Sage 300 2023

Payment Processing User's Guide

August 2022
This is a publication of Sage Software, Inc.

© 2022 The Sage Group plc or its licensors. All rights reserved. Sage, Sage logos, and Sage product
and service names mentioned herein are the trademarks of Sage Global Services Limited or its
licensors. All other trademarks are the property of their respective owners.

Last updated: August 12, 2022

 Contents

Chapter 1: Getting Started 1

Payment Processing Overview 1

About Paya 2

About Sage Exchange 2

About Sage Virtual Terminal 4

About Card Reader Devices 4

Chapter 2: Setting Up Payment Processing 6

Setting Up Payment Processing 6

Payment Processing Security Authorizations 7

About Processing Codes 8

Adding, Editing, or Deleting Processing Codes 9

Adding, Editing, or Deleting a Credit Card for a Customer 11

Chapter 3: Processing Transactions 14

About Payment Processing Transactions 14

About Pre-authorizing, Capturing, and Forcing Credit Card Payments 15

About Quick Processing for Credit Card Transactions 17

Capturing and Invoicing Pre-authorized Credit Card Payments 18

Processing a Credit Card Payment 21

Pre-authorizing a Credit Card Payment 24

Capturing a Pre-authorized Credit Card Payment 27

Sage 300 2023 Payment Processing User's Guide iii

 Contents

Voiding a Credit Card Payment 29

Voiding a Credit Card Pre-authorization 30

Refunding a Credit Card Payment 31

Voiding a Credit Card Refund 33

Appendix A: Payment Processing Screen Guides 35

PMT Options Screen 35

PMT Processing Codes Screen 39

PMT Process Credit Card Screen 42

Appendix B: Payment Processing FAQ 51

General Information 51

Payment Card Industry Information 52

Transaction Types 53

Processing Transactions 55

Appendix C: Viewing and Printing Reports 58

About Payment Processing Reports 58

Appendix D: Help and Resources 59

Finding Help and Documentation 59

Paya Support 59

Index 61

Sage 300 2023 Payment Processing User's Guide iv

Chapter 1: Getting Started

Learn the basics of Sage 300 Payment Processing, including opening your account with Paya, using
Sage Virtual Terminal, and more.

Payment Processing Overview

Payment Processing is a Sage 300 program that lets you process credit card payments from your
customers. You use it with Sage Exchange, a secure payment-processing application that integrates
Sage 300 with Paya.

Depending on your purchase agreement, some features described in this guide may not be available
in your product.

Payment Processing Features

Payment Processing includes the following features:

l Secure, PCI-compliant payment processing. Sage 300 Payment Processing meets the Payment
Application Data Security Standard (PA-DSS) for processing transactions and storing credit card
details.
l Secure storage of customer credit card information. Paya stores credit card details securely in
an online vault system. This allows you to save and reuse credit card information for your
customers without storing it in your company database, ensuring that your payment processing is
PCI compliant and reducing your exposure to credit card fraud.
l A Process Credit Card screen. This screen allows you to review, and where applicable, edit
billing information, document totals, and other information for a transaction before you submit it to
Paya for processing. After you process a transaction, it displays transaction details and status
information you can use to verify that the transaction was processed correctly, and to look up
transaction reports.
l Card reader device support. You can use a card reader device to swipe credit cards at the point
of sale, minimizing manual data entry and reducing the risk of errors.
l Seamless integration with Accounts Receivable and Order Entry. You can open the Process
Credit Card screen from key screens in Accounts Receivable and Order Entry to quickly pre-
authorize, capture, and process payments, or to void or refund previously processed transactions.
l Real-time transaction reports. Sign in to Sage Virtual Terminal to view and export reports on
transactions, batches, and expiring credit cards.

Sage 300 2023 Payment Processing User's Guide 1

 l Support for multiple currencies, banks, and merchant accounts. Flexible processing codes
allow you to select the bank, currency, and merchant account to be used when each credit card
transaction is processed. If you use multicurrency accounting, you can set up separate Paya
merchant accounts to process transactions in USD and CAD.
l Support for Level 2 Data Credit Card Processing. Payment Processing supports Level 2 Data
Credit Card Processing by submitting sales tax information separately from transaction totals.
l English, French, and Spanish language support.

Processing Credit Cards in Accounts Receivable and Order Entry

After you install and activate Payment Processing, screens in Accounts Receivable and Order Entry are
updated to support credit card processing. For more information, see "About Payment Processing
Transactions" (page 14).

Getting Started
For instructions on installing, activating, and setting up Payment Processing, see "Setting Up Payment
Processing" (page 6).

About Paya
Paya provides complete, Payment Card Industry (PCI) compliant payment processing solutions for all
business types.

Sage 300 Payment Processing works exclusively with Paya to enable merchants to seamlessly process
credit card transactions directly in Sage 300. The Payment Processing program uses Sage Exchange, a
secure payment-processing application, to connect to Paya and process credit card transactions.

Integrating your ERP system with Paya lets you process credit card transactions without storing your
customers' sensitive credit card information in your database. Sage Exchange transmits credit card
details through a secure connection to Paya, where they are stored in a PCI-compliant vault, protecting
you from exposure to non-compliance penalties and credit card fraud.

In addition to providing integrated ERP payment processing, Paya also offers gift and loyalty card
programs, merchant cash advances and loans, non-profit and healthcare payment solutions, and more.

To learn more about Paya, visit http://na.sage.com/us/sage-payment-solutions.

About Sage Exchange

Sage Exchange is a secure payment-processing application that connects Sage 300 to Paya, enabling
merchants to process credit card transactions directly in Sage 300. This allows you to process credit card

Sage 300 2023 Payment Processing User's Guide 2

transactions without storing sensitive credit card information in your company database, which reduces
your Payment Card Industry (PCI) compliance costs and protects you from the risk of credit card fraud.

Downloading and Installing Sage Exchange

After activating Payment Processing, you must install Sage Exchange on every workstation you will use
to process credit card transactions.

To download Sage Exchange, visit

https://www.sageexchange.com/install/sageexchangedesktopbootstrapper.zip.

Known Installation Issues

Firewall and antivirus software may prevent you from installing Sage Exchange. To prevent installation
issues, you may need to perform the following steps:

1. Add the following URLs to the safe zone in your antivirus and firewall software:
l sagepayments.net
l sageexchange.com
2. Add the following files to the safe zone in your antivirus software:
l Sageexchange.exe
l SpsModuleSdkCl.dll

If you experience other issues while downloading and installing Sage Exchange, see "Paya Support"
(page 59) for Paya support information.

Launching Sage Exchange

Sage Exchange launches automatically when you process a transaction in Payment Processing, and
runs in your system tray.

To start Sage Exchange manually, click the Start button on the Windows taskbar, and then click All
Programs > Paya > Sage Exchange.

The first time you enter credit card details or process a transaction, you may experience a delay while
Sage Exchange launches, authenticates your merchant account information, and opens the Paya
browser form.

After the initial authentication, Sage Exchange remains open in the system tray while Sage 300 is
running, so subsequent credit card transactions will launch the Paya browser form much more quickly.

Sage 300 2023 Payment Processing User's Guide 3

About Sage Virtual Terminal
Sage Virtual Terminal is a secure website that you can use to:

l Review, process, or void current transactions

l View reports on transactions, batches, and expiring credit cards
l Export reports to an Excel spreadsheet, PDF, or XPS file
l Print receipts for credit card transactions
l Settle credit card transactions

Each transaction you process in Sage 300 Payment Processing is recorded in Sage Virtual Terminal, so
you can sign in anytime to view current transaction information and reports.

Accessing Sage Virtual Terminal

When you sign up for a Paya merchant account, you'll receive a merchant ID (VT ID), username, and
password that you can use to sign in to Sage Virtual Terminal.

To view reports on credit card transactions, batches, expiration, and more for your Paya merchant
account, sign in to Sage Virtual Terminal at https://www.sagepayments.net/virtualterminal.

For additional reporting resources, including 12-month summaries of transactions and chargebacks, daily
credit card batches for selected date ranges, and monthly statement searches, you can also sign in to
https://www.myvirtualreports.com.

Finding Support and Resources

To learn more about Sage Virtual Terminal and find training and support resources:

l Sign in to Sage Virtual Terminal and use the Help menu to find step-by-step tutorials.
l Visit the Self Service Portal at na.sage.com/sage-payment-solutions to search the Knowledge
Base, browse merchant forms and resources, or contact the Paya support team.

About Card Reader Devices

Card reader devices, also called terminals or card swipe devices, allow merchants to accept debit card
payments and credit card payments by swiping a credit or debit card through a terminal at the point of
sale.

When processing credit card payments in Sage 300, you can use a supported card reader device to
swipe a customer's card, eliminating the need to manually enter card information and reducing the risk of
data entry errors.

Sage 300 2023 Payment Processing User's Guide 4

Paya offers new and refurbished Class A-Certified card reader devices from leading industry
manufacturers, including countertop and wireless solutions. For more information, visit
na.sage.com/sage payment solutions.

Sage 300 2023 Payment Processing User's Guide 5

Chapter 2: Setting Up Payment
Processing

Learn about security authorizations, processing codes, adding and maintaining credit cards, and other
information you need to set up Payment Processing.

Setting Up Payment Processing

To use Payment Processing, you must have the current versions of Accounts Receivable 2023 and Order
Entry 2023 installed and activated.

You must also apply for a separate Paya merchant account for each currency in which you will process
credit card transactions. To apply for a Paya merchant account, visit http://na.sage.com/us/sage-
payment-solutions.

To set up Payment Processing:

1. Download Sage Exchange and install it on each workstation you will use to process credit card
payments. For details and instructions, see "About Sage Exchange" (page 2).
2. In Common Services, use the PMT Options screen to select options that specify how you pre-
authorize and process credit card payments. For more information, see "PMT Options Screen"
(page 35).
3. In Common Services, use the PMT Processing Codes screen to set up processing codes that
specify the bank, currency, and merchant account information to be used when processing credit
card transactions. For more information and instructions, see "About Processing Codes" (page 8)
and "Adding, Editing, or Deleting Processing Codes" (page 9).
4. Set up Accounts Receivable, Order Entry, and Payment Processing security authorizations for Sage
300 users. For more information, see "Payment Processing Security Authorizations" (page 7). More...

Because Payment Processing integrates with Order Entry and Accounts Receivable, the system
administrator may also need to assign additional security authorizations to users for tasks related to
those programs.

To pre-authorize credit card payments and void pre-authorizations in Order Entry, you must have
Payment Processing Card Transaction Processing security authorization. If you need to process

Sage 300 2023 Payment Processing User's Guide 6

 (capture) and void credit card payments in Order Entry, you must also have the following security
authorizations:
l Order Entry: Invoice Entry
l Accounts Receivable: Receipt Entry
5. On the A/R Payment Codes screen, specify the payment type SPS Credit Card for each payment
code you will use when processing credit card transactions.
6. If you want to enable Accounts Receivable users to void credit card transactions, or to process
payment for a credit card transaction after printing a receipt or deposit slip, open the A/R Options
screen and select the Allow Edit After Receipt Printed and Allow Edit After Deposit Slip Printed
options on the Transactions tab. (If you do not select these options, the Charge, Quick Charge,
and Void buttons are disabled on the A/R Receipt Entry screen).
7. On the Accounts Receivable and Order Entry screens you will use to process credit card
transactions, select File > Settings and verify that the Auto Clear option is not selected. (If Auto
Clear is selected, a new entry appears when you click Add, and you must reopen the entry you just
added in order to click the Charge or Quick Charge buttons.)

