Sage Pay integration
Sage Pay is an online payment service which you can link to Accounting. If you already have a Sage Pay account, you can use this to offer your customers more ways to pay and speed up your cash flow. The options you have to do this, depend on the type of Sage Pay account you have.
- Mail order / telephone order (MOTO) merchant account – With this type of account you can take card payments by telephone or mail order.
- Ecommerce online payments account – With this option you can add a Pay Now button to your invoices, encouraging your customers to pay you straight away. You can also import your Sage Pay transactions straight into Accounting.
If you don’t already have a Sage Pay account, to find out more about the services they provide and how to apply for an account, please visit www.sagepay.com
Before you link your Sage Pay account to your Accounting service, you need to create the bank account that you want to record any card payments or refunds against. This should reflect your merchant account. By creating a separate bank account, it helps you keep track of your Sage Pay transactions and makes it easier for you to reconcile them against your Sage Pay account.
- 1. Go to Banking, then click Add a new account.
- 2. Complete the relevant information then click Save.
Your new bank account is ready to use and you can now integrate Sage Pay with Accounting.
When you import Sage Pay transactions you can match them to a customer’s record. You may want to create a new record called, for example, Sage Pay transactions. You can then choose this as the default customer account when enabling the integration and any receipts which you can’t match to a record, you can allocate to this one instead.
- 1. Go to Settings then click Sage Pay – Credit Card & Customer Payments.
- 2. Enter the following information:
|Vendor Name *||This is your Sage Pay vendor name as registered during your Sage Pay application.|
|User Name *||This is your user name as registered during the Sage Pay application.|
|Bank A/C *||Choose the bank account you want to use for your Sage Pay transactions.|
|Default Customer||If you have an ecommerce online payments account and want to import your transactions, you can choose a default customer to record them against.
When you first import transactions the default customer appears. If required you can choose a different customer and the next time you import your transactions that customer appears by default. If you don’t enter a default customer, it creates an other receipt transaction, which is recorded against the bank account only.
|Default Ledger Account *||If you want to import transactions, choose the default sales nominal ledger account to record the receipts against.|
|Surcharge Ledger Account||If you want to import transactions, choose the default sales nominal ledger account to use for any surcharges. For example you may charge a processing fee if a customer pays by credit card and record this against a different ledger account to the main sale.
Note: If you don’t choose a surcharge ledger account, any surcharges are recorded against the same nominal ledger account you use for the main part of the sale.
|Password *||This is your MySagePay login password.|
|Encryption password *||You can view your encryption password by logging in to your MySagePay account as the main admin user.|
If you’re not sure what information to enter, you can check your details on the Sage Pay website, www.sagepay.com
- 3. Click Save.
You’ve successfully integrated your Sage Pay account with Accounting. Accounting automatically detects the type of Sage Pay account you have and you can now take MOTO payments, pay now payments, import transactions or all depending on your account type.
If you want to, you can disable one or more of these options. For example, if your account qualifies for all three options but you just want to add a Pay Now button to your invoices, click Sage Pay – Credit Card & Customer Payments and clear the MOTO Payments Enabled? and e-Commerce Enabled? check boxes.
Once you’ve enabled Sage Pay integration, if your Sage Pay account includes the option to take e-commerce payments, when you email an invoice to a customer it automatically includes a Pay Now button.
When your customer makes a card payment using the option, it takes the full outstanding amount of the invoice, marks the invoice as paid and records the payment in the default bank account. If your customer wants to pay part of the invoice only, you must record the payment as normal.
If the invoice is in a foreign currency, the payment is always in your base currency and uses the exchange rate from the invoice.
The following steps show how your customer can make an online payment.
- 1. Open the invoice > Pay Now > click the payment method.
- 2. Enter the card details > Proceed.
- 3. Check the card details are correct > Proceed.
If prompted to verify the details > enter the relevant information > Submit.
A message appears advising your customer the payment has been successful and the invoice is marked as paid. The payment appears in the customer’s activity and the bank account you chose to use for your Sage Pay transactions. The reference for the payment is the Sage Pay transaction reference.
