Payments Acceptance allows you to accept payments from your customers through online payment service providers such as PayPal and Stripe.
To accept payments through an online provider, you connect the provider to your Sage 300 company. Once you've done this, PDF invoices you send include a Pay Now button that your customers can click to pay through the online provider. If you connect multiple online providers, when your customers click Pay Now they can choose the provider they want to use to pay. After your customers have made payments in this way, you complete the accounting by downloading and then reconciling receipts for those payments.
Do not connect a provider to multiple Sage 300 companies using the same account with the provider. Doing so will cause serious problems with bank reconciliation.
To connect a provider to multiple Sage 300 companies, connect the provider to each company using a different account with the provider.
For more information, including requirements and limitations that are not covered in this article, see About Payments Acceptance.
Before you start
- Set up a bank (on the Banks screen) to which you will post receipts for online payments.
As part of setting up this bank, make sure you specify a Charges Account (on the Account tab of the Banks screen). The Charges Account is used for writing off processing charges applied to deposits by online providers.
- Specify the bank as your Payments Acceptance Bank Account (on the Transactions tab of the A/R Options screen).
To connect a provider:
- Common Services > Service Center > Payments Acceptance.
Note: To use this screen, you must have the Service Center Screens security authorization for Common Services.
- Depending on whether a provider has previously been connected for your company, perform the following steps:
- If a provider has previously been connected for your company, click Connect.
- If no provider has previously been connected for your company:
- Enter the country or region where your company operates. Make sure the currency of the country you enter is the same as the functional currency for your company.
You enter the country only once for a company. After you proceed with connecting a provider, the only way to change the country is by contacting Sage Support.
- Click Connect.
- Enter an email address. In the unlikely event that your connection to a provider needs to be reactivated, the reactivation code will be sent to this email address.
You enter this email address only once for a company. After you proceed with connecting a provider, the only way to change the email address is by contacting Sage Support.
- Click Sign Up.
- Enter the country or region where your company operates. Make sure the currency of the country you enter is the same as the functional currency for your company.
A screen appears displaying available providers. The country entered for your company determines which providers are available.
- Click a provider, and on the next screen click Connect Account.
- If you already have an account with the provider, you can sign in to connect the provider using this account. You can also create a new account to use.
After a provider is connected:
- When you post invoices in Order Entry and Accounts Receivable, a Pay Now button is added to each invoice, with some exceptions. For more information, see About Payments Acceptance.
- You download receipts for online payments by clicking Get Online Payments on the A/R Receipt Batch List screen. When you do this, receipts and bank entries are created for any online payments that have not yet been downloaded:
- A receipt batch is created that includes a receipt for each online payment. The receipt batch is set up to post the receipts to the Payments Acceptance Bank Account specified on the A/R Options screen.
Note: Online payments made for Order Entry invoices are recorded as prepayments for the corresponding Accounts Receivable invoices.
We recommend that you use the Payments Acceptance Bank Account as a "clearing" account. After the provider has deposited the funds in your bank account, transfer the receipts (using Bank Transfers) to your real bank account, and then perform bank reconciliation. For a detailed example of the steps in this process, see Sage Knowledgebase article 106222.
- For each online payment, a bank (withdrawal) entry is created for the amount of the processing fee charged by the provider. These bank entries are set up to be posted to the Charges Account specified on the Banks screen.
- A receipt batch is created that includes a receipt for each online payment. The receipt batch is set up to post the receipts to the Payments Acceptance Bank Account specified on the A/R Options screen.
To disconnect a provider, or to view and edit settings for a connected provider:
- Common Services > Service Center > Payments Acceptance.
- Click Connect.
- Click a connected provider, and then on the next screen click one of the following:
- Settings. Open your account settings on the provider's site.
If you have multiple accounts with the provider, check that you are signed in to the correct account.
- Disconnect. Disconnect the provider from your Sage 300 company.
- Settings. Open your account settings on the provider's site.