reports Sage Pay offers you an online payment gateway which allows you to collect payments in real time from your customers via Credit Card, Bank EFT and cash payments from the Sage Pay banner generated on invoices and statements. The Sage Pay creditor payment service allows you to make secure payments to creditors at any South African bank. You can view a log of the loaded batches and authorised payments, and view payment batch reports using the Sage Pay Account Service. With a Sage Pay account you now have access to a range of risk management services including credit checks from multiple credit bureaus and business registration verifications from CIPC. <<Sage Pay integrates within Sage Evolution by using your Sage Pay account number and service key details.>> How does it work? A simple explanation would be as follows: Step 1: Contact Sage Pay and open a Sage Pay account. Step 2: Deposit funds into your Sage Pay account. Step 3: Integrate Sage Pay and Sage Evolution.* Step 4: 1. Generate Risk Reports. 2. Receive Customer Payments. 3. Pay your suppliers. *This document will guide you on how to integrate Sage Pay and Sage Evolution in detail. Sage Evolution 2

3 Integration Once Sage Pay is integrated within Sage Evolution, the following modules are automatically configured to incorporate the Sage Pay services, provided that there is a stable connection: Modules Sage Evolution Path Sage Pay Service Setup / Transactional Use Common Common Company Bank Accounts Common Company Details Integration / Connection Service Keys Administration Administration Agents Integration / Connection General Ledger Accounts Receivable Accounts Payable Inventory Annuity Billing Job Costing Point of Sale Mobile Sales General Ledger Transactions Cashbook Batches Bank Manager Accounts Receivable Maintenance Customers Accounts Payable Maintenance Suppliers Accounts Payable Transactions Automatic Payment and Remittance Batches Accounts Payable Transactions Sage Pay Account Service Inventory Transactions Invoice Invoice Invoice Invoice Invoice Creditor Payments Pay Now Risk Reports Pay Now Risk Reports Creditor Payments Pay Now Sage Pay Banner Pay Now Sage Pay Banner Pay Now Sage Pay Banner Pay Now Sage Pay Banner Pay Now Sage Pay Banner Create a dedicated Sage Pay Bank Account. Enter your Sage Pay Account Number and Service Keys for integration purposes Dedicate agents to perform Sage Pay transactions. Create a Sage Pay Cashbook Batch and use Bank Manager to import your Sage Pay Account Statement for automatic reconciliation purposes. Validate customer account details and perform credit checks using the Risk Report within Sage Pay. Validate supplier account details and perform credit checks using the Risk Report within Sage Pay. Uploads the Automatic Payment and Remittance batch to Sage Pay and authorise the batch payment using the Sage Pay Account Service Process invoice and the Sage Pay banner will display at the bottom for customer to use the Sage Pay payment portal. <<The only add-on module which is not affected at this point is Retail Point of Sale.>> <<Please Note: Foreign Currency customers and suppliers are not catered for.>> Sage Evolution 3

4 Relationship and Support Sage Pay and Sage Evolution Support Departments have joined forces and will assist customers with their support queries with utmost urgency and professionalism. The following grid will be your guide to determine which support department will apply at which stage during the integration process: Sage Pay Support Sage Evolution Support Sage Pay Support New Sage Pay account enquiries. Existing Sage Pay account enquiries. Sage Pay services enquiries. Sage Pay service keys enquiries. Entering your Sage Pay account number and service keys in Sage Evolution. Creating your Sage Pay account as a Bank Accounting within Sage Evolution. Linking EFTS Layouts. Validating customer and supplier information. Processing invoices displaying the Sage Pay Banner. Connection time specification setups. Generating cashbook batches and using Bank Manager. Processing Automatic Payment and Remittance Batches. Account Service Risk Reports Pay Now Portal Connection errors Sage Pay Bank Statement Enquiries Submitted Creditor Payment Batches Authorising Creditor Payment Batches Sage Evolution 4

