1 Sage Pay user guide for Sage 50 Accounts Sage Instant Accounts
2 Table of Contents 1.0 Introduction Versions & Features Getting Started Taking Mail & Telephone Order Payments 'Pay Now' einvoices Reconciling 'Pay Now' payments Reconciling e-commerce, Mail & Telephone Orders Stock Reconciliation FAQs for Downloading Transactions and Stock Reconciliation 26 Page 2 of 26
3 1.0 Introduction Sage 50 and Instant Accounts are now integrated with Sage Pay, which enables your customers to pay you quickly and easily online, through mail or telephone order payments. Having your business accounting functions integrated with your payments in one central location enables you to: Save time and automatically reconcile all card payments with your Sage Accounts package Generate electronic invoices and allow your customers to make online payments directly from an invoice, seamlessly and securely using their credit or debit card Improve your cash flow by authorizing payments instantly Offer more ways to pay by accepting card payments online, over the phone or via mail order Take a card payment over the telephone or mail A Pay by Card button is available on various transactions within Sage Accounts, allowing you to process mail or telephone order payments. e-invoicing A Pay Now button can be included on invoices and statements. When this feature is enabled, customers can instantly settle their accounts and make their payment online using Sage Pay s secure payment page. Reconciling card payments into Sage Accounts Using a simple wizard you can import all your payment transaction history into your Sage Accounts. This effectively reduces manual data entry, saving you time and eliminates the risk of errors. Stock level management for web transactions Automatically update your stock levels in Sage Accounts when an online transaction is made. This ensures that any future online transactions reflect accurate availability of goods or services. Page 3 of 26
4 2.0 Versions & Features Sage 50 Accounts Mail & Telephone order payments einvoicing Payments Online Payments Stock Management* Version 14 (v2008) Version 15 (2009) Version 16 (2010) Version 17 (2011) Version 18 (2012) Version 19 (2013) Version 20 (2014) Sage Instant Mail & Telephone order payments einvoicing Payments Online Payments Stock Management* Version 14 (v2008) Version 15 (2009) Version 16 (2010) Version 17 (2011) Version 18 (2012) Version 19 (2013) Version 20 (2014) * Automatically update your stock levels in Sage Accounts when an online transaction is made. This ensures that any future online transactions reflect accurate availability of goods or services. Page 4 of 26
5 3.0 Getting Started You will need to link your Sage Accounts program with your Sage Pay account by entering a few details which you would have received once you set up your account with Sage Pay. 1. Open the accounts program and log in. Ideally you should login as Manager as this will rule out any issues relating to access rights and permissions. 2. Select Settings > Company Preferences from the menu bar. 3. Click the Sage Pay tab. You will be presented with the screens below. Enable Sage Pay: This check box allows you to activate the integration of Sage Pay. Vendorname: Enter your Sage Pay vendor name. Enter your Sage Pay support address. Username/Password: Enter the Username and Password of your My Sage Pay account. Bank Ref: In the General Settings, choose the bank account you want Sage Pay payments to go to. Page 5 of 26
6 Check for payments on startup: If you wish to be notified of payments ready to download when you open the software, select this check box. Prompt for password on each login to Sage Pay: Selecting this check box will disable the password field and require you to enter your My Sage Pay password every time you connect to Sage Pay. Match transactions against customer accounts: Choose this option if you want to track web sales to individual customer accounts in your software. When you download your Sage Pay payments using the Payment Download wizard, your software attempts to match payments to your customer records. It uses the address provided in the customer's payment and looks for the same address in your customer records. If a match is not made a customer account is created for the payment. Record all transactions against the account specified below: This option is ideal if you are not concerned about tracking sales to individual customers. Here all your Sage Pay transactions can be assigned to a generic Sage Pay customer account. With this option selected, the Customer Ref drop-down becomes active. Click the Customer Ref drop-down then select New to create a generic account for this purpose. Or just select the account you want to use from the displayed list. 4. Once the above details have been entered click OK. You have now activated Sage Pay in the program and can start to take advantage of the card payment facilities within the software. If you have any issues connecting to Sage Pay, you may need to contact us on to ensure the Sage software has been enabled on your account. Alternatively you can us on with any questions or for any integration advice. Page 6 of 26
7 4.0 Taking a Mail and Telephone Order Payment Sage Accounts can perform Mail and Telephone Order transactions, provided you have a Mail and Telephone Order enabled merchant number. To take a phone payment you ll need to look for the Pay by Card or Pay Deposit by Card buttons, they appear in numerous locations: Customers > Receive Payment Customers > Quotations List > New Quotation OR Double click on an existing Quotation Customers > Sales Order List > New Sales Order OR Double click on an existing Sales Order. Bank > New Receipt Suppliers > Supplier Refund Customers > Invoice List > New Invoice OR Double click on an existing Invoice 1. When either Pay by Card or Pay Deposit by Card are clicked, a new window is opened and you are taken to the payment entry screen. Page 7 of 26
