Fields and controls
Buttons
Capture and Invoice
Click Capture and Invoice to capture pre-authorized payments and create invoices.
- Paya processes pre-authorized payments for all documents that display "Yes" in the Apply column.
- Order Entry creates an invoice for each pre-authorized payment that was successfully processed.
- 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.
- 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.
- 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.
- 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.
A/R Receipt Batch Date
Specify the date for the Accounts Receivable receipt batch that is created when you capture and invoice pre-authorized payments, or accept the default value to use the current session date.
Batch number and description are generated automatically for each batch.
If you process payments that use multiple processing codes, a separate Accounts Receivable receipt batch is created for each processing code.
From/To Order Number
Specify a range of order numbers for which to view pre-authorized payments, or accept the default entries in these fields to view pre-authorized payments for all orders.
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.
From/To Processing Code
A processing code specifies the bank, currency, and merchant account that will be used to process a credit card transaction.
If you use multiple processing codes, you can specify a single processing code or range of processing codes for which to view pre-authorized payments, or accept the default entries in these fields to view pre-authorized payments for all processing codes.
If you process payments that use multiple processing codes, a separate Accounts Receivable receipt batch is created for each processing code.
From/To Shipment Number
Specify a range of shipment numbers for which to view pre-authorized payments, or accept the default entries in these fields to view pre-authorized payments for all shipments.
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.
Print Invoices After Capture
Select this option if you want to print invoices for the selected documents after you capture payments and create invoices.
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.
Print Receipts After Capture
Select this option if you want to print receipts for the selected documents after you capture payments and create invoices.
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.
Pre-authorized Payments table
If you want to process payments for a range of processing codes, shipment numbers, and/or order numbers, you can use the filters on the O/E Capture Payments With Invoices screen to specify criteria, and then click the Go 
In the Apply column, "Yes" appears by default for each document. If you do not want to process payment for a document, double-click the row or press the spacebar to select "No."
Tip: If you want to capture payments for a small number of the documents that appear in the table, modify your filter criteria to produce a smaller set of results, or click the Apply None button, and then manually select the documents for which you want to capture payments.
Overview
Use the O/E Capture Payments With Invoices screen to capture and invoice pre-authorized credit card payments for multiple orders or shipments.
When you capture payments, they are added to an Accounts Receivable receipt batch that is created automatically. If you process payments that use multiple processing codes, a separate Accounts Receivable receipt batch is created for each processing code.
Selecting Documents
By default, this screen displays all documents with outstanding pre-authorized payments.
If you want to process payments for a range of processing codes, shipment numbers, and/or order numbers, you can use the filters on the O/E Capture Payments With Invoices screen to specify criteria, and then click the Go
In the Apply column, "Yes" appears by default for each document. If you do not want to process payment for a document, double-click the row or press the spacebar to select "No."
Tip: If you want to capture payments for a small number of the documents that appear in the table, modify your filter criteria to produce a smaller set of results, or click the Apply None button, and then manually select the documents for which you want to capture payments.
If you want to print invoices and/or receipts after processing payments, select the Print Invoices After Capture and/or Print Receipts After Capture options.
Processing Payments and Creating Invoices
After selecting documents and specifying print options, click the Capture and Invoice button to capture pre-authorized payments and create invoices for the documents you selected.
- Paya processes pre-authorized payments for all documents that display "Yes" in the Apply column.
- Order Entry creates an invoice for each pre-authorized payment that was successfully processed.
- 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.
- 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.
- 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.
- 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.
Issues when Capturing 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:
- 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.
- 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.
- 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.
- The receipt amount is zero. You cannot capture a pre-authorized payment if the receipt amount is zero.
- 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.
- 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.
- 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.