5 What happens when your customers pay you? Prepare to receive payments from your Customers using Sage Pay. Ensure that the Sage Pay Settings are applied to the Sage Evolution DB. Process Invoices. Print Customer has the option to select from four payment methods. P-Code is generated. EFTS Retail CCard QR Customer pays you via online banking or a bank deposit. The Retail Shop will scan the barcode on the invoice for payment. The customer will be directed to the Sage Pay payment gateway. Scanning the QR code will open the Sage Pay payment gateway. Paid into your Sage Pay Account. P-Code is verified. Bank Manager Sage Pay pulls the bank statement. Sage Pay reads the P-code of the transaction/s. Sage Pay allocates the payments to company s Sage Pay bank account. Company pulls the Sage Pay bank statement from Sage Pay. A cashbook is generated and allocations are done automatically. Sage Pay Layout Sage Evolution 5

6 What happens when you pay your suppliers? Prepare to pay your Suppliers using Sage Pay. Ensure that the Sage Pay EFTS Layout is selected in the AP Default Settings. Create an Automatic Payment and Remittance Batch. Specify the EFTS Processing option and select the Sage Pay bank account. Generate the batch. Sage Pay will accept or reject your batch submission. An EFTS file is generated and sent to Sage Pay automatically. Process the batch. [At this point the transactions are processed in Sage Evolution.] Rejected Accepted You will have to manually upload the file to Sage Pay. Click on the Sage Pay Account Service option via the AP Module. Ensure that there is sufficient funds in your Sage Pay bank account. Authorise the batch. Sage Pay will process the batch. [<13h00 = same day / > 13h00 = next day] Your Sage Pay Bank Statement will reflect the payments. Sage Evolution 6

7 Configure your Sage Pay Account Number and Service Keys 1. Navigate to Common Company Details. 2. Click on the Sage Pay tab. 3. Enter your Sage Pay (Customer) Account Number in the field and validate the account number by clicking on the Validate button. 4. Enter your service keys in the grid to the corresponding service and click on the Validate button again. Sage Evolution 7

8 5. The Connection Settings section allows you to set the maximum time the application will wait for a network connection to be established. If the timeout expires or a network error is encountered, it will still allow you to send or print the invoice or associated document without the Sage Pay banner. This will ensure the customer does not have to wait for a restored connection to pay for their goods. Timeout Options Explanation Default Timeout Recommended Connection Timeout Establishes or sets the interval of time provided for a connection to open before the transport raises an exception. 10 seconds Receive Timeout Sets the interval of time that a connection can remain inactive, during which no application messages are received, before it is dropped. 10 seconds Enter values in the respective timeout options which comply to the accepted standards of your business environment. Send Timeout Sets the interval of time provided for a write operation to complete before the transport raises an exception. 10 seconds 6. Click on the Update Connection Settings Only button to save your connection settings. Sage Evolution 8

9 Update an Agent s details 1. Navigate to Administration Agents. 2. Create a new agent or edit an existing agent. 3. On the General tab, in the Sage Pay User Details section of the screen, enter your Sage Pay access details. 4. Sage Pay would have provided you with the following information: Username Password PIN number 5. Click on the OK button to save the changes. Sage Evolution 9

10 Create a Sage Pay Bank Account This account will be used to process your supplier payments and receive your customer payments. 1. Navigate to Common Company Bank Accounts. 2. Enter your bank details. 3. In the EFTS Details section, select the default Sage Pay Creditor Payments layout. 4. Specify the path for the output file. 5. Click on the OK button to save the Sage Pay Bank account. Sage Evolution 10

11 Prepare your customers for Sage Pay 1. Navigate to Accounts Receivable Maintenance Customers. 2. You can either add a new customer or edit an existing customer. 3. Navigate to the Bank & Other tab. 4. Enter the customer s account details in the respective fields. 5. It is important to link the bank account to an Account Type. 6. A message displays in red, informing you that the bank account details have not been validated. 7. Click on the Validate button. 8. A message will return stating that the bank details are valid or that the bank details could not be verified. If it returns a message that the bank details could not be verified, just double check your selections or contact the customer. Sage Evolution 11

