paya Sage 100 Erp Processing Guide Instructions

paya Sage 100 Erp Processing Guide Instructions

PAYA CONNECT DESKTOP INSTALLATION

Before credit card processing can begin, the Paya Connect Desktop module will need to be downloaded on the computer/server. Paya Connect Desktop is a PA-DSS (Payment Application – Data Security Standard) certified payment application that integrates with Sage 100 ERP. For all credit card processing that involves the storage, processing or transmission of credit card data, the Sage 100 ERP software product will engage the Paya Connect Desktop application to perform these functions.

To install the Paya Connect Desktop module:

1. Go to https://www.sageexchange.com/install. From the installation screen, click on the Downloads button at the top of the page, then click the Paya Connect Desktop v2.x button.

2. Under the Manual Installation section, click on Download Installer.

3. The Standard Installer will pull up – agree to the End User License Agreement and click on Download.

4. Open the Sage Exchange Desktop Bootstrapper.zip and extract the application. The Paya Connect Desktop Setup will appear. Agree to the license terms and conditions then click Install.

5. Close the Installation Successful box. You will then see the second part of the download; click on Download and Install.

6. The application will download to the computer and when complete, the icon will show in application tool bar and is now ready to use.

PAYMENT PROCESSING SETUP – COMPANY MAINTENANCE

Library Master > Main > Company Maintenance

1. Enter the 3-digit Company Code or click the magnifying glass icon to locate the company you want to setup.

2. On the Payment tab, choose from the drop down next to Enable Payments to enable Credit Card and/or ACH, then click Accept.

PAYMENT PROCESSING SETUP: PAYMENT TYPE MAINTENANCE

Accounts Receivable > Setup > Payment Type Maintenance

1. Start by creating a new payment type by entering a Payment Type and Description.
2. For Credit Card: The Default Transaction box can be either Deposit or Payment (pre-authorization). This can be changed when processing the credit card.
3. Select the Asset Account, where the transactions will post. Select the Accrual Account, where the Discount Percentage and Per Transaction Fee will post.
4. For Credit Card: The Allow Corporate Cards field will need to be checked if the merchant will want to accept Level 2 transactions. If applicable, enable Include Level 3 Data.
5. Enter the Virtual Terminal ID and Merchant Key then press Tab.
6. For Credit Card: The Show Address and CVV Verification box is used if the merchant wants to review this response prior to accepting the credit card transaction. This is an optional feature.
7. The Valid Processor Connection box will be checked after the Virtual Terminal ID and Merchant Key are entered and validated.
8. When done, click Accept.

VAULT STORAGE

Accounts Receivable > Main > Customer Maintenance
1. From the Customer Maintenance tab, either enter the Customer Number or use the magnifying glass to open a
search list.

2. After you have located the Customer, click the Additional tab, then click the Credit Cards/ACH button.

3. You should now see the Customer Credit Card and ACH Maintenance Screen.

4. You will first need to select a Payment Type. This will give you the options from the Payment Type Maintenance Screen. Sage 100 can store both credit card and ACH information.
5. The Payment ID will be used to name the stored card/ACH. This could be a person’s name, location information, or a numerical ID. The only restriction for the Payment ID is that you may not use the full credit card/ACH information.
6. You will now select the Add New button.

7. The link will bring up the Paya Connect Desktop Vault window. You will choose the appropriate payment type, “ACH” or “Credit Card/Debit.” Select the Next button.

8. This is where you enter the credit card or ACH information. Select the Submit button

9. You will be brought back to the Customer Credit Card and ACH Maintenance screen where you will see information that was stored. You may also select Edit if you want to change the information

10. You will now be able to complete the Billing Address section. This information will be the address that the bank statement for the credit card/ACH is sent to, this will be used for Address Verification (AVS).
11. Once completed, click Accept and the record will be saved.

SALE ORDER PROCESSING – DEPOSIT TRANSACTION

Sales Order > Main > Sales Order Entry

1. In this section, you can create a new Sales Order or locate one that has already been created. To create a new Sales Order, click the “Next Order No.” icon. To locate a Sales Order that has already been created, click on the magnifying glass to search for any open sales orders. The information on the Header tab can be entered manually or automatically filled in base upon user preferences.