For a list of screens you use to process credit card transactions in Accounts Receivable and Order
Entry, see "About Payment Processing Transactions" (page 14).

8. To add credit card information for Accounts Receivable customers, open the A/R Customers
screen, select a customer, click the Credit Card tab, and click the New button. For more
information, see "Adding, Editing, or Deleting a Credit Card for a Customer" (page 11).
9. If you will use the Quick Pre-authorize and/or Quick Charge buttons to process transactions,
enter all information required for quick transaction processing. For more information, see "About
Quick Processing for Credit Card Transactions" (page 17).

Payment Processing Security Authorizations

If your Sage 300 system requires user passwords and security profiles, the system administrator must
assign security authorizations to users for tasks related to Payment Processing screens.

Because Payment Processing integrates with Order Entry and Accounts Receivable, the system
administrator may also need to assign additional security authorizations to users for tasks related to
those programs.

To pre-authorize credit card payments and void pre-authorizations in Order Entry, you must have
Payment Processing Card Transaction Processing security authorization. If you need to process
(capture) and void credit card payments in Order Entry, you must also have the following security
authorizations:

l Order Entry: Invoice Entry

l Accounts Receivable: Receipt Entry

For information on activating security and setting up security groups, refer to the System Manager Help.

Sage 300 2023 Payment Processing User's Guide 7

 Security Description
Authorization

Setup Setup Maintenance authorization allows you to use Payment Processing setup
Maintenance screens to select setup options, and to view, add, edit, and delete processing
codes and merchant account information.

Customer Card Customer Card Maintenance authorization allows you to add, edit, and delete
Maintenance customer credit card information in Payment Processing and Accounts
Receivable.

Card Card Transaction Processing authorization allows you to process the following
Transaction transactions in Payment Processing, Accounts Receivable, and Order Entry:
Processing l Pre-authorize a credit card payment
l Void a pre-authorized credit card payment
l Capture a pre-authorized credit card payment
l Process a credit card payment
l Void a credit card payment
l Void a credit card refund

Note: For all transaction types except pre-authorizing payments and voiding
pre-authorizations, you require additional security authorizations in Order Entry
and Accounts Receivable.

Payment Processing Security Authorizations

About Processing Codes

A processing code specifies the bank, currency, and merchant account that will be used to process a
credit card transaction. Before you can process credit card transactions in Accounts Receivable or Order
Entry, you must set up at least one processing code with the merchant ID and merchant key for a Paya
merchant account.

On the PMT Processing Codes setup screen, you can create multiple processing codes to specify
different combinations of merchant account, currency, and bank.

Sage 300 2023 Payment Processing User's Guide 8

 Example:
Say you use separate merchant accounts to process credit card transactions for your web store and
retail outlet, but you use the same bank and currency for each account. You could set up two
processing codes called WEBSTORE and RETAIL that use the same bank and currency, and then
specify the merchant account to be used for each code.

After setting up processing codes, you select a processing code when entering a credit card transaction
in Accounts Receivable or Order Entry, or when entering credit card information for a customer in
Accounts Receivable.

Using Merchant Account Information

You can use the same merchant account information in multiple processing codes. However, each
merchant code is linked to a single currency, so all processing codes that use a common merchant
account must also use the currency for that merchant account.

If you use multicurrency accounting, you must apply for a Paya merchant account for each currency in
which you will process credit card transactions.

For more information, or to apply for a merchant account, visit http://na.sage.com/us/sage-payment-

solutions.

Modifying and Deleting Processing Codes

You can use the PMT Processing Codes screen to modify and delete processing codes you have set up,
as long as they have not been specified for saved credit cards or used in any transactions.

If a processing code has been specified for a saved credit card in Accounts Receivable, or if it has been
used to process a credit card transaction, you cannot modify or delete the processing code.

Adding, Editing, or Deleting Processing Codes

A processing code specifies the bank, currency, and merchant account that will be used to process a
credit card transaction.
More...

You can use the same merchant account information to create multiple processing codes. However,
merchant codes are currency-specific, so all processing codes that use a common merchant account
must also use the currency for that merchant account.

For more information about processing codes, or for help using the fields on the Processing Codes
screen, see "About Processing Codes" (page 8).

Sage 300 2023 Payment Processing User's Guide 9

Before You Start
l You must have at least one Paya merchant account for each currency in which you will process
credit card transactions. For more information, or to apply for a merchant account, visit
http://na.sage.com/us/sage-payment-solutions.

To add a processing code:

1. Open Common Services > Payment Processing > PMT Setup > Processing Codes.
2. Enter basic information for the processing code. More...

a. In the Processing Code field, enter a name for the processing code. For example, you
might create a name that reflects the context in which the code will be used (such as
WEBSTORE) or the bank and currency (such as SEATACUSD).
b. In the Description field, enter a description that will help users select this code when it
appears in a Finder or list.
c. In the Bank field, specify the bank that will process transactions that use this code.

Note: When you are processing a credit card transaction that uses this processing code, if you
select a bank other than the one that was specified on the Processing Codes screen, an error
message informs you that the bank code does not match the one specified for the processing
code.

d. In the Currency field, select the currency in which transactions that use this code will be
processed.

Note: When you are processing a credit card transaction that uses this code, if you select a
currency other than the one that was specified for this code, an error message informs you
that the currency does not match the one specified for the processing code.

3. Enter and validate merchant account information. More...

a. In the Merchant ID field, enter the merchant ID for the Paya merchant account you will use
to process transactions that use this code.
b. In the Merchant Key field, enter the merchant key for the Paya merchant account.

The merchant key you enter is encrypted and replaced with asterisks (*) for security purposes.

c. Click the Validate button to validate the merchant ID and merchant key you entered.

A message informs you whether the merchant account information you entered is valid.

4. Click Add to add the processing code.

Sage 300 2023 Payment Processing User's Guide 10

After adding processing codes
l Set up payment codes in Accounts Receivable to support credit card payments. For details, see
"Setting Up Payment Processing" (page 6).

To edit a processing code:

Note: If a processing code has been specified for a saved credit card in Accounts Receivable, or if it
has been used to process a credit card transaction, you cannot modify or delete the processing code.

1. Open Common Services > Payment Processing > PMT Setup > Processing Codes.
2. In the Processing Code field, enter or select the code you want to edit.
3. Make your changes to the processing code.

Tip: If you are changing merchant information, click Validate to ensure that the new information you
entered is valid.

4. Click Save.

To delete a processing code:

Note: If a processing code has been specified for a saved credit card in Accounts Receivable, or if it
has been used to process a credit card transaction, you cannot modify or delete the processing code.

1. Open Common Services > Payment Processing > PMT Setup > Processing Codes.
2. In the Processing Code field, enter or select the code you want to delete.
3. Click Delete.

Adding, Editing, or Deleting a Credit Card for a Customer

General information about a credit card is stored in the Accounts Receivable customer record. This
information includes the card ID, description, processing code, billing information, comments, and
whether or not the card should be the default for the customer. More...

Credit card details (card number and expiration date) are not stored in the Accounts Receivable customer
record. To add these details, you click the Edit Card Details button on the A/R Credit Card Information
screen, and then enter the information on the Paya browser form. The information is stored in an online
"vault" managed by Paya, and is not saved in your company database.

Note: You can use a saved credit card for a transaction only if the processing code for the card
matches the processing code for the transaction.

Sage 300 2023 Payment Processing User's Guide 11

Before You Start
l Sage Exchange must be installed and running on the workstation you are using.
l You must have a working Internet connection.

To add credit card information for a customer:

1. Open Accounts Receivable > A/R Customers > Customers, and then select a customer record.
2. Click the Credit Card tab.
3. Click the New button.

The A/R Credit Card Information screen appears.

4. Set up the credit card record. More...

a. In the Card ID field, enter a short name for the card (for example, VISA).
b. In the Description field, enter a short description (for example, Aeroplan Visa Card).
c. If you use multiple processing codes, enter a processing code in the Processing Code field. (If
you use a single processing code, this field displays that processing code.)

The bank and currency associated with the processing code appear in the Bank and Currency fields.

d. If you want this card to be selected by default when you process credit card transactions for this
customer, select the Use This as Default Card option.If you use multicurrency accounting, the
card will be used as the default only for transactions where the currency for the transaction
matches the currency specified for the processing code this card uses.
5. Enter billing details for the cardholder.

Tip: When entering billing details, you can select the Same as Customer Address option to fill in
billing details with name and address information from the customer record.

6. If you want to add comments about the card, enter them in the Comments field.

Important!
Do not record credit card details in the Comments field, including card number, expiration date, and
CVV number. Storing details in this way can compromise credit card security and may constitute a
violation of the Payment Card Industry Data Security Standard (PCI DSS).

If a security breach occurs, merchants that do not comply with PCI DSS may be subject to fines, card
replacement costs, forensic audits, and other penalties.

7. Enter credit card details. More...

Sage 300 2023 Payment Processing User's Guide 12

 a. Click the Add Card Details button.

The Paya browser form appears.

b. Enter the card number and select the expiration date, and then click Submit.

Paya creates a new entry in its online "vault" and saves the credit card details. The browser form
closes, and credit card details appear on the A/R Credit Card Information screen, with the first 12
digits of the credit card number replaced with Xs.

8. Review the information you have entered to verify that it is correct, and then click Add.
9. Click Close to close the screen.

To edit saved credit card information for a customer:

1. Open Accounts Receivable > A/R Customers > Customers, and then select a customer record.

2. Click the Credit Card tab.

Saved credit cards for the customer appear in the table on the Credit Card tab.

3. Select a credit card, and then click Open.

4. Edit credit card information. More...

l To edit general settings and billing details, make your changes on the A/R Credit Card
Information screen.
l To edit the card number or expiration date, click the Edit Card Details button, edit the
information in the fields on the Paya browser form, and then click Submit to save your
changes.
5. Click Save to save your changes.
6. Click Close to close the screen.

To delete a saved credit card:

1. Open Accounts Receivable > A/R Customers > Customers, and then select a customer record.

2. Click the Credit Card tab.

3. Select the credit card record you want to delete, and then click Delete.

Sage 300 2023 Payment Processing User's Guide 13

Chapter 3: Processing Transactions

Use Sage 300 Payment Processing to pre-authorize, process, void, and refund credit card payments.

About Payment Processing Transactions

Payment Processing integrates seamlessly with key screens in Order Entry and Accounts Receivable,
allowing you to process credit cards while working in Sage 300.

You use the integrated screens in Accounts Receivable and Order Entry to launch the PMT Process
Credit Card screen, where you enter or review billing information, order totals, and credit card details.
From this screen, you launch the Paya browser form, where you complete the transaction.

After Paya processes the transaction, transaction details and a status message appear on the Process
Credit Card screen.