12 9. If you want to perform a credit check, ID number validations or a manual bank account verification, click on the Debtors Service button. 10. When this button is clicked, it will reroute you to the Sage Pay service page. 11. You can perform your checks and validations by selecting the required service icon on the Sage Pay page. Please note that some of these services are chargeable. 12. For additional information explaining the abovementioned services, click here to visit the Sage Pay quick guides. Sage Evolution 12

13 Prepare your suppliers for Sage Pay 1. Navigate to Accounts Payable Maintenance Suppliers. 2. You can either add a new supplier or edit an existing supplier. 3. Navigate to the Bank & Other tab. 4. Enter the customer s account details in the respective fields. 5. It is important to link the bank account to an Account Type. 6. A message displays in red, informing you that the bank account details have not been validated. 7. Click on the Validate button. 8. A message will return stating that the bank details are valid or that the bank details could not be verified. If it returns a message that the bank details could not be verified, just double check your selections or contact the supplier. 9. If you want to perform a credit check and a manual bank account verification, click on the Creditors Service button. 10. When this button is clicked, it will reroute you to the Sage Pay service page. Sage Evolution 13

14 11. You can perform your checks and verifications by selecting the required service icon on the Sage Pay page. Please note that some of these services are chargeable. 12. For additional information explaining the abovementioned services, click here to visit the Sage Pay quick guides. Sage Evolution 14

15 Import your Sage Pay Bank Statement using Bank Manager 1. Navigate to General Ledger Transactions Cashbook Batches. 2. Select your Sage Pay Cashbook from the list or create a dedicated Sage Pay Cashbook. 3. When the cashbook is opened, it will display as follows: Sage Evolution 15

16 4. Click on the Bank Manager button. 5. The following screen displays: 6. Select the Automatic Sage Pay Feeds layout from the drop down menu. 7. Click on the OK button. 8. Bank Manager will open showing a summary of the statement: 9. Click on the Continue button. Sage Evolution 16

17 10. The transactions will populate into the Statement Preview grid. Use the Bank Manager functions to perform mappings, import or export actions and to submit the statement into Sage Evolution. Sage Evolution 17

18 Process Automatic Payment and Remittance Batch 1. Before you can get started processing creditor payments, it is important to set up your EFTS Default settings. 2. Navigate to Accounts Payable Maintenance Defaults. 3. The following screen displays. Ensure that you select the dedicated Sage Pay Creditor Payments layout in the drop down menu. 4. Also specify a destination folder for the EFTS Output file. 5. Click on the OK button. Sage Evolution 18

19 6. Navigate to Accounts Payable Transactions Automatic Payment and Remittance Batches. 7. Create your Sage Pay APR batch from the list or create a dedicated Sage Pay APR batch. 8. The following screen displays: 9. In the Payment Run section of the screen, ensure that you select the EFTS Processing options and select the Company Bank Account from the drop down list. 10. Also go to the EFTS Run tab and ensure the Produce EFTS option is selected. 11. Click on the OK button. 12. The batch will be created. Sage Evolution 19

20 13. Process your batch. 14. The batch will automatically connect with Sage Pay and submit the batch. 15. If the batch did not upload to Sage Pay due to connection issues, it is possible to manually upload the output file directly into Sage Pay. 16. To authorise the creditor payments, navigate to Accounts Payable Transactions and click on the Sage Pay Account Service in the work area. Sage Evolution 20

21 17. The following iframe will open with the Sage Pay options. You can view the reports and authorise the payment batch. 18. For additional information explaining the abovementioned services, click here to visit the Sage Pay quick guides. Sage Evolution 21