2. On the Lines tab, enter the line items for the order.

3. From the Totals tab, click the down arrow next to Deposit Payment Type. For credit card or ACH processing, you will choose the respective option. Once chosen, you will be automatically taken to the Payment tab.

4. The Payment tab is where the processing will occur. You have the option to choose from a stored card/ACH (Payment ID field) or one-time use card/ACH (Payment Type field). In this example, we are using a stored credit card. The Billing Address automatically populates from the Customer Maintenance section, but can be changed, if needed. The right side of the screen is the transaction information. In this example, we are using a Deposit payment type. This payment type is considered a “straight” sale meaning that once the transaction happens, it cannot be adjusted. Later in this user guide, you will learn about Payments where you able to adjust the amounts prior to capture. One the deposit amount is entered, click the Submit Card/ACH Account button.

5. When the Submit Card/ACH Account button is selected, the Paya Connect Desktop will appear. The first screen shows the sales order number, amount and card information. The card number is grayed out because we used a stored card. The CVV will need to be manually entered. This number is not allowed to be stored with the credit card information. Click the Next button to advance to the next screen.

6. The next screen is the Billing Information which is grayed out. Simply hit Submit.

7. Once submitted, you will be brought back to the Sales Order screen where you will see the authorization. At this point you are finished processing. Select the Accept button to close the screen.

8. When processing an authorization is Sales Order Entry, the steps to setup the Sale Order are the same. The difference comes in on the Payments tab. Instead of choosing Deposit on the Transaction Type, you will select Payment. The amount field is grayed out, but the Auth field is active where you can adjust the amount, if needed. Next, click the Submit Card/ACH Account button.

9. The Paya Connect Desktop will appear as it did in the Sales Order Deposit example. The sales order number, amount and card information will show in the screen. Again, the CVV will need to be manually entered. Click the Next button.

10. The Billing Information will appear where you can select the Submit button to process the transaction.

11. Once processed, you will be returned to the Sales Order screen where you can view the approval details. When done, press the Accept button to come out of the sales order screen.

SALES ORDER INVOICE DATA ENTRY

Sales Order > Main > Invoice Data Entry

1. In this section, we will be converting a Sales Order to an Invoice. In Sage 100, if you use Sales Order, you need to convert to an Invoice. Conversely, if you only use Invoice Data entry; all the processing functions are available and works just like Sales Order Entry.
2. To convert an SO to and Invoice, select S/O Invoice Data Entry. Select an Invoice Number then select the magnifying glass next to Sales Order Number. This will bring up a list of open sales orders. Choose the sales order to convert and all the information will populate. Select the Lines tab.

3. On the Lines tab, a message will appear that asks if you want to ship the complete sales order. Choosing Yes will mark all the lines on the order as shipped. Choosing No will allow you to select specific lines for shipment. The remaining lines not shipped will remain on the sales order.

4. Once the lines have been shipped, you will go to the Totals tab. As previously discussed, when processing an authorization, you have the option to adjust the authorization prior to capture. Reasons for adjusting can be to add additional line items, add tax or add freight fees. In this example, I’m adding $16.00 for freight.

5. When we go to the Payment tab, we can now see the total as $100.00. When the Daily Sales Update occurs, Sage 100 will adjust the $84.00 and capture the freight amount we added – all while using the same authorization number. Click the Accept button to close out of the Invoice Data Entry module.

DAILY SALES ORDER SALES JOURNAL

Sales Order > Main > Daily Sales Reports/Updates

The Daily Sales Order Sales Journal is run when you want to post your SO Invoices in Sage 100. It is also used to capture any credit card authorizations.

1. To start the posting, click the Daily Sales Reports/Updates option. When this happens, the journal posting screen will appear. Make sure the posting date is correct. Also, make sure the Perform Credit Card Processing box is checked. This is critical when capturing any credit card authorizations. There are options to Preview the postings or to print the documents.

2. Next, you will see the Daily Sales Order Sale Journal.

3. You will then be asked if you want to print the Gross Profit Journal. Choose the appropriate response.

4. Next, you will be asked if you want to print the Daily Recap Reports. Choose the appropriate response.

5. The Daily Deposit Recap report will appear.

6. Next, you will be asked if you want to update the Daily Sales Order Sales Journal. Typically, the answer would be Yes because this is what triggers the posting to Sage 100.