Processing Credit Cards in Accounts Receivable

After you install and activate Payment Processing, the following Accounts Receivable screens are
updated to support credit card processing:

l A/R Customers. A Credit Card tab appears on the A/R Customers screen and allows you to view,
add, edit, and delete credit card records for customers.
l A/R Credit Card Information. An A/R Credit Card Information screen allows you to drill down from
screens in Accounts Receivable and Order Entry to view, edit, or delete credit card information.
l A/R Invoice Entry. When you select a payment code that uses the SPS Credit Card payment type,
you can process a credit card prepayment for an invoice.
l A/R Payment Codes. A payment type called SPS Credit Card appears in the list of available
selections for payment codes. You must select this payment type for each payment code you will
use when processing credit card transactions.
l A/R Receipt Entry. When you select a payment code that uses the SPS Credit Card payment
type, you can process a credit card transaction for a prepayment, receipt, unapplied cash, or
miscellaneous receipt.
l A/R Refund Entry. You can refund a transaction that was paid by credit card. The refund can be
paid by cash or check, or you can apply it to the card that was used for the transaction.

Sage 300 2023 Payment Processing User's Guide 14

Processing Credit Cards in Order Entry
After you install and activate Payment Processing, the following Order Entry screens are updated to
support credit card processing:

l O/E Invoice Entry. Depending on the options you select on the PMT Options screen, a Capture
button allows you to capture a pre-authorized credit card payment for a shipment.
l O/E Order Entry. Pre-authorize, Quick Pre-authorize, and Capture buttons allow you to pre-
authorize and capture a credit card payment for an order.
l O/E Prepayments. When you select a payment code that uses the SPS Credit Card payment
type, you can process a credit card prepayment for an order.
l O/E Capture Payments With Invoices. An O/E Capture Payments With Invoices screen allows
you to capture and invoice pre-authorized credit card payments for multiple Order Entry
documents.
l O/E Shipment Entry. A Capture button allows you to capture a pre-authorized credit card
payment for an order.

About Pre-authorizing, Capturing, and Forcing Credit Card

Payments
You pre-authorize a credit card payment when you want to verify that sufficient credit exists on a
customer's credit card before processing a sale.

When you create a pre-authorization, the cardholder's credit limit is reduced by the amount of the pre-
authorization until the pre-authorization is captured or expires.

After pre-authorizing a payment, you can capture (process) the payment or void the pre-authorization. In
Order Entry, you can also use the O/E Capture Payments With Invoices screen to capture and invoice
pre-authorized payments for multiple Order Entry documents.

If a pre-authorization has expired recently, you may be able to force a payment for the pre-authorized
amount.

Pre-authorizing Payments
On the O/E Order Entry screen, you can click Pre-authorize or Quick Pre-authorize to pre-authorize a
credit card payment.

The amount of a pre-authorization does not need to match the amount captured in the final sale. The
captured amount may be more (as when a restaurant customer adds a tip) or less (as when a service
station customer swipes a credit card, and then purchases fuel that costs less than the amount pre-
authorized for a fill-up).

Sage 300 2023 Payment Processing User's Guide 15

 Important!
If it is likely that more than seven days will pass before an order is shipped, you should not pre-
authorize a credit card payment for the order. If you do, the pre-authorization may expire, in which case
your merchant service provider will charge a fee. (Credit card pre-authorization in Paya expires after
approximately seven days.)

Rather than pre-authorize a credit card payment, you can process an initial prepayment when the order
is created, and then process the balance when the order is shipped.

For more information, see "Pre-authorizing a Credit Card Payment" (page 24).

Capturing Pre-authorized Payments

You capture a pre-authorized credit card payment when you are ready to process payment for goods that
you have shipped, or for goods or services that a customer has received.

You can capture a pre-authorization only once. After you capture it, the pre-authorization is released in
full, regardless of whether the amount captured matches the amount that was pre-authorized.

On some Order Entry transaction screens, you can click the Capture button to capture (process) a pre-
authorized credit card payment. This button appears on the O/E Order Entry and O/E Shipment Entry
screens, and may also appear on the O/E Invoice Entry screen (depending on the options you selected
on the PMT Options screen).

In Order Entry, you can also use the O/E Capture Payments With Invoices screen to capture and invoice
pre-authorized payments for multiple Order Entry documents.

For more information about capturing credit card payments, see the following topics:

l "PMT Options Screen" (page 35)

l "Capturing a Pre-authorized Credit Card Payment" (page 27)
l "Capturing and Invoicing Pre-authorized Credit Card Payments" (page 18)

Forcing Payment for Expired Pre-authorizations

If a pre-authorization has expired, you may be able to force a payment for the pre-authorized amount.

Note: Forced transactions may be subject to higher fees than regular transactions, depending on the
terms of your agreement with your merchant service provider.

You can force a payment if the pre-authorization has expired recently (typically within 30 days), and if you
used a saved credit card for the pre-authorization (that is, you did not select the Enter A Card For One-
Time Use option when processing the pre-authorization).

Sage 300 2023 Payment Processing User's Guide 16

If you attempt to use the PMT Process Credit Card screen to capture an expired pre-authorization that
cannot be forced, a message informs you that you must create a new pre-authorization or prepayment.

If you are using the O/E Capture Payments With Invoices screen to capture and invoice multiple pre-
authorized payments, Sage 300 attempts to force all expired pre-authorizations. If an expired pre-
authorization cannot be forced, a message informs you that the payment could not be processed.

Voiding Existing Pre-authorizations

On the O/E Order Entry screen, you can click the Void Pre-auth button to open the O/E Pre-authorization
screen, and then click Void to void an existing pre-authorization.

Merchant service providers charge a fee for voiding a credit card pre-authorization. However, this fee is
lower than the fee that is charged if you do not void or capture a pre-authorization and allow it to expire.
For this reason, we recommend that you void any pre-authorization that will not be captured.

For more information, see "Voiding a Credit Card Pre-authorization" (page 30).

About Quick Processing for Credit Card Transactions

If you use Payment Processing, 'quick' processing buttons allow you to process some credit card
transactions with one click:

l Quick Pre-authorize. Pre-authorize a credit card payment with one click.

The Quick Pre-authorize button is available on the O/E Order Entry screen.
l Quick Charge. Process a credit card payment with one click.
The Quick Charge button is available on the following screens:
l O/E Prepayments
l A/R Prepayments
l A/R Receipt Entry

Note: The Quick Charge button cannot be used to capture a pre-authorized payment.

Before you can use quick processing buttons for a customer, you must:

l Set up a credit card for the customer with the Use This as Default Card option selected (on the
A/R Credit Card Information screen).

Also, this default credit card must use the same currency as the customer’s currency. More...

Sage 300 2023 Payment Processing User's Guide 17

 The currency for a credit card is determined by the Processing Code specified for the credit card on the
A/R Credit Card Information screen.

The currency for a customer is determined by the Account Set specified for the customer on the
Processing tab of the A/R Customers screen.
l Specify a payment code for the customer (on the Processing tab of the A/R Customers screen)
that uses the payment type SPS Credit Card.

Note: When using quick processing buttons, you do not enter any information for transactions. If you
need full control over transaction details (such as billing information, order totals, and credit card
details), use the Pre-authorize or Charge buttons instead.

Capturing and Invoicing Pre-authorized Credit Card

Payments
You capture a pre-authorized credit card payment when you are ready to process payment for goods that
you have shipped, or for goods or services that a customer has received.

In Order Entry, you can use the O/E Capture Payments With Invoices screen to capture and invoice pre-
authorized credit card payments for multiple orders or shipments in a batch. For more information about
the O/E Capture Payments With Invoices screen, see the Order Entry help.

Note: You can also use O/E transaction entry screens to capture individual pre-authorized payments
by document. For more information, see "Capturing a Pre-authorized Credit Card Payment" (page 27).

Before You Start

l A credit card pre-authorization must exist for one or more Order Entry documents. For instructions
on creating a credit card pre-authorization, see "Pre-authorizing a Credit Card Payment" (page 24).
l Sage Exchange must be installed and running on the workstation you are using to capture the pre-
authorized payments. For more information, see "About Paya" (page 2).
l You must have a working Internet connection.

To capture and invoice pre-authorized credit card payments:

1. Open Order Entry > O/E Transactions > Capture Payments with Invoices.
2. In the A/R Receipt Batch Date field, specify the date for the receipt batch (or batches) that will be
created when you capture pre-authorized payments.

Sage 300 2023 Payment Processing User's Guide 18

 Note: If you process payments that use multiple processing codes, a separate Accounts Receivable
receipt batch is created for each processing code.

3. If you want to filter documents by processing code or document number, specify criteria. More...

a. In the From/To Processing Code fields, specify a range of processing codes to view, or
accept the default entries to view pre-authorized payments for all processing codes. (A
processing code specifies the bank, currency, and merchant account that will be used to
process a credit card transaction.)
b. In the From/To document number fields, specify a range of shipment numbers and/or order
numbers to view, or accept the default entries to view pre-authorized payments for all
documents.

Note: If you specify ranges of both shipment numbers and order numbers, only pre-authorized
payments that match all criteria you specify will appear in the table.

c. Click the Go button.

Documents that match the criteria you specified appear in the table.

4. If you do not want to capture and invoice pre-authorized payments for all documents that appear in
the table, set the value in the Apply column to "No" for those documents, and then select
documents for which to process payments. More...

l To set the value in the Apply column, select a row, and then double-click the Apply column
or press the spacebar.
l If you want to set this value to "No" for all documents, click the Apply None button.
l If you want to set this value to "Yes" for all documents again, click the Apply All button.
5. If you want to print invoices and/or receipts after you capture payments and create invoices, select
the Print Invoices After Capture and/or Print Receipts After Capture options. More...

l If you select Print Invoices After Capture, the O/E Invoices report screen opens after Sage
300 processes payments and creates invoices. By default, the numbers of the first and last
invoice in the new batch are specified in the From Invoice and To Invoice fields, and the
Include Invoices Already Printed option is cleared.
l If you select Print Receipts After Capture, the A/R Receipts report screen opens after Sage
300 processes payments and creates invoices. By default, the numbers of the first and last
Accounts Receivable batches created while capturing payments are specified in the From
and To batch number fields.
6. Click Capture and Invoice.
l Paya processes pre-authorized payments for all documents that display "Yes" in the Apply
column.

Sage 300 2023 Payment Processing User's Guide 19

 l Order Entry creates an invoice for each pre-authorized payment that was successfully
processed.
l Accounts Receivable creates a receipt batch with the batch date you specified. If you use
multiple processing codes, a separate receipt batch is created for each processing code.
l When processing is complete, a message displays summary information about payments
that were successfully processed. If any errors occur while processing payments and
creating invoices, a message displays detailed information about each error.

Tip: If any payments were not processed, or if any invoices were not created, print this
message to create a record of errors that you need to resolve.

l If you select Print Invoices After Capture, the O/E Invoices report screen opens after Sage
300 processes payments and creates invoices. By default, the numbers of the first and last
invoice in the new batch are specified in the From Invoice and To Invoice fields, and the
Include Invoices Already Printed option is cleared.
l If you select Print Receipts After Capture, the A/R Receipts report screen opens after Sage
300 processes payments and creates invoices. By default, the numbers of the first and last
Accounts Receivable batches created while capturing payments are specified in the From
and To batch number fields.

After capturing and invoicing credit card payments

If any payments could not be processed, resolve errors related to those payments.

When you pre-authorize a credit card payment, credit card information is validated in Paya, and the
cardholder's credit limit is reduced by the amount of the pre-authorization until the pre-authorization is
captured or expires. For these reasons, it is rare for errors to occur while capturing a payment. However,
the following issues may cause a capture to fail:

l The pre-authorization has expired and cannot be forced. Pre-authorizations usually expire after
seven days, and you may be able to "force" payment for an expired pre-authorization up to 30
days after expiry. If more than 30 days have passed since the pre-authorization expired, you may
be unable to process payment.
l The pre-authorization has expired and credit card information was not saved. If credit card
information was not saved when the pre-authorization was created, you cannot force payment
after the pre-authorization expires.
l The pre-authorization has been voided. If you or another user voided the transaction in Sage
300 or in Sage Virtual Terminal, you cannot capture payment.
l The receipt amount is zero. You cannot capture a pre-authorized payment if the receipt amount
is zero.