22 Process invoices with Sage Pay payment options 1. Navigate to Inventory Transactions Invoice. 2. The following screen displays: 3. Complete the invoice screen with the necessary information, such as: Customer Order Numbers Inventory items Quantities Additional Charges And so on. 4. Click on the Process button. 5. The system will ask you if you want to print the invoice, click on the Yes button. Sage Evolution 22

23 6. The invoice will print as follows: 7. Notice the Sage Pay banner at the bottom of the invoice: Retail Code EFTS Payments (Cash/Debit Card Payment) Online Credit Card Payment QR Code 8. If this banner does not display, you either lost connection or the customer s details within Sage Evolution have not been validated for Sage Pay. Sage Evolution 23

24 9. The P[Number] is automatically generated by Sage Pay and allocated to the invoice. It is unique to the invoice and is the reference number for the transaction. For EFTS payments, the customer will use this number as the payment reference number. For the other payment options, this P[Number] will automatically be linked to the payment because it is embedded in the barcode, the Pay Now link and the QR Code. 10. The system will also prompt you if you want to the invoice by displaying the following screen: 11. Enter the recipient s details in the respective fields and click on the Send button. Customer Statements 1. Navigate to Accounts Receivable Reports Statements. 2. Generate your statements. 3. Customer statements will also contain the Sage Pay banner. Sage Evolution 24

25 Manual Debit Order Process When you export your debit order transactions from Sage Evolution, the following fields are required: 1. Account reference unique reference per debtor must be the same every time the debtor is debited. 2. Account name account holder s name in Sage Evolution. 3. Bank account name. 4. Bank account number. 5. Bank branch code (must be 6 numeric numbers). 6. Account type one for cheque/current and two for savings. 7. Amount to be debited in Rands. 8. Extra 1 optional for recons. 9. Extra 2 optional for recons. 10. Extra 3 optional for recons. To export the file, you can use the Sage Evolution export functionality to create a template. To upload the file, please contact Sage Pay to assist you. Designer and Editor Lenè Eksteen Verifiers Alfred Nhira Brentin Govender Paul Adant Quality Controller Martin Blaauw Document Version V Sage Evolution 25

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27 FAQ s Is Sage Pay a bank account? It is like a bank account, but more a fund transfer facilitator. For more information, contact Sage Pay. Do you receive a statement of the Sage Pay account? Yes, your Sage Pay account will have its own statement and the layout is already available for selection in our Sage Evolution Bank Manager add-on module to automate the reconciliation and mapping process. Do you need to deposit money into the Sage Pay account? Yes, you need to have money available in the account. Is it an interest bearing account? Yes it is. You will earn interest on their generous rates. For more information, contact Sage Pay. Is there other charges associated with Sage Pay? Transaction fees are charged but it is very affordable. For more information, contact Sage Pay. Do I need to sign up for all of the Sage Pay services? No, you can only sign up for the services you want to use. For more information, contact Sage Pay. Can I use Sage Pay without integrating it with Sage Evolution? Yes, you can use it as a standalone product. For more information, contact Sage Pay. Can we use the Sage Pay Debit Order functionality? Yes, at this stage is still a manual process. You will need to export your debit order information from Sage Evolution and upload it to Sage Pay using a specific layout or format, which was discussed earlier on in this guide. Can we use the Sage Pay Salary Payments functionality? Yes, Sage Pay is compatible with any of our Sage HR and Payroll products. Can we accept payment or make payments using other currencies? No, this is currently only available for South African users. Who do we call if we need assistance? Sage Pay and Sage Evolution Support Departments have joined forces and will assist customers with their support queries with utmost urgency and professionalism. For any new or existing Sage Pay accounts and for any Sage Pay service enquiries, please call Sage Pay. For any setup and processing enquiries residing within the Sage Evolution software associated with Sage Pay, please call the Sage Evolution Support Department. Sage Evolution 27