PMT Process Credit Card Screen

On a Sage 300 screen that supports Payment Processing, click Pre-authorize, Prepayment, Charge, Void, or Refund.

Note: In some cases, you must enter additional information on a pop-up screen that appears before this screen. For example, if you are processing a credit card prepayment in Order Entry, you must enter information about the prepayment on the O/E Prepayments screen before processing the credit card transaction.

The buttons that appear on this screen depend on the type of credit card transaction you are processing.

For example, if you previously processed a credit card payment and you need to void the sale, the Void Sale button appears.

Click Apply Credit to open the Paya form in a browser and apply a credit to a customer's card. In the browser form, you enter the card number, expiration date, and other details as required, and then submit the form to apply the credit.

After you apply the credit, transaction details and a status message appear on the PMT Process Credit Card screen.

Click Close to close the screen.

Click Process Payment to open the Paya form in a browser and process a payment. In the browser form, you enter the card number, expiration date, and other details as required, and then submit the form to process payment.

After you process the payment, transaction details and a status message appear on the PMT Process Credit Card screen.

Click Process Pre-authorization to open the Paya form in a browser and pre-authorize a credit card payment. In the browser form, you enter the card number, expiration date, and other details as required, and then submit the form to process the pre-authorization.

After you pre-authorize the payment, transaction details and a status message appear on the PMT Process Credit Card screen.

Click Void Pre-authorization to void (cancel) a previously submitted pre-authorization.

After you void the pre-authorization, the Authorization Code field is cleared, and a status message informs you that the pre-authorization has been voided.

Pre-authorizationsare voided only within Sage 300, eliminating the possibility of capturing a payment in the system. Pre-authorizations will still be valid and not voided in the local payment gateway until expired by the merchant's bank usually within 7 days.

Click Void Sale to void a previously processed sale. After you void the sale, the Authorization Code field is cleared, and a status message informs you that the sale has been voided.

A transaction can be voided only before it has been settled (that is, before the transaction has been processed by Paya). When you click the Void Sale button, Sage 300 checks Paya to determine whether the transaction can be voided. If the transaction has been settled, it cannot be voided, and you must use the A/R Refund Entry screen to apply a credit if you want to refund the transaction.

Use the Card ID field to select a saved credit card for a customer, or to add a new credit card for processing.

  • To select a saved credit card, use the Finder .
  • To add a new credit card, click the New New button button, and then enter card information on the A/R Credit Card Information screen.

If you want to review or edit details for a saved credit card, select the card, and then click the Zoom Zoom button button to open the A/R Credit Card Information screen.

If you want to enter a card for one-time use, do not use the Card ID field. Instead, select the Enter A Card For One-Time Use option.

Note: You add credit cards for a customer on the Credit Cards tab of the A/R Customers screen.

Select this option to set the current card as the default credit card for the customer. When you process other credit card transactions for the customer, this card will appear by default on the PMT Process Credit Card screen.

If you use multicurrency accounting, the card will be used as the default only for transactions where the currency for the transaction matches the currency specified for the card.

Enter a description for the card, such as "Bank of America Mastercard."

The description appears beside the card ID in forms, tables, and lists, and makes it easier to identify and select a card for future transactions and inquiries.

Select this option if you want to process a credit card transaction without using a saved credit card from the customer record.

Any credit card information you enter after selecting this option will not be saved in Sage 300. If you begin to enter information and then clear the Enter a Card for One-Time Use option, all information you have entered will be cleared.

Note: After you select this option, transaction information is saved in Paya for processing purposes, but no card information is saved in Sage 300. If you are pre-authorizing a credit card payment, you will be able to capture or void the pre-authorization. However, if you want to process another transaction, you will need to re-enter card information.

This field displays the processing code for the credit card transaction. This code specifies the bank, currency, and merchant account that will be used when the transaction is processed.

If you are processing a transaction using a saved credit card, review the information in these fields to verify that it is correct. If you need to change the information, you can click the Card ID Zoom Zoom button button to open the A/R Credit Card Information screen.

If you are entering a card for one-time use, enter credit card billing details in these fields.

Tip: Select the Same as Customer Address option to fill in billing details with name and address information from the customer record.

If you use Address Verification Service (AVS), the information in these fields (except the Comments field) is verified against the information on record for the cardholder when a transaction is processed.

Do not record credit card details in the Comments field, including card number, expiration date, and CVV number. Storing details in this way can compromise credit card security and may constitute a violation of the Payment Card Industry Data Security Standard (PCI DSS).

If a security breach occurs, merchants that do not comply with PCI DSS may be subject to fines, card replacement costs, forensic audits, and other penalties.

Enter the cardholder's address.

Enter the name of the person to whom the card was issued. If the cardholder has authorized an additional person to use the card, you can use that person's name.

Enter the name of the city.

This field is optional. You can use it to record comments about the current transaction.

Do not record credit card details in the Comments field, including card number, expiration date, and CVV number. Storing details in this way can compromise credit card security and may constitute a violation of the Payment Card Industry Data Security Standard (PCI DSS).

If a security breach occurs, merchants that do not comply with PCI DSS may be subject to fines, card replacement costs, forensic audits, and other penalties.

Enter the name of the country.

Select this option to fill in Billing Details fields with name and address information from the customer record. If necessary, you can change this information.