Sage 300 2023 Payment Processing User's Guide 20

 l Another user modified the order or shipment during payment processing. If another user
changes the order or shipment information during processing, the transaction may fail.
l The Internet connection was lost or interrupted. If a capture fails due to issues with your Internet
connection, you should be able to process the transaction again successfully when the connection
is restored.
l Merchant information has been changed. If you or another user changed the merchant
information or processing codes for your Payment Processing system, capture may fail for pre-
authorizations created using the original merchant information or processing codes.

Processing a Credit Card Payment

Before You Start

l Sage Exchange must be installed and running on the workstation you are using to process the
payment. For more information, see "About Paya" (page 2).
l You must have a working Internet connection.

To process a credit card payment:

1. In Order Entry or Accounts Receivable, create or select a document for which you want to process
a credit card payment.

Sage 300 screens that support credit card payments

l A/R Invoice Entry
l A/R Receipt Entry
l O/E Invoice Entry
l O/E Order Entry
l O/E Shipment Entry
2. Set up a prepayment or select a transaction type.

If you are using O/E Order Entry, Shipment Entry, or Invoice Entry
a. Click the Prepayment button.
b. Create or select a batch for the prepayment.

Sage 300 2023 Payment Processing User's Guide 21

 If you are using A/R Invoice Entry
a. If you are creating a new document, enter document details and click Add.
b. Click the Prepay button.
c. Create or select a batch for the prepayment.

If you are using A/R Receipt Entry

l On the Transaction Type list, select Receipt, Prepayment, Unapplied Cash, or Misc.
Receipt.
3. Verify that the information on the screen is correct. More...

a. Verify that the Payment Code field displays the correct payment code, or select a payment
code that uses the payment type SPS Credit Card.

Tip: Click the Finder to see a list of payment codes and associated payment types.

b. If you are using the O/E Prepayments screen, verify that the Processing Code field displays
the correct processing code, or use the Finder to select a code.

The bank code associated with the processing code appears in the Bank Code field.

Note: The bank and currency for the current transaction must match the bank and currency
specified for the processing code you select.

c. Verify that the Bank Code field displays the correct bank code, or select a bank code to be
used when the transaction is processed.
4. Enter remaining transaction details, and then click the Add button.

The Charge and Quick Charge buttons become available.

5. Click one of the following buttons:

l Charge. If you click this button, you must complete the remaining steps in this procedure. More...

When you click Charge, the PMT Process Credit Card screen appears. If a default credit card
exists in the customer record that uses the processing code selected for the current transaction,
that credit card is selected by default.
l Quick Charge. If you click this button, the payment is immediately processed. After this, you
must post or save the document. No further steps are required. More...

Sage 300 2023 Payment Processing User's Guide 22

 Note: To use Quick Charge, information required for the transaction must already be entered in
your system. For more information, see "About Quick Processing for Credit Card Transactions"
(page 17).

6. Specify a credit card. More...

l
To select a saved credit card, use the Finder .

l
To enter details for a new card and save the card in the customer record, click the New
button, and then add the card details on the A/R Credit Card Information screen.
l To enter details for a new credit card that will not be saved in the customer record, select
Enter a Card for One-Time Use. (You enter card details on the Paya browser form after you
click the Process Pre-authorization button.)
7. Enter or review billing details. These may be different from the information in the Sage 300
customer record. For example, the customer may be using a company credit card, or may be
authorized to use a card on behalf of the primary cardholder.

Tip: When entering billing details, you can select the Same as Customer Address option to fill in
billing details with name and address information from the customer record.

8. Review totals.

Note: For some transactions, you can edit the amount in the Taxes field in order to comply with Level
2 processing requirements. When you edit this amount, the amount in the Subtotal field is calculated
automatically by subtracting the taxes you entered from the transaction total.

9. Click Process Payment.

The Paya browser form appears.

10. Review or enter credit card details.

l If you use a card reader device and did not select a saved credit card for this transaction, you
can click Swipe Card to swipe a credit card.
l If you want to review these details, click the Next button on the browser form.
11. Click Submit.

Paya processes the payment. The browser form closes, and transaction details and a status message
appear on the PMT Process Credit Card screen.

12. On the PMT Process Credit Card screen, review transaction details and status.
13. Click Close to close the PMT Process Credit Card screen.
14. Post or save the document.

Sage 300 2023 Payment Processing User's Guide 23

Pre-authorizing a Credit Card Payment
You pre-authorize a credit card payment when you want to verify that sufficient credit exists on a
customer's credit card before processing a sale. When you create a pre-authorization, the cardholder's
credit limit is reduced by the amount of the pre-authorization until the pre-authorization is captured or
expires.More...

The amount of a pre-authorization does not need to match the amount captured in the final sale. The
captured amount may be more (as when a restaurant customer adds a tip) or less (as when a service
station customer swipes a credit card, and then purchases fuel that costs less than the amount pre-
authorized for a fill-up).

If you use multicurrency accounting, you can pre-authorize a credit card payment only if the customer
currency matches the currency specified for an existing processing code. For example, if you want to pre-
authorize a credit card payment for a USD customer, USD must be specified as the currency for an
existing processing code.

Merchant service providers charge a fee for voiding a credit card pre-authorization. However, this fee is
lower than the fee that is charged if you do not void or capture a pre-authorization and allow it to expire.
For this reason, we recommend that you void any pre-authorization that will not be captured.

If a pre-authorization has expired, you may be able to force a payment for the pre-authorized amount.
You can force a payment only if the pre-authorization has expired recently (typically within 30 days), and
if you used a saved credit card for the pre-authorization (that is, you did not select the Enter A Card For
One-Time Use option when processing the pre-authorization).

Note: Forced transactions may be subject to higher fees than regular transactions.

If it is likely that more than seven days will pass before an order is shipped, you should not pre-authorize
a credit card payment for the order. If you do, the pre-authorization may expire, in which case your
merchant service provider will charge a fee. (Credit card pre-authorization in Paya expires after
approximately seven days.) Rather than pre-authorize a credit card payment, you can process an initial
prepayment when the order is created, and then process the balance when the order is shipped.

For more information about processing codes, see "About Processing Codes" (page 8).

For more information about pre-authorizing and capturing credit card payments, see "About Pre-
authorizing, Capturing, and Forcing Credit Card Payments" (page 15).

Sage 300 2023 Payment Processing User's Guide 24

Before You Start
l Sage Exchange must be installed and running on the workstation you are using to pre-authorize
the payment. For more information, see "About Paya" (page 2).
l You must have a working Internet connection.

To pre-authorize a credit card payment:

1. Open Order Entry > O/E Transactions > Order Entry.
2. Create or select an order for which you want to pre-authorize a credit card payment.
3. Click one of the following buttons:

l Pre-authorize. If you click this button, you must complete the remaining steps in this
procedure. More...

When you click Pre-authorize, the O/E Pre-authorization screen appears. The Pre-authorization
Amount field displays the order total (including taxes).
l Quick Pre-authorize. If you click this button, the order total (including taxes) is pre-
authorized. No further steps are required to pre-authorize the payment. More...

Note: To use Quick Pre-authorize, information required for the transaction must already be
entered in your system. For more information, see "About Quick Processing for Credit Card
Transactions" (page 17).

4. Review the information on the screen. More...

a. Verify that the Payment Code field displays the correct payment code, or select a payment
code that uses the payment type SPS Credit Card.

Tip: Click the Finder to see a list of payment codes and associated payment types.

b. Verify that the Processing Code field displays the correct processing code, or select a
processing code.

The bank code associated with the processing code appears in the Bank Code field.

Note: The processing code you select must use the same bank and currency as the current
transaction.

5. Click Pre-authorize.

The PMT Process Credit Card screen appears.

Sage 300 2023 Payment Processing User's Guide 25

 6. Specify a credit card. More...

l
To select a saved credit card, use the Finder .

l
To enter details for a new card and save the card in the customer record, click the New
button, and then add the card details on the A/R Credit Card Information screen.
l To enter details for a new credit card that will not be saved in the customer record, select
Enter a Card for One-Time Use. (You enter card details on the Paya browser form after you
click the Process Pre-authorization button.)
7. Enter or review billing details. These may be different from the information in the customer record.
For example, the customer may be using a company credit card, or may be authorized to use a
card on behalf of the primary cardholder.

Tip: When entering billing details, you can select the Same as Customer Address option to fill in
billing details with name and address information from the customer record.

8. Review totals.

Note: For some transactions, you can edit the amount in the Taxes field in order to comply with Level
2 processing requirements. When you edit this amount, the amount in the Subtotal field is calculated
automatically by subtracting the taxes you entered from the transaction total.

9. Click Process Pre-authorization.

The Paya browser form appears.

10. Review or enter credit card details.

l If you use a card reader device and did not select a saved credit card for this transaction, you
can click Swipe Card to swipe a credit card.
l If you want to review these details, click the Next button on the browser form.
11. Click Submit. You might need to click Submit twice if you did not click the Next button.

Paya processes the pre-authorization. A message displays information about the transaction.

12. On the PMT Process Credit Card screen, review pre-authorization details and status.
13. Click Close to return to the O/E Pre-authorization screen.

After pre-authorizing a credit card payment

l After posting the order, you can capture the pre-authorization either when the order is shipped
(using the O/E Shipment Entry screen) or when the order is invoiced (using the O/E Invoice Entry
screen).

Sage 300 2023 Payment Processing User's Guide 26

 Note: The options available for capturing individual pre-authorizations depend on the settings you
specify on the PMT Options screen. For more information, see "PMT Options Screen" (page 35).

l You can use the O/E Capture Payments With Invoices screen to process a batch of pre-authorized
payments for multiple Order Entry documents. For more information, see "Capturing and Invoicing
Pre-authorized Credit Card Payments" (page 18).
l If you want to void the pre-authorization, you can click the Void Pre-auth button on the O/E Order
Entry screen.

Capturing a Pre-authorized Credit Card Payment

You capture a pre-authorized credit card payment when you are ready to process payment for goods that
you have shipped, or for goods or services that a customer has received. More...

You can capture a pre-authorization only once. After you capture it, the pre-authorization is released in
full, regardless of whether the amount captured matches the amount that was pre-authorized.

On the O/E Shipment Entry screen, when you open a document with a pre-authorization, the Create
Invoice option is selected by default. You must create an invoice when capturing a pre-authorized credit
card payment from this screen.

Depending on the settings you specified on the PMT Options screen, you may be required to capture a
pre-authorized payment on the O/E Shipment Entry screen before shipping an order, or you may be able
to post the shipment, and then capture the payment later when creating the invoice.

If a pre-authorization has expired, you may be able to force a payment for the pre-authorized amount.

Note: Forced transactions may be subject to higher fees than regular transactions.

For more information about forcing payment, see "About Pre-authorizing, Capturing, and Forcing Credit
Card Payments" (page 15).

Note: You can use the O/E Capture Payments With Invoices screen to process a batch of pre-
authorized payments for multiple Order Entry documents. For more information, see "Capturing and
Invoicing Pre-authorized Credit Card Payments" (page 18).

