How to Process Credit Card Transactions with Paya

Your customers can use a credit card to pay for goods and services that your business provides.

Note: Before you can process credit card transactions through Sage 50, you need to apply for a Paya merchant account and set up credit card authorization with Paya.

To record payments by credit card

Enter the receipt information:

Do one of the following:

From the Tasks menu, select Receive Money. In the Receive Money window, enter the receipt information. (For example, select a sales invoice that the customer is paying, and enter the balance they are paying.)
From the Tasks menu, select Sales/Invoicing. In the Sales/Invoicing window, enter or select your customer's invoice, and select the Amount Paid at Sale link. In the Receive Money at time of sale window, enter the receipt information.

Choose a credit card payment method (VISA, MasterCard, American Express, and so on). How do I set up credit card payment methods?
Enter or select a cash account to record the money you are receiving. There are several methods for determining which type of cash account you should select. Tell me how to select the correct cash account.
Enter the rest of the receipt information (date, amount, etc.)
Select to record the credit card payment authorization or to process the credit card payment using Sage Exchange.

To record a credit card payment that was authorized outside of Sage 50:

Click the Record button.
Enter the last 4 digits of the credit card number, the expiration date, the authorization code, and any comments.
Click Save.
Click the Record button again to open the Credit Card Information screen if you want to print a credit card receipt.
Save the transaction.

To authorize a credit card payment within Sage 50 using Sage Exchange:

Click the Process button.
Sage Exchange will open where you can enter the credit card information (including cardholder name and billing address) and authorize the credit card or you can swipe the credit card if you are using a credit card reader.
After the credit card is authorized, you will see the Credit Card information screen. You can print a credit card receipt from this screen if you want to.
Save the transaction.

To authorize a credit card refund within Sage 50 using Sage Exchange:

Go to Lists > Customers & Sales >Receipts
Open the credit card receipt you want to refund.
Click Approved - Issue Refund.
A new receipt opens and the refund shows as a negative amount.
Click Process to authorize the refund to the customer’s credit card.
Click Submit on the Sage 50 Payment Solutions window.
The Credit Card Information window shows the status Credit - Approved. Note the Reference Number and click OK.
Save the receipt.

Note: Sage 50 retains the original receipt and creates a refund receipt showing the amount credited. The original receipt shows a status of Approved - Refund Issued. The refund receipt shows a status of Approved - Refund Receipt. Tell me more

To process a credit card payment with a card reader

Use the following procedure to process a transaction by "swiping" the customer's credit card through the card reader.

Enter the receipt information:

Do one of the following:

From the Tasks menu, select Receive Money. In the Receive Money window, enter the receipt information. (For example, select a sales invoice that the customer is paying, and enter the balance they are paying.)
From the Tasks menu, select Sales/invoicing. In the Sales/Invoicing window, enter or select your customer's invoice, and select the Amount Paid at Sale link. In the Receive Money at time of sale window, enter the receipt information.

Choose a credit card payment method (VISA, MasterCard, American Express, and so on).
Enter or select a cash account to record the money you are receiving. There are several methods for determining which type of cash account you should select. Tell me how to select the correct cash account.
Enter the rest of the receipt information (date, amount, etc.)
Select to record the credit card payment authorization or to process the credit card payment using Sage Exchange.

To record a credit card payment that was authorized using a credit card reader outside of Sage 50:

Click the Record button.
Enter the last 4 digits of the credit card number, the expiration date, the authorization code, and any comments.
Click Save.
Click the Record button again to open the Credit Card Information screen if you want to print a credit card receipt.
Save the transaction.

To use a credit card reader to authorize a credit card payment within Sage 50 using Sage Exchange:

Click the Process button.
Sage Exchange opens where you'll have the option to swipe the credit card if you are using a credit card reader.
After the credit card is authorized, you will see the Credit Card Information screen. You can print a credit card receipt from this screen if you want to.
Save the transaction.

Record (Button)

If your customer is paying by credit card in either the Receive Money window or the Receive Money at time of sale dialog from the Sales Invoicing window, click this button to record the credit card information and authorization code without processing the credit card through Sage 50.

This button will be disabled if a credit card has been approved for this transaction through Sage 50 using Sage Exchange (Process button).

Process (Button)

If your customer is paying by ACH or credit card and you want to process the payment through Sage 50, select this button in either the Receive Money task window or the Receive Money at time of sale dialog from the Sales/Invoicing window. You'll be able to enter the ACH or credit card information (or use a card reader) within Sage Exchange.

The Process button is disabled if an authorization code was manually entered for a credit card for this transaction (Record button).

Note: If the payment was authorized using Sage Exchange, "(Sale - Approved)" appears on the Transaction Information window.

To process a credit card refund in Sage 50

Go to Tasks > Receive Money.
Click List > open the receipt you want to refund.
Click the Approved - Issue Refund link. The receipt will show the negative amount to refund to the customer's credit card or bank account.
Click Process.
Click Submit on the Sage 50 Payment Solutions window.
You can print the refund receipt for the customer to sign. Click OK on the Credit - Approved window.
Save the receipt.

Note: Sage 50 retains the original receipt and creates a refund receipt showing the amount returned to the customer's credit card or bank account. The original receipt shows a status of Approved - Refund Issued. The refund receipt shows a status of Approved - Refund Receipt. Tell me more

Additional Information:

ACH and Credit card receipts are recorded on the date they are authorized. You cannot authorize or process a postdated or predated ACH or credit card receipt using Sage Exchange.
You can authorize negative receipt amounts (refunds) using Sage Exchange. How do I enter and process credit card or ACH refunds?
After a payment is approved (authorized) using Sage Exchange, the transaction amount will be processed (settled) by the payment gateway service in daily batches. The default Batch Settlement Time preference is approximately 3:00 AM (Eastern time) each day that authorizations are requested. You can change your daily batch settlement time preference at the gateway provider Web site. Contact your merchant account provider to determine when funds are deposited into your business's checking accounts.
On the Transaction Information screen, the payment will show as "Pending" if you have manually typed in an authorization code. It shows as "Sale - Approved" if it was approved via Sage Exchange.