If you clear this option after selecting it, customer name and address information is cleared from Billing Details fields.

Enter the name of the state or province.

Enter the zip code or postal code for the address.

The fields in this group display the credit card type, number, and expiration date for the selected credit card.

This information is stored securely in Paya, and can be edited only in the Paya browser form (not in Sage 300).

Do not record credit card details in the Comments field, including card number, expiration date, and CVV number. Storing details in this way can compromise credit card security and may constitute a violation of the Payment Card Industry Data Security Standard (PCI DSS).

If a security breach occurs, merchants that do not comply with PCI DSS may be subject to fines, card replacement costs, forensic audits, and other penalties.

This field displays the last four digits of the credit card used for the transaction, with the remaining digits replaced by Xs.

This information is stored securely in Paya, and can be edited only in the Paya browser form (not in Sage 300).

This field displays the card type (for example, Visa), and cannot be edited in Sage 300.

Paya determines card type automatically by checking the card number.

This field displays the expiration date of the credit card used for the transaction, in the format MM/YY.

This information is stored securely in Paya, and can be edited only in the Paya browser form (not in Sage 300).

These fields display tax information and totals for the transaction. For some transactions, you can edit the amount in the Taxes field in order to comply with Level 2 processing requirements. When you edit this amount, the amount in the Subtotal field is calculated automatically by subtracting the taxes you entered from the transaction total.

This field displays the amount of the transaction before tax, and is added to the amount in the Taxes field to calculate the total.

For some transactions, you can edit the amount in the Taxes field in order to comply with Level 2 processing requirements. When you edit this amount, the amount in the Subtotal field is calculated automatically by subtracting the taxes you entered from the transaction total.

This field displays the amount of tax included in the transaction, and is added to the amount in the Subtotal field to calculate the total.

For some transactions, you can edit the amount in the Taxes field in order to comply with Level 2 processing requirements. When you edit this amount, the amount in the Subtotal field is calculated automatically by subtracting the taxes you entered from the transaction total.

This field displays the total amount to be pre-authorized, processed, voided, or credited.

This group displays the authorization code for a transaction, the time it was processed, and a status message that indicates whether a payment has been pre-authorized, processed, voided, or credited.

This field displays the authorization code that Paya assigns to each transaction as it is processed.

You can use this authorization code to look up a transaction in Sage Virtual Terminal.

This field displays the time at which a transaction was processed by Paya.

This field displays the time at which a transaction was processed by Paya in North America time zone.

Overview

Use the PMT Process Credit Card screen to pre-authorize, process, void, or refund credit card transactions.

Selecting a Card

If a default card exists in the customer record and uses a processing code with the same currency as the current transaction, that card is selected by default in the Card ID field when you open the PMT Process Credit Card screen.

For transactions where the Card ID field is editable, you can:

  • Select a saved credit card from the customer record
  • Add a new credit card to be saved in the customer record
  • Add a new credit card to be used one time only

If you select the Enter a Card for One-Time Use option, card details will not be stored in Paya, and billing details will not be saved in the customer record.

Entering Billing Details

Enter billing details for the cardholder as they appear on the credit card. If you use Address Verification Service (AVS), the information in these fields (except the Comments field) is verified against the information on record for the cardholder when a transaction is processed.

The billing details you enter here may be different from the information in the Sage 300 customer record. For example, the customer may be using a company credit card, or may be authorized to use a card on behalf of the primary cardholder.

Do not record credit card details in the Comments field, including card number, expiration date, and CVV number. Storing details in this way can compromise credit card security and may constitute a violation of the Payment Card Industry Data Security Standard (PCI DSS).

If a security breach occurs, merchants that do not comply with PCI DSS may be subject to fines, card replacement costs, forensic audits, and other penalties.

Reviewing Transaction Totals

When you initiate a credit card payment from Accounts Receivable or Order Entry, totals for the transaction appear in the Totals group.

For some transactions, you can edit the amount in the Taxes field in order to comply with Level 2 processing requirements. When you edit this amount, the amount in the Subtotal field is calculated automatically by subtracting the taxes you entered from the transaction total.

Processing a Credit Card Transaction

After entering or reviewing billing details and totals for a transaction, you use the Sage Exchange browser form to process the transaction in Paya.

To open the Sage Exchange browser form, click the button in the Credit Card Details area. (This button may be labeled Process Payment, Pre-authorize Payment, Void Pre-authorization, Void Sale, or Apply Credit, depending on the current transaction.)

When you capture (process payment for) a pre-authorized credit card payment, the amount captured can be different than the amount that was pre-authorized. For example, if a customer at a restaurant adds a tip, the amount captured will be greater than the amount that was pre-authorized.

When you capture (process payment for) a pre-authorized credit card payment, the amount captured can be less than the amount that was pre-authorized. For example, when a service station customer swipes a credit card, and then purchases fuel that costs less than the amount pre-authorized for a fill-up.

You can capture a pre-authorization only once. After the capture, the pre-authorization is always released in full, regardless of whether the amount captured is equal to or less than the amount that was pre-authorized.

Reviewing Transaction Details

After a transaction is processed by Paya, information about the transaction appears in the Transaction Details area, including the time the transaction was processed, an authorization code, and a short message indicating the status of the transaction.

You can use the authorization code to look up transaction details in Paya Virtual Terminal. For more information, see About Sage Virtual Terminal.