Tip: On the O/E Order Entry screen, you can use the Order Number Finder to view pre-
authorization status. If a credit card payment has been pre-authorized but not processed for the order,
the Order Has Pre-authorization column for the order displays "Yes."

Sage 300 2023 Payment Processing User's Guide 27

Before You Start
l A credit card pre-authorization must exist for the document. For instructions on creating a credit
card pre-authorization, see "Pre-authorizing a Credit Card Payment" (page 24).
l Sage Exchange must be installed and running on the workstation you are using to capture the pre-
authorized payment. For more information, see "About Paya" (page 2).
l You must have a working Internet connection.

To capture a pre-authorized credit card payment:

1. Open Order Entry > O/E Transactions.

2. Select Order Entry, Shipment Entry, or Invoice Entry.

Note: You can capture pre-authorized payments from the O/E Invoice Entry screen only if the
Require Capture of Pre-authorized Payments at Shipment option is cleared on the PMT Options
screen.

3. Select a document or order number for which a credit card payment has been pre-authorized.

Note: On the O/E Shipment Entry screen, the Create Invoice option is selected by default. You must
create an invoice when capturing a pre-authorized credit card payment from this screen.

4. For each item that you are shipping, enter the quantity shipped in the Quantity Shipped field.
5. Click Capture.

The O/E Prepayments screen appears. The Payment Code, Processing Code, and Pre-authorization
Amount fields display the information that was entered for the pre-authorization.

Note: The Receipt Amount field displays the invoice amount, rather than the pre-authorized amount.

6. Select a batch for the prepayment, or create a new batch.

7. In the Receipt Amount field, enter the amount to capture for the pre-authorization.

Note: When you capture a pre-authorized credit card payment, the amount captured can be different
than the amount that was pre-authorized. For example, if a customer at a restaurant adds a tip, the
amount captured will be greater than the amount that was pre-authorized.

8. Click Add.

The Charge button becomes available.

Note: The Quick Charge button cannot be used to capture a pre-authorized payment.

Sage 300 2023 Payment Processing User's Guide 28

 9. Click Charge.

The PMT Process Credit Card screen appears.

10. Review totals.

Note: For some transactions, you can edit the amount in the Taxes field in order to comply with Level
2 processing requirements. When you edit this amount, the amount in the Subtotal field is calculated
automatically by subtracting the taxes you entered from the transaction total.

11. Click Process Payment.

Paya processes the payment.

12. Click Close to close the PMT Process Credit Card screen, and then the O/E Prepayments screen.
13. Post the document.

Voiding a Credit Card Payment

If you want to void a credit card prepayment in Order Entry, you must do so before posting the order,
shipment, or invoice. After you post, the prepayment is cleared and posted to Accounts Receivable, and
can be voided only in Accounts Receivable. More...

If a credit card payment has not been settled in Paya, you can void the transaction in Sage 300 or by
signing in to Sage Virtual Terminal.

If a transaction has been settled in Paya, it cannot be voided. If you want to refund a settled transaction,
you must use the Refund Entry screen in Accounts Receivable.

Before You Start

l A credit card payment must have been processed, but not settled by Paya. Transactions are
typically settled within 24 to 48 hours.
l Sage Exchange must be installed and running on the workstation you are using to void the
payment.
l You must have a working Internet connection.

To void a credit card payment:

1. In Order Entry or Accounts Receivable, select a document for which a credit card payment has
been processed.

Sage 300 2023 Payment Processing User's Guide 29

 Sage 300 screens that support credit card payments
l O/E Order Entry
l O/E Shipment Entry
l O/E Invoice Entry
l A/R Invoice Entry
l A/R Receipt Entry
2. If you are using a screen that processes credit card payments from a Prepayments screen, open
the Prepayments screen.
l On the A/R Invoice Entry screen, click Prepay.
l On Order Entry screens, click Prepayments.
3. Click Void.

Sage 300 checks Paya to determine whether the transaction has been settled.
l If the transaction has been settled in Paya, an error message informs you that the
transaction cannot be voided. If you want to refund the transaction, you must use the Refund
Entry screen in Accounts Receivable.
l If the transaction has not been settled, the PMT Process Credit Card screen appears. The
credit card that was used for the payment is selected.
4. Click Void Sale.

Paya voids the payment.

Voiding a Credit Card Pre-authorization

You can use the O/E Pre-authorization screen to void a pre-authorized credit card payment for an order if
the payment has not yet been processed. More...

Merchant service providers charge a fee for voiding a credit card pre-authorization. However, this fee is
lower than the fee that is charged if you do not void or capture a pre-authorization and allow it to expire.
For this reason, we recommend that you void any pre-authorization that will not be captured.

For more information, see "About Pre-authorizing, Capturing, and Forcing Credit Card Payments" (page 15).

Tip: On the O/E Order Entry screen, you can use the Order Number Finder to view pre-
authorization status. If a credit card payment has been pre-authorized but not processed for the order,
the Order Has Pre-authorization column for the order displays "Yes."

Sage 300 2023 Payment Processing User's Guide 30

Before You Start
l A credit card pre-authorization must exist for the order.
l Sage Exchange must be installed and running on the workstation you are using to void the pre-
authorization. For more information, see "About Paya" (page 2).
l You must have a working Internet connection.

To void a credit card pre-authorization:

1. Open Order Entry > O/E Transactions > Order Entry.
2. Select a document for which a credit card payment has been pre-authorized.
3. Click Void Pre-auth.

The O/E Pre-authorization screen appears.

4. Click Void.

The PMT Process Credit Card screen appears.

5. Click Void Pre-authorization.

Paya voids the pre-authorization.

Refunding a Credit Card Payment

You can refund a credit card transaction by cash or check, or by applying a credit to the card used for the
original transaction.

If a credit card payment has not been settled by Paya, you cannot refund the payment, but you can void
the transaction in Sage 300. For more information, see "Voiding a Credit Card Payment" (page 29).

Before You Start

l A credit card payment must have been processed and settled in Paya, and the batch containing
the transaction must have been posted in Sage 300.

Note: If the transaction you are refunding was entered in Order Entry, you must run Day End
Processing before you can select the transaction on the A/R Refund Entry screen.

For instructions on processing a credit card payment, see "Processing a Credit Card Payment" (page 21).
l Sage Exchange must be installed and running on the workstation you are using to refund the
payment. For more information, see "About Paya" (page 2).

Sage 300 2023 Payment Processing User's Guide 31

 l You must have a working Internet connection.

To refund a credit card payment:

1. Open Accounts Receivable > A/R Transactions > Refund Entry.
2. Create a new refund batch or open an existing refund batch.
3. Enter general information for the refund. More...

a. Enter a description for the entry.

b. In the Customer Number field, type or select the customer number.
c. In the Refund Number field, accept the ***NEW*** entry to let the program assign the
refund number.
d. Enter the date and the year and period for the refund, or accept the displayed information.
(The program uses the session date and the current year and period as defaults for the
refund.)
4. Specify the payment type. More...

a. If all or part of the refund is in cash, click the Cash Payment button, and then enter the bank
or cash account and the currency for the cash refund. If you are refunding in a currency
different from your functional currency, also specify the rate type, rate date, and the
exchange rate for the refund.
b. If all or part of the refund is by check, click the Check Payment button, and then enter the
bank, currency, and check language for the refund. If you are refunding in a currency
different from your functional currency, also specify the rate type, rate date, and the
exchange rate for the refund.

Select the Print Check option if you are using Accounts Receivable to print the check. If you
have issued a manual check, do not select the option, but enter the check number in the field
provided.

Note: When you add details for the cash refund later, the program updates the Check Amount
field.

5. In the Detail table, add refund details. More...

Note: When refunding a credit card payment, you can enter only a single detail line for the refund.

For each detail:

a. Press the Insert key on your keyboard to insert a detail line.

b. In the Document Number column, enter the number for the document you are refunding, or
use the Finder to select it.

Sage 300 2023 Payment Processing User's Guide 32

 The program fills in information about the selected document, including the document type,
original amount, current and pending balances, and whether the document is job related.

c. In the Payment Type column:

l If you are applying a credit to the card used for the original transaction, verify that the
payment type SPS Credit Card is selected.
l If you are issuing the refund by cash or check, double-click the Payment Type field
and select the payment type.
d. If you are applying the refund to a credit note paid by credit card, select the receipt number
associated with the payment from the list in the Receipt No. field.
e. In the Payment Amount column, enter the amount you are refunding for the selected
document. You can refund any amount up to the total for the original document.
6. Click Add to add the refund entry.

The Credit button becomes available.

7. If all or part of the refund is by credit card, apply the credit to the card. More...

a. Click the Credit button.

The PMT Process Credit Card screen appears in Credit mode, with the card used for the original
transaction selected. (You cannot select another card because you must apply the refund to the
card used for the original transaction.)

b. Click the Apply Credit button.

Paya applies the credit to the card used for the original transaction. Transaction details and a
status message appear on the PMT Process Credit Card screen.

c. Click Close to close the screen.

8. Click Save to save the refund entry.

Voiding a Credit Card Refund

You can void a credit card refund in Sage 300 or by signing in to Sage Virtual Terminal. For more
information, see "About Sage Virtual Terminal" (page 4).

Before You Start

l A credit card refund must have been processed in Paya, and must not have been settled.
(Transactions are typically settled within 48 hours.)

Sage 300 2023 Payment Processing User's Guide 33

 l Sage Exchange must be installed and running on the workstation you are using to void the refund.
For more information, see "About Paya" (page 2).
l You must have a working Internet connection.

To void a credit card refund:

1. Open Accounts Receivable > A/R Transactions > Refund Entry.
2. Select a document for which a Paya credit card payment has been refunded.
3. Click Void.

The PMT Process Credit Card screen appears and displays details for the refunded transaction.

4. Click Void Refund.

Paya voids the refund. Transaction details and a status message appear on the PMT Process Credit
Card screen, and the authorization code is cleared.

Note: If the refund has been settled in Paya, it cannot be voided.

5. Close the PMT Process Credit Card screen.

Sage 300 2023 Payment Processing User's Guide 34

Appendix A: Payment Processing Screen
Guides

Learn how to find and use Payment Processing screens. Each screen guide includes navigation
information, field help, and a list of tasks you can use the screen to perform.

PMT Options Screen

To Open this Screen

Open Common Services > Payment Processing > PMT Setup > Options.

Related Tasks

l "Setting Up Payment Processing" (page 6)

l "Adding, Editing, or Deleting Processing Codes" (page 9)

Overview
Note: Depending on how your system is set up, this classic desktop screen may also be available as a
web screen. For more information, see the Web Screens Getting Started Guide or the help for Sage
300 web screens.

Use the PMT Options screen to select options that specify how you pre-authorize and process credit card
payments in Paya.

Sage 300 2023 Payment Processing User's Guide 35

 Note:
l The Processing tab appears only if you have installed and activated Accounts Receivable.
Similarly, options on the Processing tab that are related to Order Entry appear only if you have
installed and activated Order Entry.
l You cannot save changes to options that affect Payment Processing integration with other Sage
300 programs (Accounts Receivable and Order Entry) until all other users have left those
programs and all screens are closed in those programs.

