How to Process a Credit Card Payment in Accounts Receivable for Sage 300

Before You Start

  • If you use Payment Processing, verify that a processing code exists for the bank to which you will deposit credit card receipts. If no processing code has been set up in Payment Processing that specifies the bank you select, you cannot process a credit card transaction.
  • Sage Exchange must be installed and running on the workstation you are using to process the payment.
  • You must have a working Internet connection.

To process a credit card payment:

  1. Open Accounts Receivable > A/R Transactions > Receipt Entry.
  2. On the A/R Receipt Entry screen, create or select the document for which you want to process a Paya credit card payment.
    Note: The transaction type for the document must be Receipt, Prepayment, Unapplied Cash, or Misc. Receipt.
  3. Select a payment code that uses the payment type SPS Credit Card.
    Tip: Click the Payment Code Finder to see a list of payment codes and associated payment types.
    The Processing Code field appears, along with a status field that displays information about the status of the credit card transaction.
    If a single processing code exists for the bank you selected, that code appears in the Processing Code field. If no default appears, you can select a processing code that specifies the bank you selected for the batch.
  4. Enter remaining transaction details, as usual, and then click the Add button.
    The Charge and Quick Charge buttons become available.
  5. Click one of the following buttons:
    • Charge. If you click this button, you must complete the remaining steps in this procedure.
      When you click Charge, the Process Credit Card screen appears. If a default credit card exists in the customer record that uses the processing code selected for the current transaction, that credit card is selected by default.
    • Quick Charge. If you click this button, no further steps are required to process the payment.
      Note: To use Quick Charge, information required for the transaction must already be entered in your system.
  6. Select a saved credit card or enter details for a new credit card.
    • To select a saved credit card, use the Finder .
    • To enter details for a new card and save the card in the customer record, click the New button, and then add the card details on the Credit Card Information screen.
    • To enter details for a new credit card that will not be saved in the customer record, select Enter a Card for One-Time Use.
  7. Enter or review billing details. These may be different from the information in the Sage 300 customer record.
    Example: The customer may be using a company credit card, or may be authorized to use a card on behalf of the primary cardholder.
  8. Review the totals.
    For some transactions, you can edit the amount in the Subtotal and Taxes fields. When you edit one of these fields, the amount in the other field is calculated automatically by subtracting the amount you entered from the total.
  9. Click Process Payment.
    The Paya browser form appears.
  10. On the Paya browser form, enter or review credit card details.
    • If you use a card reader device and did not select a saved credit card for this transaction, you can click Swipe Card to swipe a credit card.
    • Sage 300 automatically submits billing details for each transaction to Paya. If you want to review these details, click the Next button on the browser form.
  11. Click Submit.
    Paya processes the payment. The browser screen closes, and transaction details and a status message appear on the Process Credit Card screen.
  12. On the Process Credit Card screen, review transaction details and status.
  13. Close the Process Credit Card screen.