If your customer has made a payment and the invoice isn’t showing as paid, you may need to refresh your Internet browser.
If your Sage Pay account includes MOTO payments, when you record a payment against an invoice, you have the option to take a card payment.
You can also take card payments when recording:
The steps below explain how to take a card payment against a sales invoice. If you want to record one of the above transaction types, go to Banking, click your Sage Pay bank account and simply enter the receipt or refund as normal. Click Save, then follow from step 2 below.
You must save the receipt or refund details before you can record the card payment.
- 1. Go to Sales then Sales Invoices then click the invoice you want to record the payment against.
- 2. Click Take a Card Payment then click the payment method
- 3. Enter the card details then click Proceed.
- 4. Check the card details are correct then click Proceed.
A message appears advising the payment has been successful and the invoice is marked as paid. The payment appears in the customer’s activity and the bank account you chose to use for your Sage Pay transactions. The reference for the payment is the Sage Pay transaction reference.
If you record a payment but later realise it should have been recorded as a card payment through Sage Pay, you can amend this in Banking, then click the bank account. Click the relevant transaction then Take a Card Payment and then follow from step 2 above. The payment updates to show it’s a Sage Pay transaction.
Each night Accounting checks for new receipts and downloads them from Sage Pay. If you have new transactions to import, a message appears on the menu bar advising you of this. The first time you import receipts, Accounting looks for any transactions from the date and time you first enabled Sage Pay integration, it doesn’t import transactions from before this date. The transactions you import from Sage Pay show as Other Receipt transactions in the banking section.
If you’re VAT registered, any transactions you import automatically include VAT at the current standard rate. You can amend this if required, for example, if the customer has purchased a non-vatable item.
- 1. From the notification drop-down list on the main menu bar, choose the Sage Pay import notification.
Each of your pending Sage Pay transactions appear as separate line items. You can see which customer has made the payment from their email address on the left-hand side of the transaction.
- 2. For each transaction, check the following information:
|Contact||If you entered a default contact in your Sage Pay settings, this appears here. If you didn’t, the contact is blank. If you leave this blank, the transaction imports as an other receipt against the default bank account.
If required, you can change the contact. To do this, type in the contact name or reference. As you type a list of contacts appears and you can choose the relevant customer. If the customer has made multiple payments using the same email address, the contact for those lines updates automatically to the same one you enter here. To save you time, the next time you import your Sage Pay transactions, this contact appears for this email address by default..
|Payment Date||This is the date the customer made the payment. You can’t change this.|
|Ledger Account||This defaults to the sales nominal ledger account you entered in the Sage Pay settings. If you change this, the next time you import transactions, this new type of sale appears by default for all transactions.|
|Reference||This is your Sage Pay vendor code, which you can change if required.|
|Net Amount||The net value of the transaction. If you change the VAT rate, this value updates automatically.|
|Total||The total value of the payment including VAT. You can’t change this.|
|VAT Rate||This defaults to the standard rate. You can amend this if required. If you amend it, the next time you import, the VAT rate you choose here appears by default.|
If you have any surcharges, the amount is shown on the left-hand side and appears as a separate transaction when you import it. If you have any refunds, these appear as a negative value.
- 3. Do one of the following:
- Import the transaction > Import.
- Remove the transaction from the import > Discard.
You may need to discard a transaction if you’ve already imported the transaction using then bank statement import or bank feeds.
- 4. Repeat the step above until you’ve imported or discarded all transactions.
You’ve successfully imported your Sage Pay transactions. Each time you have transactions to import, a notification appears on the menu bar.
If you need to edit or delete a Sage Pay transaction, you can do so as normal. However any changes you make may result in a difference between your Sage Pay account and Accounting.
- If you delete a Sage Pay transaction from Accounting, it doesn’t delete the corresponding value from your Sage Pay account.
- If you edit the amount, date or value of the Sage Pay transaction, it no longer shows as being paid through Sage Pay and no longer appears on the Sage Pay Payments Received report.
- If you unallocate a Sage Pay transaction, it still shows as being paid through Sage Pay, however if you later change any of the details as above, it doesn’t.