On the Processing tab, use the Require Capture of Pre-authorized Payments at Shipment option to
specify whether Order Entry users are required to process ("capture") a credit card payment that has
been pre-authorized for an order before posting a shipment.

l If you select this option, you must capture the pre-authorized payment and select the option to
create an invoice before posting a shipment.

l If you clear this option, you can post the shipment without capturing the pre-authorized payment, and
then capture the payment when creating the invoice. (You can also capture the payment when shipping,
but are not required to do so before posting the shipment.)

Note: After posting a shipment for an order with a pre-authorization, you must capture the pre-
authorized payment and invoice the shipment before you can create another shipment for the order.

Fields and Controls

Company tab

On the Company tab, enter contact information for your Payment Processing system.

Note: To change your company name and address, or to change contact information at the
company level, use the Company Profile screen in Common Services.

Contact Name

Enter the name of a contact person, position, or department for your Payment Processing system.

Fax Number

Enter a fax number for your Payment Processing system.

Sage 300 2023 Payment Processing User's Guide 36

 Telephone

Enter a telephone number for your Payment Processing system.

Processing tab

Use the options on this tab to specify general options for processing credit card transactions.

Note: The Processing tab appears only if you have installed and activated Accounts Receivable.
Similarly, options on the Processing tab that are related to Order Entry appear only if you have
installed and activated Order Entry.

Allow Terms Discount on Credit Card Receipts

This option indicates whether terms discounts (as specified on invoices) are allowed on the A/R
Process Credit Card Payments screen, as follows:

l If you select this option, terms discounts are allowed. On the A/R Process Credit Card Payments
screen, a credit card payment can be processed for an invoice in the following situations:
l The invoice due date is on or before the Invoices Due On or Before date.
l A terms discount for the invoice is available on the Invoices Due On or Before date.
l If you clear this option, terms discounts are not allowed. On the A/R Process Credit Card
Payments screen, a credit card payment can be processed for an invoice only if the invoice due
date is on or before the Invoices Due On or Before date.

Require Capture of Pre-authorized Payments at Shipment

Specify whether Order Entry users are required to process ("capture") a credit card payment that has
been pre-authorized for an order before posting a shipment.

l If you select this option, you must capture the pre-authorized payment and select the option to
create an invoice before posting a shipment.

l If you clear this option, you can post the shipment without capturing the pre-authorized payment, and
then capture the payment when creating the invoice. (You can also capture the payment when
shipping, but are not required to do so before posting the shipment.)

Note: After posting a shipment for an order with a pre-authorization, you must capture the pre-
authorized payment and invoice the shipment before you can create another shipment for the order.

Sage 300 2023 Payment Processing User's Guide 37

 Warn Before Forcing Expired Pre-authorizations

Select this option if you want a warning message to appear when a user tries to force payment for an
expired pre-authorization.

For more information about forcing payment, see "About Pre-authorizing, Capturing, and Forcing Credit
Card Payments" (page 15).

Sage 300 2023 Payment Processing User's Guide 38

PMT Processing Codes Screen

To Open this Screen

Open Common Services > Payment Processing > PMT Setup > Processing Codes.

Related Tasks

l "Setting Up Payment Processing" (page 6)

l "Adding, Editing, or Deleting Processing Codes" (page 9)

Overview
Note: Depending on how your system is set up, this classic desktop screen may also be available as a
web screen. For more information, see the Web Screens Getting Started Guide or the help for Sage
300 web screens.

Use the Processing Codes screen to set up one or more processing codes that you will use to process
credit card payments with Paya.

A processing code specifies the bank, currency, and merchant account that will be used to process a
credit card transaction. For more information about processing codes, see "About Processing Codes"
(page 8).

After you enter a Merchant ID and Merchant Key on this screen, you can click the Validate button to test
the merchant ID and merchant key you have entered for a processing code. Sage 300 checks Paya, and
a message informs you whether the information you entered is valid.

For more information about merchant accounts, or to apply for a Paya merchant account, visit
http://na.sage.com/us/sage-payment-solutions.

Fields and Controls

Buttons

Add

Click Add to add a new processing code to your system.

Sage 300 2023 Payment Processing User's Guide 39

 For more information, see "Adding, Editing, or Deleting Processing Codes" (page 9).

Delete

Click Delete to delete a processing code.

Note: If a processing code has been specified for a saved credit card in Accounts Receivable, or if it
has been used to process a credit card transaction, you cannot modify or delete the processing code.

For more information, see "Adding, Editing, or Deleting Processing Codes" (page 9).

Save

Click Save to save changes you have made to an existing processing code.

Tip: If you have changed the merchant ID or merchant key, click Validate before saving to verify that
the information you have entered is valid.

For more information, see "Adding, Editing, or Deleting Processing Codes" (page 9).

Validate

Click Validate to test the merchant ID and merchant key you have entered for a processing code. Sage
300 checks Paya, and a message informs you whether the information you entered is valid.

Bank

Enter the bank code of the bank that will process transactions that use this processing code.

When you are processing a credit card transaction that uses this processing code, if you select a bank
other than the one that was specified on the Processing Codes screen, an error message informs you
that the bank code does not match the one specified for the processing code.

Currency

If you use multicurrency accounting, select the currency in which transactions that use this code will be
processed.

You must apply for a Paya merchant account for each currency in which you will process credit card
transactions.

Also note that the currency you specify for this processing code must match the currency for the
merchant account you specify in the Merchant ID field.

Sage 300 2023 Payment Processing User's Guide 40

Description

Enter a description for the processing code.

Merchant ID

Enter the merchant ID for the Paya merchant account you want to use when processing transactions
that use this processing code.

If you use multicurrency accounting, you must apply for a Paya merchant account for each currency in
which you will process credit card transactions.

If you do not have a merchant account, visit na.sage.com/sage payment solutions to learn more or
apply.

Note: The merchant account you specify for this processing code must use the currency you
specified in the Currency field.

Merchant Key

Enter the merchant key for your merchant account with Paya. If you do not have a merchant account,
visit http://na.sage.com/us/sage-payment-solutions to learn more or apply.

After you add the processing code or save changes to an existing code, the information in the Merchant
Key field is encrypted and replaced with asterisks (*) for security reasons.

Processing Code

A processing code specifies the bank, currency, and merchant account that will be used to process a
credit card transaction.

Use this field to enter a new processing code, or to select an existing processing code to view or edit.

Tip: If you are creating a new processing code, consider using a name that reflects the context in
which the code will be used (such as WEBSTORE) or the bank and currency (such as SEATACUSD).

Sage 300 2023 Payment Processing User's Guide 41

PMT Process Credit Card Screen

To Open this Screen

On a Sage 300 screen that supports Payment Processing, click Pre-authorize, Prepayment, Charge,
Void, or Refund.

Note: In some cases, you must enter additional information on a pop-up screen that appears before
this screen. For example, if you are processing a credit card prepayment in Order Entry, you must
enter information about the prepayment on the O/E Prepayments screen before processing the credit
card transaction.

Related Tasks

l "Capturing and Invoicing Pre-authorized Credit Card Payments" (page 18)

l "Capturing a Pre-authorized Credit Card Payment" (page 27)
l "Pre-authorizing a Credit Card Payment" (page 24)
l "Processing a Credit Card Payment" (page 21)
l "Refunding a Credit Card Payment" (page 31)
l "Voiding a Credit Card Payment" (page 29)
l "Voiding a Credit Card Pre-authorization" (page 30)
l "Voiding a Credit Card Refund" (page 33)

Overview
Use the PMT Process Credit Card screen to pre-authorize, process, void, or refund credit card
transactions.

Selecting a Card
If a default card exists in the customer record and uses a processing code with the same currency as the
current transaction, that card is selected by default in the Card ID field when you open the PMT Process
Credit Card screen.

For transactions where the Card ID field is editable, you can:

Sage 300 2023 Payment Processing User's Guide 42

 l Select a saved credit card from the customer record
l Add a new credit card to be saved in the customer record
l Add a new credit card to be used one time only

If you select the Enter a Card for One-Time Use option, card details will not be stored in Paya, and
billing details will not be saved in the customer record.

Entering Billing Details

Enter billing details for the cardholder as they appear on the credit card. If you use Address Verification
Service (AVS), the information in these fields (except the Comments field) is verified against the
information on record for the cardholder when a transaction is processed.

The billing details you enter here may be different from the information in the Sage 300 customer record.
For example, the customer may be using a company credit card, or may be authorized to use a card on
behalf of the primary cardholder.

Important!
Do not record credit card details in the Comments field, including card number, expiration date, and
CVV number. Storing details in this way can compromise credit card security and may constitute a
violation of the Payment Card Industry Data Security Standard (PCI DSS).

If a security breach occurs, merchants that do not comply with PCI DSS may be subject to fines, card
replacement costs, forensic audits, and other penalties.

Reviewing Transaction Totals

When you initiate a credit card payment from Accounts Receivable or Order Entry, totals for the
transaction appear in the Totals group.

For some transactions, you can edit the amount in the Taxes field in order to comply with Level 2
processing requirements. When you edit this amount, the amount in the Subtotal field is calculated
automatically by subtracting the taxes you entered from the transaction total.

Processing a Credit Card Transaction

After entering or reviewing billing details and totals for a transaction, you use the Sage Exchange browser
form to process the transaction in Paya.

To open the Sage Exchange browser form, click the button in the Credit Card Details area. (This button
may be labeled Process Payment, Pre-authorize Payment, Void Pre-authorization, Void Sale, or
Apply Credit, depending on the current transaction.)

Sage 300 2023 Payment Processing User's Guide 43

 Note:
When you capture (process payment for) a pre-authorized credit card payment, the amount captured
can be different than the amount that was pre-authorized. For example, if a customer at a restaurant
adds a tip, the amount captured will be greater than the amount that was pre-authorized.

You can capture a pre-authorization only once. After the capture, the pre-authorization is always
released in full, regardless of whether the amount captured is equal to or less than the amount that was
pre-authorized.

Reviewing Transaction Details

After a transaction is processed by Paya, information about the transaction appears in the Transaction
Details area, including the time the transaction was processed, an authorization code, and a short
message indicating the status of the transaction.

You can use the authorization code to look up transaction details in Paya Virtual Terminal. For more
information, see "About Sage Virtual Terminal" (page 4).

Fields and Controls

Buttons

The buttons that appear on this screen depend on the type of credit card transaction you are
processing.

For example, if you previously processed a credit card payment and you need to void the sale, the
Void Sale button appears.

Apply Credit

Click Apply Credit to open the Paya form in a browser and apply a credit to a customer's card. In the
browser form, you enter the card number, expiration date, and other details as required, and then
submit the form to apply the credit.

After you apply the credit, transaction details and a status message appear on the PMT Process Credit
Card screen.

Close

Click Close to close the screen.

Sage 300 2023 Payment Processing User's Guide 44

 Process Payment

Click Process Payment to open the Paya form in a browser and process a payment. In the browser
form, you enter the card number, expiration date, and other details as required, and then submit the
form to process payment.

After you process the payment, transaction details and a status message appear on the PMT Process
Credit Card screen.

Process Pre-authorization

Click Process Pre-authorization to open the Paya form in a browser and pre-authorize a credit card
payment. In the browser form, you enter the card number, expiration date, and other details as required,
and then submit the form to process the pre-authorization.

After you pre-authorize the payment, transaction details and a status message appear on the PMT
Process Credit Card screen.

Void Pre-authorization

Click Void Pre-authorization to void (cancel) a previously submitted pre-authorization.