8 Page 1 Gives you an overview of the transaction detail. Page 2 You are required to enter the customer details. Page 3 Select the payment method. Page 8 of 26
9 Page 4 Enter you customers card detail. Page 5 Confirms the transaction detail. The transaction is then authorised by the bank. Page 9 of 26
10 You are then returned to the accounts program where you are prompted to print a receipt. The program automatically updates the nominal ledger. Page 10 of 26
11 5.0 Pay Now einvoices Sage Accounts can PDF versions of letters, statements and invoices with an embedded Pay Now button, enabling the customer to pay immediately by card. 1. To an invoice with the Pay Now button: Customers > Invoice List > New Invoice OR Double click on an existing Invoice 2. After selecting either a new invoice or an existing invoice, you will see the below screen: 3. Click the Print button. Page 11 of 26
12 4. You will then need to select the invoice you wish to . There are two invoices which already include the Pay Now button: 5. Select either of these invoices and click . This will create an in your Outlook inbox with the invoice attached as a PDF file ready for you to send. The invoice will include the Pay Now button, as shown below. You can letters or statements in the same way by selecting Customers > Customer List and clicking the Letters or Statement buttons in the top menu. You can the following layouts: Page 12 of 26
13 6. Once you have ed the document and your customer clicks, their internet browser will open a new window and they will be presented with the following payment pages. Page 1 Gives your customer an overview of the transaction detail. Page 2 Your customer is required to enter their billing details. Amount to Pay Your customer can specify the amount they wish to pay, ranging from 1 to 100,000. The result of an overpayment is covered later in the guide. Page 13 of 26
14 Page 3 Displays the card types enabled on your Sage Pay account for your customer to select their payment method. Page 4 Your customer is required to enter their card details. Page 14 of 26
15 Page 5 Your customer is shown confirmation of the transaction detail. If applicable the customer will be taken to their banks 3D secure page when clicking on the proceed button. The transaction is authorised by the bank. The customer is then informed of the status of their transaction. They can then close their web browser. Page 15 of 26
16 6.0 Reconciling Pay Now payments Once an invoice, letter or statement has been ed to a customer, it is at their discretion when and if they select to pay using the Pay Now button. Any payments made via the Pay Now button will be recorded in your My Sage Pay Admin area and can then be downloaded directly into your accounts software using the Payment Download wizard. 1. You can check for these payments by selecting Bank > Download Payments Alternatively, if you have you will be informed if any payments are available to download every time you open the program. 2. The first page of the wizard will ask you to take a backup of your data, as this process is not reversible. Select the Pay Now Wizard to download payment made via the Pay Now button. Page 16 of 26
17 3. The next page of the wizard lists the transactions processed via the Pay Now button. Always create payments on account: This gives you maximum control over payment allocation, for those cases where there is no invoice number recorded, an overpayment or a payment from a letter or statement. Automatically allocate payments to invoices where possible: If you are confident that all payments are clearly related to invoices then choose this option for quickest processing. 4. After selecting the appropriate check box, to allocate the payment data, click Next. 5. Using VAT Cash Accounting or the UK Flat rate - cash based VAT scheme. The Payment on Account window of the wizard appears. 6. Using Standard VAT Accounting or the UK Flat rate - invoiced based VAT scheme. The Finish window appears. Page 17 of 26
18 Using VAT Cash Accounting In the Payments on Account window, since not all payments can be allocated automatically, the outstanding amounts appear as payments on account, and require a tax code to be made for each entry. Please note that T1 is allocated by default. 1. Using the drill-down button in each Tax Code entry box, the Payments window appears, where you can select the Tax Code to be applied. Repeat this step for all payments on account listed. 2. The wizard then summarises the results of the allocation process. 3. The number of payments allocated successfully are listed, along with a list of those payments not allocated, due to customer account not being recognised or invoice number not found to be correct. These payments need to be entered manually later. Page 18 of 26
19 You should seek advice from your accountant on how to do this or if you are a SageCover customer you can contact our support technicians on The result of payment allocation is as follows: The creation of a Sales Receipt (SR) The SR is dated according to the Sage Pay receipt date The SR is allocated to the related Sales Invoice (SI) Where the SI is no longer outstanding, a Sales on Account (SA) is created Where the payment value is greater than the outstanding amount on the SI, an SR is created for the outstanding amount, and an SA is created for the remainder In the case of payments on letters and statements, they are allocated to all outstanding and undisputed SI transactions, oldest first. Any surplus is posted as an SA. Page 19 of 26
