Sage Pay integration

Sage Pay is an online payment service which you can link to Sage One Accounts. 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.

If you have mail order and telephone order (MOTO) merchant account, you can take card payments by telephone or mail order.

If you have an ecommerce online payments account, you can add a Pay Now button to your invoices so your customers can pay their invoices online immediately and the receipt is recorded in Sage One. You can also import transactions direct from your Sage Pay account. This is particularly useful if you take online payments from your customers without issuing invoices. When you import transactions you can match them to existing customer records. To help you keep track of any receipts that you can’t match to a 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 aren’t matched to a record are allocated to this one.

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 Sage One service, you need to make sure you’ve created the bank account that you want to record any card payments against. This should reflect your merchant account. If you haven’t already done so, you should create one now. By creating the bank account, it helps you keep track of your Sage Pay transactions and you can reconcile them against your Sage Pay account.

To enable Sage Pay integration

  • 1. Settings > Accounts Settings > Sage Pay Settings.
  • 2. Enter the following information:
Vendor Name * This is your Sage Pay vendor name as registered during your Sage Pay application process.
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 for all transactions by default. If you don’t enter a default customer, it creates an other income transaction, which is recorded against the bank account only.
Default Ledger Account * If you want to import transactions, choose the default sales type you want to record the income against.
Surcharge Ledger Account If you want to import transactions, choose the default sales type you want 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 sales type to the main sale.


Note: If you don’t choose a surcharge sales type, any surcharges are recorded against the same sales type 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 or contact Sage Pay support on 0845 111 44 55.

Calls will cost 2 pence per minute, plus your phone company’s access charge.

  • 3. Click Save.

You’ve successfully integrated your Sage Pay account with Sage One Accounts. Sage One automatically detects the type of Sage Pay account you have and you can now take MOTO payments, pay now payments, import transactions or all three based on this.

If you want to, you can disable one or more of these options within Sage Pay Settings. 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 Settings and clear the Enable moto and Enable ecommerce check boxes.

To run the Sage Pay Payments Received report

The Sage Pay Payments Received report shows all payments and refunds made though Sage Pay using MOTO and Pay Now. It doesn’t include transactions you import from Sage Pay. If you want to view transactions you’ve imported, please see the following section To run the Sage Pay Ecommerce Payments report.

  • 1. Click more > Reports > Sage Pay Payments Received.
  • 2. To view transactions for a particular date range, enter the required from and to dates.
  • 3. To export the report to CSV > Download report > Export to CSV file.

Depending on your Internet browser, the file automatically downloads to your Downloads folder or you’re prompted to save the file > browse to where you want to save the file > Save.

To run the Sage Pay Ecommerce Payments report

This report shows transactions you’ve imported from Sage Pay. If you want to view payments you’ve received through the Pay Now button or MOTO, please see the previous section To run the Sage Pay Payments Received report.

  • 1. Click more > Reports > Sage Pay Ecommerce Payments.
  • 2. To view transactions for a particular date range, enter the required from and to dates.
  • 3. To export the report to CSV > Download report > Export to CSV file.

Depending on your Internet browser, the file automatically downloads to your Downloads folder or you’re prompted to save the file > browse to where you want to save the file > Save.

To edit or delete a Sage Pay transaction

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 Sage One Accounts.

  • If you delete a Sage Pay transaction from Sage One, 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.

To disable Sage Pay integration

  • 1. Settings > Accounts Settings > Sage Pay Settings.
  • 2. Enter your Sage Pay password and encryption password.
  • 3. Clear the Enable moto, Enable pay now and Enable ecommerce check boxes > Save.

You’ve successfully disabled Sage Pay integration and the Pay Now button no longer appears on your invoices and you no longer have the option to take card payments or import transactions.

Let us know what you think...