After you void the pre-authorization, the Authorization Code field is cleared, and a status message
informs you that the pre-authorization has been voided.

Void Sale

Click Void Sale to void a previously processed sale. After you void the sale, the Authorization Code
field is cleared, and a status message informs you that the sale has been voided.

A transaction can be voided only before it has been settled (that is, before the transaction has been
processed by Paya). When you click the Void Sale button, Sage 300 checks Paya to determine
whether the transaction can be voided. If the transaction has been settled, it cannot be voided, and you
must use the A/R Refund Entry screen to apply a credit if you want to refund the transaction.

Card ID

Use the Card ID field to select a saved credit card for a customer, or to add a new credit card for
processing.

Sage 300 2023 Payment Processing User's Guide 45

 l
To select a saved credit card, use the Finder .

l
To add a new credit card, click the New button, and then enter card information on the A/R
Credit Card Information screen.

If you want to review or edit details for a saved credit card, select the card, and then click the Zoom
button to open the A/R Credit Card Information screen.

If you want to enter a card for one-time use, do not use the Card ID field. Instead, select the Enter A
Card For One-Time Use option.

Note: You add credit cards for a customer on the Credit Cards tab of the A/R Customers screen.

Default Card

Select this option to set the current card as the default credit card for the customer. When you process
other credit card transactions for the customer, this card will appear by default on the PMT Process
Credit Card screen.

If you use multicurrency accounting, the card will be used as the default only for transactions where the
currency for the transaction matches the currency specified for the card.

Description

Enter a description for the card, such as "Bank of America Mastercard."

The description appears beside the card ID in forms, tables, and lists, and makes it easier to identify and
select a card for future transactions and inquiries.

Enter a Card for One-Time Use

Select this option if you want to process a credit card transaction without using a saved credit card from
the customer record.

Any credit card information you enter after selecting this option will not be saved in Sage 300. If you
begin to enter information and then clear the Enter a Card for One-Time Use option, all information you
have entered will be cleared.

Note: After you select this option, transaction information is saved in Paya for processing purposes,
but no card information is saved in Sage 300. If you are pre-authorizing a credit card payment, you
will be able to capture or void the pre-authorization. However, if you want to process another
transaction, you will need to re-enter card information.

Sage 300 2023 Payment Processing User's Guide 46

Processing Code

This field displays the processing code for the credit card transaction. This code specifies the bank,
currency, and merchant account that will be used when the transaction is processed.

Billing Details

If you are processing a transaction using a saved credit card, review the information in these fields
to verify that it is correct. If you need to change the information, you can click the Card ID Zoom
button to open the A/R Credit Card Information screen.

If you are entering a card for one-time use, enter credit card billing details in these fields.

Tip: Select the Same as Customer Address option to fill in billing details with name and
address information from the customer record.

If you use Address Verification Service (AVS), the information in these fields (except the
Comments field) is verified against the information on record for the cardholder when a transaction
is processed.

Important!
Do not record credit card details in the Comments field, including card number, expiration date,
and CVV number. Storing details in this way can compromise credit card security and may
constitute a violation of the Payment Card Industry Data Security Standard (PCI DSS).

If a security breach occurs, merchants that do not comply with PCI DSS may be subject to fines,
card replacement costs, forensic audits, and other penalties.

Address

Enter the cardholder's address.

Cardholder Name

Enter the name of the person to whom the card was issued. If the cardholder has authorized an
additional person to use the card, you can use that person's name.

City

Enter the name of the city.

Sage 300 2023 Payment Processing User's Guide 47

 Comments

This field is optional. You can use it to record comments about the current transaction.

Important!
Do not record credit card details in the Comments field, including card number, expiration date, and
CVV number. Storing details in this way can compromise credit card security and may constitute a
violation of the Payment Card Industry Data Security Standard (PCI DSS).

If a security breach occurs, merchants that do not comply with PCI DSS may be subject to fines, card
replacement costs, forensic audits, and other penalties.

Country

Enter the name of the country.

Same as Customer Address

Select this option to fill in Billing Details fields with name and address information from the customer
record. If necessary, you can change this information.

If you clear this option after selecting it, customer name and address information is cleared from Billing
Details fields.

State/Province

Enter the name of the state or province.

Zip/Postal Code

Enter the zip code or postal code for the address.

Credit Card Details

The fields in this group display the credit card type, number, and expiration date for the selected
credit card.

This information is stored securely in Paya, and can be edited only in the Paya browser form (not in
Sage 300).

Sage 300 2023 Payment Processing User's Guide 48

 Important!
Do not record credit card details in the Comments field, including card number, expiration date,
and CVV number. Storing details in this way can compromise credit card security and may
constitute a violation of the Payment Card Industry Data Security Standard (PCI DSS).

If a security breach occurs, merchants that do not comply with PCI DSS may be subject to fines,
card replacement costs, forensic audits, and other penalties.

Card Number

This field displays the last four digits of the credit card used for the transaction, with the remaining digits
replaced by Xs.

This information is stored securely in Paya, and can be edited only in the Paya browser form (not in
Sage 300).

Card Type

This field displays the card type (for example, Visa), and cannot be edited in Sage 300.

Paya determines card type automatically by checking the card number.

Expiration Date

This field displays the expiration date of the credit card used for the transaction, in the format MM/YY.

This information is stored securely in Paya, and can be edited only in the Paya browser form (not in
Sage 300).

Totals

These fields display tax information and totals for the transaction. For some transactions, you can
edit the amount in the Taxes field in order to comply with Level 2 processing requirements. When
you edit this amount, the amount in the Subtotal field is calculated automatically by subtracting the
taxes you entered from the transaction total.

Subtotal

This field displays the amount of the transaction before tax, and is added to the amount in the Taxes
field to calculate the total.

Sage 300 2023 Payment Processing User's Guide 49

 For some transactions, you can edit the amount in the Taxes field in order to comply with Level 2
processing requirements. When you edit this amount, the amount in the Subtotal field is calculated
automatically by subtracting the taxes you entered from the transaction total.

Taxes

This field displays the amount of tax included in the transaction, and is added to the amount in the
Subtotal field to calculate the total.

For some transactions, you can edit the amount in the Taxes field in order to comply with Level 2
processing requirements. When you edit this amount, the amount in the Subtotal field is calculated
automatically by subtracting the taxes you entered from the transaction total.

Total

This field displays the total amount to be pre-authorized, processed, voided, or credited.

Transaction Details

This group displays the authorization code for a transaction, the time it was processed, and a
status message that indicates whether a payment has been pre-authorized, processed, voided, or
credited.

Authorization Code

This field displays the authorization code that Paya assigns to each transaction as it is processed.

You can use this authorization code to look up a transaction in Sage Virtual Terminal.

Time

This field displays the time at which a transaction was processed by Paya.

Sage 300 2023 Payment Processing User's Guide 50

Appendix B: Payment Processing FAQ

General Information

What is Payment Processing?

Payment Processing is a Sage 300 program that lets you process credit card payments from your
customers. You use it with Sage Exchange, a secure payment-processing application that
integrates Sage 300 with Paya.

For an overview of product features and integration with Accounts Receivable and Order Entry,
see "Payment Processing Overview" (page 1).

What features does Payment Processing include?

For an up-to-date list of features included in Payment Processing, see "Payment Processing
Overview" (page 1).

What is Paya?
Paya provides complete, Payment Card Industry (PCI) compliant payment processing solutions
for all business types. Sage 300 Payment Processing works exclusively with Paya to enable
merchants to seamlessly process credit card transactions directly in Sage 300.

For more information, see "About Paya" (page 2).

What is Sage Exchange?

Sage Exchange is a secure payment-processing application that connects Sage 300 to Paya,
enabling merchants to process credit card transactions directly in Sage 300. For more
information, see "About Sage Exchange" (page 2).

Sage 300 2023 Payment Processing User's Guide 51

What is Sage Virtual Terminal?
Sage Virtual Terminal is a secure website that you can use to process credit card transactions,
and to view and export reports on transactions, batches, and expiring credit cards. For more
information, see "About Sage Virtual Terminal" (page 4).

Do I need to install Sage Exchange to use Payment Processing?

Yes. You must install Sage Exchange on each workstation you will use to process credit card
payments. For more information, see "About Sage Exchange" (page 2) and "Setting Up Payment
Processing" (page 6).

Can I save credit card information for a customer?

Yes. When you add a credit card, general information about the card is stored in the Accounts
Receivable customer record, and card details (card number and expiration date) are stored in a
secure online "vault" managed by Paya. For more information, see "Adding, Editing, or Deleting a
Credit Card for a Customer" (page 11).

Payment Card Industry Information

What are PA-DSS and PCI compliance?

The Payment Application Data Security Standard (PA-DSS) is the global security standard
created by the Payment Card Industry (PCI) Security Standards Council. PA-DSS was
implemented in an effort to provide the definitive data standard for software vendors that develop
payment applications.

Paya is included on the list of validated payment applications published by the PCI Security
Standards Council at https://www.pcisecuritystandards.org/approved_companies_
providers/vpa_agreement.php.

For more information about PA-DSS and PCI compliance, including education resources, FAQs,
and compliance deadlines, visit na.sage.com/sage payment solutions/compliance/PCI-
Education-and-Resources.

Sage 300 2023 Payment Processing User's Guide 52

What is a vault?
A vault is a secure system that stores credit card information. Paya uses a vault system to ensure
that credit card information is stored securely, allowing merchants to process payments in a PCI-
compliant process without ever storing credit card information in their own systems.

Does Payment Processing support Level 2 and Level 3 Data Credit Card
Processing?
Payment Processing supports Level 2 Data Credit Card Processing, which requires that each
transaction include card information, billing details, and sales tax information that is submitted
separately from the total transaction amount.

Payment Processing does not currently support Level 3 Data Credit Card Processing, which
requires that each transaction include additional line item details and freight/duty amounts. We
are working to include Level 3 processing in a future release of Payment Processing.

Transaction Types

What is a credit card payment or sale?

A sale transaction authorizes a payment service provider to initiate a payment from the
cardholder's issuing bank to the merchant account. A sale is typically settled within 24-48 hours,
before which time it may be voided by the merchant if there was an error or if the customer wishes
to reverse the transaction.

What is a pre-authorization?
A pre-authorization temporarily reduces a cardholder's credit in order to guarantee that funds are
available for a pending transaction. For example, a service station creates a pre-authorization
when you swipe your credit card at a gas pump and authorize a fill-up.

For more information, see "Pre-authorizing a Credit Card Payment" (page 24).

Sage 300 2023 Payment Processing User's Guide 53

What is a capture?
When a pre-authorization exists for a credit card payment, you "capture" the pre-authorization to
complete the sale.

When you capture (process payment for) a pre-authorized credit card payment, the amount
captured can be different than the amount that was pre-authorized. For example, if a customer at
a restaurant adds a tip, the amount captured will be greater than the amount that was pre-
authorized.

You can capture a pre-authorization only once. After the capture, the pre-authorization is always
released in full, regardless of whether the amount captured is equal to or less than the amount
that was pre-authorized.

For more information, see "Capturing a Pre-authorized Credit Card Payment" (page 27).

Can I void a pre-authorization?

You can void a pre-authorization if it has not been captured and has not expired. (Pre-
authorizations typically expire after seven days.)

Merchant service providers charge a fee for voiding a credit card pre-authorization. However, this
fee is lower than the fee that is charged if you do not void or capture a pre-authorization and allow
it to expire. For this reason, we recommend that you void any pre-authorization that will not be
captured.

