paya CLICK2PAY Sage 100 Sales Order Processing User Manual

CLICK2PAY PROCESSING
SAGE 100 SALES ORDER PROCESSING
User Manual

CLICK2PAY Sage 100 Sales Order Processing

This document pertains to the Sage 100 side of the Click2Pay functions. Reference the Portal document for information on how to utilize the Anonymous links & maneuver the portal.

Sales Order Entry

Registration Option for ACCEPT PAYMENTS IN SALES ORDER turned off

• This function only pertains to accepting Click2Pay payments. With this function turned off the Click2Pay link will not generate at this stage. It will only generate in Sales Invoicing

Registration Option for ACCEPT PAYMENTS IN SALES ORDER turned ON

• This function only pertains to accepting Click2Pay payments. With this function turned ON the Sales Order will be able to generate C2P links and will receive payments once made in the portal.
• Link to SEND TO CLICK2PAY – which should be utilized if Quick Print is being processed as this button will generate the link for the PAYNOW button.
• ACCEPT generation of the link will happen if the SEND TO CLICK2PAY has not happened. This should be utilized if the Sales Order menu function for Sales Order Printing is being utilized for sending paperless office email notifications with the PAYNOW button

Registration Option for ACCEPT PAYMENTS IN SALES ORDER turned off

• This function only pertains to accepting Click2Pay payments. With this function turned off the Click2Pay link will not generate at this stage. It will only generate in Sales Invoicing

• When the button is selected or the ACCEPT is selected the C2PURL will be created which will be the anonymous link to the individual transaction

• This anonymous link will be the link the Paperless Office PAYNOW button links too

Anonymous Link generated from PAYNOW button in Paperless Office email

Sago click2Pay Test

• Once Paid a receipt will be sent to the end-user’s email and the Merchant’s email.

• The payment will come into Sage via the Window Service and will populate the Sales Order & Cash Receipts.

  • The Sales Order cannot be in use or open or it will not update, and the payment will cycle until the Sales Order is open.

  • If the record is in use the C:\temp LOG file will note the below

  • When the record is free it will update and post to the log with no error message.

  • Payment posting will update the Sales Order with the Credit Card Information

  • The DEPOSIT PAYMENT TYPE will be switched to Credit Card on the Totals Page and the Deposit Updated

  • The deposit will be noted in the CLICK2PAY PAYMENTS grid and total

• On the PAYMENT tab 5 – the Credit Card information will be entered the same as it would be entered.

  •  Payment ID will be the Card Type with last 4
  • Payment Type will post the linked Payment Type from the Sync tool.
  • Deposit information with Auth No / Transaction ID etc will be updated.
• • Billing Address for Payment will be updated from card address.
    • If user wishes to SAVE cards pulled in from the PORTAL, they will need to select the SAVE
      button on the Payments tab – once updated through Sales Journal the information will
      be written to the AR Customer Credit Card file.

 Cash Receipts Posting

• Stock SAGE does not post to GL when a payment is applied to a Sales Order. The GL posting happens in the Sales Journal upon updating and the posting is to the Customer Deposits account.
• The Click2Pay Portal import creates the Cash Receipt as a CASH posting to the GL Customer Deposit to offset the entry made at Sales Journal updating.
• The entry is marked with the Sales Order number it was applied to.
• From this stage it is stock Sage for moving to Sales Invoicing / Sales Journal / updating Cash Receipts Journal.

Sales Orders partially paid

• The initial payment will populate as noted above to the Sales Order.

• When the Sales Order is moved to Sales Invoice Entry the merchant must determine if they will be utilizing the card on file for the remainder of the payment and check the PAY BALANCE flag and the PROCESS IN BATCH flag in the Payment tab (If the PROCESS IN BATCH is not selected with the Pay Balance, then the CC screen will pop-up asking for the CVV number which is stock Sage functionality). When the PROCESS IN BATCH flag is selected then when the Sales Journal is updated the payment remainder will be pulled from the same Credit Card as utilized on the Sales Order.