20 7.0 Reconciling e-commerce & Mail & Telephone Order Payments The software now has the ability to download payments made through your website or via the Sage Pay Virtual Terminal. Downloading a payment will create a customer account based on the billing contact details that were entered during the transaction process. If available it will match the transactions to an existing customer account based on their address. New invoices are created, the ledger updated and stock levels adjusted. Stock will only be adjusted if your basket content has been configured to include the Sage Accounts product code, this is covered later on in the guide. You can check for these payments by selecting Bank > Download Payments 1. The first time you run this wizard you are required to select a date you wish to download transactions from. You will only get this option once, after which the program will then download every subsequent payment. It is recommended that you take a backup of your data, as this process is not reversible. Page 20 of 26
21 2. This window lists all customers who have been matched by the software. Matching is achieved where the address provided during the web sale corresponds to an address on a customer account in the software. The address can be matched to any of the addresses recorded within a customer record, including those within Addresses and Contacts. 3. Those transactions that could not be matched with an existing customer account in the software, are listed in this window. 4. The New check box signifies whether or not you want a new customer account to be set up for the transaction. If left checked, upon completion of the wizard a new customer account is created using the billing details supplied during the web sale. 5. If you deselect the check box, the Customer A/C box becomes active. Page 21 of 26
22 6. You will now be able to select an existing customer account if you want by clicking in the Customer A/C entry box. The Customers A/C - Name window appears. Select another A/C, as required. 7. The final window provides you with a summary of the downloading and matching process. The number of transactions downloaded and new accounts created is summarised. When ready, to complete the process, click Finish.. Page 22 of 26
23 8. Once Finish is selected, any new customer accounts and invoices are created. An audit trail of all the downloaded transactions is provided for you to review. 9. Once you are happy with the newly created invoices and any required amendments have been made you will need to update this information to your nominal ledger. 10. From the Invoicing window, select the invoices or credit notes that you want to update to the ledgers (If no records are selected all unposted invoices/credit notes are updated) and click the Update button. 11. The Update Ledgers window appears. Choose the type of output you require for your report from the option buttons available. 12. To update your ledgers and print, preview or save your Update Ledgers Report, click OK. Page 23 of 26
24 8.0 Stock reconciliation When downloading e-commerce payments, the program has the ability to link items passed in the basket field from your shopping cart, to the product records in accounts which means stock levels are kept up to date. Below is an extract from our integration guide, documenting how to include the basket contents in your posts from your website. You may need your website developer to work on this, it is however a small change and shouldn t take very long. Page 24 of 26
25 To ensure stock levels are updated you must include the product code from the Sage Accounts program in the item description in square brackets. For example the above post would need to look like: 4:[PROD0001]Pioneer NSDV99 DVD-Surround Sound System:1:424.68:74.32:499.00: [PROD0001] is the product code from accounts that will ensure, when downloaded into the software, that the Sage Accounts program updates the correct product stock level. When no basket contents is passed the invoice will display Payment for order: *VendorTxCode* in the product description. Page 25 of 26
26 9.0 FAQs for Downloading Transactions & Stock Reconciliation Can I reconcile stock when downloading Mail and Telephone Order Payments? The program will download Mail and Telephone Order Payment transactions made through the Sage Pay Virtual Terminal or from your own system. It is not possible to include any product details when using our virtual terminal therefore the created invoice will display Terminal payment taken by *username* in the product description and will not update your stock levels automatically. How are invoices created when downloading Mail and Telephone Order Payments? When a Mail and Telephone Payments via the Sage Pay Virtual Terminal payment is downloaded, because there is no facility for you to supply product detail or a VAT amount, the invoice is created using the S2 product code (Tax zero rated). Invoices can be amended manually or why not take advantage of the Pay By Card button within an already created invoice. Can I download PayPal transactions? PayPal transactions are downloaded in exactly the same way as a credit or debit card payment made through your site. Will I be able to download foreign currency payments? The program can only handle transactions that are processed in the base currency. It will however download and create customer accounts for none GBP transactions, but no invoice will be created. I need to download payments again. Is this possible? The program will only allow you to download payments once. If you restore your data using an earlier backup you are able to download all payments again that were previously downloaded from the point your backup was taken. When is the S1 Tax Code applied? When a payment is made via your website without the product code in the basket field, but all other information is supplied, the invoice is created using the S1 product code (Tax chargeable) provided the item tax is not zero. When is the S2 Tax Code applied? When a payment is made via your website without information in the basket field, because no VAT amounts have been passed the invoice is created using the S2 product code (Tax zero rated). Page 26 of 26
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