How to process a credit card payment on Sage 300


  1. In Order Entry or Accounts Receivable, create or select a document for which you want to process a credit card payment.
    • Sage 300 screens that support credit card payments
      • A/R Invoice Entry
      • A/R Receipt Entry
      • O/E Invoice Entry
      • O/E Order Entry
      • O/E Shipment Entry
  2. Set up a prepayment or select a transaction type.
    • If you are using O/E Order Entry, Shipment Entry, or Invoice Entry
      1. Click the Prepayment button.
      2. Create or select a batch for the prepayment.
    • If you are using A/R Invoice Entry
      1. If you are creating a new document, enter document details and click Add.
      2. Click the Prepay button.
      3. Create or select a batch for the prepayment.
    • If you are using A/R Receipt Entry
      • On the Transaction Type list, select Receipt, Prepayment, Unapplied Cash, or Misc.
  3. Verify that the information on the screen is correct.
    1. Verify that the Payment Code field displays the correct payment code, or select a
      payment code that uses the payment type SPS Credit Card.
      • Tip: Click the Finder to see a list of payment codes and associated payment types.
    2. If you are using the O/E Prepayments screen, verify that the Processing Code field
      displays the correct processing code, or use the Finder to select a code.
      The bank code associated with the processing code appears in the Bank Code field.
      • Note: The bank and currency for the current transaction must match the bank and
        currency specified for the processing code you select.
    3. Verify that the Bank Code field displays the correct bank code, or select a bank code to
      be used when the transaction is processed.
  4. Enter remaining transaction details, 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 PMT 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, the payment is immediately processed. After this,
      you must post or save the document. No further steps are required.
      • Note: To use Quick Charge, information required for the transaction must already be
        entered in your system. For more information, see “About Quick Processing for Credit
        Card Transactions” (page 18).
  6. Specify a 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 A/R 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. (You enter card details on the Paya browser form after
      you click the Process Pre-authorization button.)
  7. Enter or review billing details. These 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.
    • Tip: When entering billing details, you can select the Same as Customer Address option to fill in
      billing details with name and address information from the customer record.
  8. Review totals.
    • Note: 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.
  9. Click Process Payment.  The Paya browser form appears.
  10. Review or enter 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.
    • If you want to review these details, click the Next button on the browser form.
  11. Click Submit.  Paya processes the payment. The browser form closes, and transaction details and a status message appear on the PMT Process Credit Card screen.
  12. On the PMT Process Credit Card screen, review transaction details and status.
  13. Click Close to close the PMT Process Credit Card screen.
  14. Post or save the document.


If necessary, seek the assistance of Acute Data Systems to help provide assistance with this process.