• Sales Journal updating Daily Deposit Recap

Changes to existing documents (applies to items in SO entry / SO Inv entry)

• When an existing document is altered (added / subtracted / deleted) that change will translate up to the portal to affect the portal transaction.
• Pdf is updated and uploaded to the portal document as well so the user can see the new adjustments.
• If the original document has not been paid, then is can also be deleted.

Sales Invoice Entry

• On step Invoices in Sales Order are processed directly through Sales Invoice Entry without a Sales Order.
• If the Customer is designated for C2P then the link will be generated either through the clicking of the Send to Click2pay button (on Totals Tab) or by clicking ACCEPT to save the Invoice
  • The Invoice URL will be generated and can be utilized for Paperless Office printing

Processing:

• Sales Invoice entry
  • Create Click2Pay Link
  • Generate Paperless Email
  • Update Invoice through Sales Journal
• Portal Payment
  • Pulls into Cash Receipts and applies to the AR Open Invoice
  • Credit Card information is pulled and noted in the Cash Receipt
  • Cash Receipt Update

Cash Receipts

• Payments are pulled from the Portal by the Windows Scheduler, and they are populated into Cash Receipts.
  • Sales Order payments are posted to the Sales Order with a GL offset to Cash Receipts
  • AR Open Invoice payments (Ie posted Sales Invoices) are posted to Cash Receipts with credit card information.

Processing Sales Order Payment

• Portal Payment for Sales Order 8000348
  • Sales Order Tab
  • Sales Order payments are made 1-1 by clicking on the Balance field

Processing Invoice Payment

• Portal Payment for 9100130 & 9100128
• AR Open Invoice payments are selected by checking the required invoice (left side) then selecting the PAY SELECTED ITEMS button

Processing Cash Receipts

• A Click2Pay batch is created each day

  • If batch exists, then it will be appended to
  • If batch does not exist, it will be created
  • Sales Orders will update to the Sales Order with the Credit Card information and then create a GL posting for the Customer Deposit offset
  • AR Open Invoices will post only to Cash Receipts with the Credit Card information posting accordingly.

• Sales Order payments post as a GL posting in Cash Receipt. The GL code is the Customer Deposit account that will offset the GL posting when the Sales Order is turned into a Sales Invoice and updated through the Sales Journal.

  • The Sales Order Number populates the COMMENT field

• Sales Order payments posts the credit card information to the Sales Order. This mimics regular manual entry of the credit card information thus allowing the user to VOID / utilize the card for another order or any other stock Sage functionality that pertains to credit card processing

• Invoice payments process as stock Cash Receipt credit card transactions

  • Invoice is pulled from AR Open Invoice and funded by the amount of the payment
  • Cash Receipt PAYMENT tab is updated with the credit card information, thus allowing the end user to process any stock Sage credit card functionality.

Cash Receipt Updating applies all payments and then updates the Portal for any manually entered payments.

Invoice selecting & reprinting

Use Case:
A customer is marked for Click2Pay but the checkbox in the invoice was unchecked then posted. The invoice needs to be sent to the end-user & portal for payment.
Access Customer Maintenance / Invoices Tab

• Find the invoice
• If the C2P column is NO then the invoice can be converted to C2P by highlighting the invoice / clicking on the C2P icon (right column icon).
  • Changing the C2P flag will reset the flag in the AR Open Invoice file and the invoice will be sync’d with the portal.
  • Invoice must have a balance > 0

To reprint the invoice with the PAY NOW button

• Access Accounts Receivable / Invoice History Inquiry and utilize Paperless Office to resend the invoice with the newly created PAYNOW link.

PAYA | CLICK2PAY SAGE 100 SETUP USER GUIDE

Documents / Resources

| paya CLICK2PAY Sage 100 Sales Order Processing [pdf] User Manual
CLICK2PAY Sage 100 Sales Order Processing, CLICK2PAY, Sage 100 Sales Order Processing, Sales Order Processing, Order Processing, Processing
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