For more information, see "Voiding a Credit Card Pre-authorization" (page 30).

What is the difference between voiding a sale and issuing a credit?

Voiding a sale prevents the sale from being processed, whereas a credit (refund) is applied
against a sale that has already been processed. You can void a sale only if the sale has not been
settled by the payment service provider.

For more information, see "Voiding a Credit Card Payment" (page 29).

Sage 300 2023 Payment Processing User's Guide 54

Processing Transactions

What fees will I pay as a merchant using Payment Processing?

The fees you pay as a merchant using Payment Processing depend on the details of your
merchant account agreement with Paya. This can vary depending on many factors, including the
number of transactions you process per month.

For more information about Paya merchant accounts and fees, visit na.sage.com/sage payment
solutions.

What happens when a transaction is processed?

Cardholder, merchant account, and transaction data are encrypted and submitted to Paya as an
XML request over a secure channel. If you are saving credit card information for an Accounts
Receivable customer, a secure vault ID is created in Paya to store this information.

After processing the transaction or storing the card details, Paya returns an XML response to
Sage 300, and your customer database is updated with details for the transaction.

How long does it take to settle a transaction?

Paya credit card transactions are typically settled within 24-48 hours.

How long does a pre-authorization remain active before it expires?

Pre-authorizations typically expire after seven days.

If it is likely that more than seven days will pass before an order is shipped, you should not pre-
authorize a credit card payment for the order. If you do, the pre-authorization may expire, in which
case your merchant service provider will charge a fee. (Credit card pre-authorization in Paya
expires after approximately seven days.)

Rather than pre-authorize a credit card payment, you can process an initial prepayment when the
order is created, and then process the balance when the order is shipped.

Sage 300 2023 Payment Processing User's Guide 55

Can I swipe cards for payment?
When processing credit card payments in Sage 300, you can use a supported card reader device
to swipe a customer's card, eliminating the need to manually enter card information and reducing
the risk of data entry errors.

Paya offers new and refurbished Class A-Certified card reader devices from leading industry
manufacturers, including countertop and wireless solutions. For more information, visit
na.sage.com/sage payment solutions.

How do I process a credit card payment in Sage 300?

For instructions on processing a credit card payment, see "Processing a Credit Card Payment"
(page 21).

How do I pre-authorize a credit card payment in Sage 300?

For instructions on pre-authorizing a credit card payment, see "Pre-authorizing a Credit Card
Payment" (page 24).

How do I void a credit card pre-authorization or payment in Sage 300?

For instructions on voiding a credit card pre-authorization or payment, see "Voiding a Credit Card
Pre-authorization" (page 30) and "Voiding a Credit Card Payment" (page 29).

Can I process multiple pre-authorized payments in a single batch?

Yes. For instructions on processing multiple pre-authorized payments, see "Capturing and
Invoicing Pre-authorized Credit Card Payments" (page 18).

Why does an error message appear when I try to process ("capture") a pre-
authorized payment?
When you pre-authorize a credit card payment, credit card information is validated in Paya, and
the cardholder's credit limit is reduced by the amount of the pre-authorization until the pre-
authorization is captured or expires. For these reasons, it is rare for errors to occur while
capturing a payment. However, the following issues may cause a capture to fail:

Sage 300 2023 Payment Processing User's Guide 56

 l The pre-authorization has expired and cannot be forced. Pre-authorizations usually
expire after seven days, and you may be able to "force" payment for an expired pre-
authorization up to 30 days after expiry. If more than 30 days have passed since the pre-
authorization expired, you may be unable to process payment.
l The pre-authorization has expired and credit card information was not saved. If credit
card information was not saved when the pre-authorization was created, you cannot force
payment after the pre-authorization expires.
l The pre-authorization has been voided. If you or another user voided the transaction in
Sage 300 or in Sage Virtual Terminal, you cannot capture payment.
l The receipt amount is zero. You cannot capture a pre-authorized payment if the receipt
amount is zero.
l Another user modified the order or shipment during payment processing. If another user
changes the order or shipment information during processing, the transaction may fail.
l The Internet connection was lost or interrupted. If a capture fails due to issues with your
Internet connection, you should be able to process the transaction again successfully when
the connection is restored.
l Merchant information has been changed. If you or another user changed the merchant
information or processing codes for your Payment Processing system, capture may fail for
pre-authorizations created using the original merchant information or processing codes.

When processing credit card transactions, should I record credit card details
(such as card number, expiry date, and CVV number) in the Comments
field?
No!

Do not record credit card details in the Comments field, including card number, expiration date,
and CVV number. Storing details in this way can compromise credit card security and may
constitute a violation of the Payment Card Industry Data Security Standard (PCI DSS).

If a security breach occurs, merchants that do not comply with PCI DSS may be subject to fines,
card replacement costs, forensic audits, and other penalties.

How can I check the status of a transaction?

To check the status of a transaction, you can use your Paya merchant account information to sign
in to Sage Virtual Terminal at https://www.sagepayments.net/virtualterminal.

For more information, see "About Sage Virtual Terminal" (page 4).

Sage 300 2023 Payment Processing User's Guide 57

Appendix C: Viewing and Printing
Reports

Learn how to view and print Payment Processing reports.

About Payment Processing Reports

When you sign up for a Paya merchant account, you'll receive a merchant ID (VT ID), username, and
password that you can use to sign in to Sage Virtual Terminal.

To view reports on credit card transactions, batches, expiration, and more for your Paya merchant
account, sign in to Sage Virtual Terminal at https://www.sagepayments.net/virtualterminal.

For additional reporting resources, including 12-month summaries of transactions and chargebacks, daily
credit card batches for selected date ranges, and monthly statement searches, you can also sign in to
https://www.myvirtualreports.com.

Sage 300 2023 Payment Processing User's Guide 58

Appendix D: Help and Resources

Find help, documentation, and support information for Paya and Sage 300 to help keep your software
and business up and running smoothly.

Finding Help and Documentation

You can find information about setting up and using Sage 300 in the Sage 300 help and in the product
documentation included with this release.

Note: For technical support, visit our customer support website at https://support.na.sage.com or
contact your Sage business partner.

Context-Sensitive Help
Sage 300 features context-sensitive help that you can use to quickly open and view articles and
information directly from Sage 300 screens.

l On the Sage 300 Desktop, press F1 to view help for the current screen.
l On Sage 300 Web Screens, click the help menu at the top of the screen to see help articles and
resources related to your current task.

Product Documentation
Sage 300 includes guides in printable PDF format, including the Installation and Administration Guide,
Upgrade Guide, and other documentation related to installation and setup.

These guides are available in the Docs folder on the Sage 300 server, and online at:

l https://cdn.na.sage.com/docs/en/customer/300erp/Sage300ERP_Documentation.htm.

To view the guides in the Docs folder:

l On the Windows taskbar, click Start > Programs > Sage 300 > Documentation.

Paya Support
Sage 300 Payment Processing uses Paya to process credit card transactions.

Sage 300 2023 Payment Processing User's Guide 59

To find support and services for Paya, Sage Exchange, and Sage Virtual Terminal, use the following
resources:

l Self Service Portal. Visit the Self Service Portal at na.sage.com/sage-payment-solutions to

search the Knowledge Base, browse merchant forms and resources, or contact the Paya support
team.
l Sage Virtual Terminal. Sign in to Sage Virtual Terminal at
https://www.sagepayments.net/virtualterminal and use the Help menu to find step-by-step
tutorials.

Sage 300 Support

To find support and resources for Sage 300:

l Customer Portal. Visit the Customer Portal at https://customers.sagenorthamerica.com to search

the online Knowledge Base, submit a question via email or chat, or submit a service request.
l Sage 300 website. Visit the Sage 300 website at http://na.sage.com/sage-300-erp/product-
support to learn about business care plans, professional services programs, and training and
education for Sage 300.

Sage 300 2023 Payment Processing User's Guide 60

 Index

A secure storage 1-2, 53

credit card payments
Accounts Receivable
capturing 16
A/R Credit Card Information screen 14
pre-authorizing 15
A/R Customers screen 14
processing 21
A/R Invoice Entry screen 14
refunding 31
A/R Payment Codes screen 14
settling 29, 31
A/R Receipt Entry screen 14
voiding 29
A/R Refund Entry screen 14
credit card processing
payment codes 11
Level 2 2, 53
adding credit cards 12
Level 3 53
adding processing codes 10
credit card security 3
Address Verification Service 43
best practices 57
preventing fraud 1
B
credit card transactions 43
billing details 43 capturing multiple pre-authorizations 18
capturing pre-authorizations 27, 54
C checking status 57
forcing 16, 27
capturing credit card payments 16
pre-authorizing 24, 53
resolving errors 56
processing 53, 55
card reader devices 4
refunding 31, 54
checklists
settling 29, 55
setting up Payment Processing 6
voiding 29, 54
credit card information
voiding pre-authorizations 17, 54
saving 52

Sage 300 2023 Payment Processing User's Guide 61

 credit cards 11 L
adding 12
language support 2
deleting 13
French 2
editing 13
Spanish 2
selecting 42
Level 2 Data Credit Card Processing 2, 53
swiping 56

M
D
merchant accounts 2, 6, 9
deleting credit cards 13
fees 30, 55
deleting processing codes 11
setting up 10
documentation and help 59
validating information 10
multicurrency accounting 2, 9-10, 41
E
MyVirtualReports.com 58
editing credit card information 13
editing processing codes 11 O
Order Entry
F
O/E Invoice Entry screen 15
forcing payment 16 O/E Order Entry screen 15
O/E Prepayments screen 15
G O/E Process Preauthorized Payments
screen 15
guides and documentation 59
O/E Shipment Entry screen 15

I
P
Installation and Administration Guide 59
PA-DSS 52
installing Sage 300, documentation on 59
Paya 51
integrating Payment Processing
Self Service Portal 2, 4, 60
with Accounts Receivable 1
technical support 59
with Order Entry 1

Sage 300 2023 Payment Processing User's Guide 62

 Payment Processing deleting 11
frequently asked questions 51 editing 11
overview 1
reports 58 Q
security 7
quick transaction processing 17
setup 6
transactions 14-15
R
Payment Processing reports
refunds 31
expiring credit cards 1
reversing See voiding
My Virtual Reports 58
transaction batches 1
transactions 1
S
payment types Sage 300
SPS Credit Card 7, 33 Customer Portal 60
PCI compliance 1-3, 52 technical support 60
PMT Options screen 35 Sage Exchange 2, 51
fields and controls 36 downloading 3
PMT Process Credit Card screen 42 installing 3
fields and controls 44 troubleshooting 3
PMT Processing Codes screen 39 Sage Virtual Terminal 4, 52
fields and controls 39 accessing 4
pre-authorizations My Virtual Reports 4
capturing 18, 27 support and resources 4
creating 24 setup screens
expiration 55 PMT Options 35
voiding 30, 33 PMT Processing Codes 39
pre-authorizing credit card payments 15 SPS Credit Card payment type 7, 33
processing codes 8-9
adding 10
adding multiple 8

Sage 300 2023 Payment Processing User's Guide 63

 T
technical support 59
transaction screens
PMT Process Credit Card 42

U
Upgrade Guide 59

V
vault See also credit card information
voiding
credit card payments 29
pre-authorized credit card payments 17,
30

Sage 300 2023 Payment Processing User's Guide 64