7. Lastly, you will be asked if you want to print the Daily Transaction Register. Choose the appropriate response.

ACCOUNTS RECEIVABLE INVOICE DATA ENTRY PROCESSING

Accounts Receivable > Main > Invoice Data Entry

1. To process in A/R Invoice Data Entry, select a new batch number or choose from an existing batch then click Accept.

2. On the next page, select the New Invoice No. icon, then select the Customer Number.

3. Next, go to the Lines tab and enter the line items for the invoice.

4. On the Totals tab, you will choose either Credit Card or ACH from the Deposit Payment Type. When selected this will take you to the Payment tab.

5. On the Payment tab, choose the stored card or one-time use option. This example will focus on the one-time use option. Click the magnifying glass next to Payment Type to select the processing option. Ensure the Billing Address is correct. When verified, click the Submit Card/ACH Account button.

6. Next, the Paya Connect Desktop will appear. You will see the A/R reference number and amount. Enter the card/ACH information. If using a credit card, you will need to manually enter the CVV number. Click Next.

7. The Billing Address will appear and will be grayed out. Simply select the Submit button to process the transaction.

8. Once processed, the A/R Invoice Data Entry screen will appear again with the authorization details. Click the Accept button to save the order.

A/R SALES JOURNAL PROCESSING

Accounts Receivable > Main > Sales Journal

1. To process the A/R sales journal, click the Sales Journal option and select the appropriate batches to post. Click Proceed.

2. On the next screen, ensure the posting date is correct and the Perform Credit Card Processing box is checked. Click Print or Preview based upon business practice.

3. The next screen will show the A/R Sales Journal and Recap by Division reports.

4. You will then be asked if you want to print the Gross Profit Journal. Select the appropriate response.

5. Next, you will be asked if you want to update the Accounts Receivable Sales Journal. Typically, the answer is Yes because this is how the posting occurs in Sage 100.

6. Lastly, you will be asked if you want to print the Daily Transaction Register. Select the appropriate response

CASH RECEIPTS PROCESSING

Accounts Receivable > Main > Cash Receipts Entry

Sage 100 allows cash receipts processing in two ways. You can choose to process a credit card/ACH transaction for an unpaid invoice, or you can process a “prepayment” transaction that will post as a GL entry. In this section, we will cover how to process an unpaid invoice.

1. Select the Cash Receipts Entry option and choose the batch number (can be a new batch or open batch). Click Accept.

2. Select a Deposit Number, then enter the amount to process in either the Credit Card or ACH Deposit amount field (we will select the Credit Card field). Click Accept.

3. On the next screen, enter the Customer Number, Entry Number and Amount Received in the appropriate fields. Click the Lines tab.

4. On the Lines tab, select the Invoices you want to pay. You can pay multiple invoices until all the money received is used. Move over to the Payment tab.

5. On the Payment tab, you will choose to process a stored card or a one-time use card. This example shows a one-time use card. In the Payment Type field, select the appropriate payment type. Ensure the Billing Address is correct and change, if needed. The transaction amount will show on the right side. When verified, click the Submit Card/ACH Account button.

6. The next screen is the Paya Connect Desktop. Here, you will see the reference number and amount. Enter the credit card/ACH information then click the Next button.

7. The next screen is the Billing Information screen which is grayed out. Simply press the Submit button.

8. Once processed, the Cash Receipts Entry screen will appear with the authorization information. Click Accept to save the Cash Receipt Entry.

CASH RECEIPTS JOURNAL POSTING

Accounts Receivable > Main > Cash Receipts Journal

1. To post Cash Receipts, select the Cash Receipts Journal option then select the batches you want to post. Click Proceed.

2. On the next screen, ensure the Perform Credit Card Processing box is checked then choose whether to print or preview the posting.

3. Next you will see the Cash Receipts Journal, A/R Recap by Payment Type, and A/R Recap by Division reports.

4. The next window will ask if you want to update the Cash Receipts Journal. Typically, this answer is Yes because this will post the transactions in the software.

5. Lastly, the next window will ask if you want to print the Daily Transaction Register. Choose the appropriate response.

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References

• Paya Connect Desktop

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