sage businessworks · 2020. 9. 14. · paya | sage businessworks processing guide rev072020 14 8....

SAGE BUSINESSWORKS

Version 1 REV072020

PAYA | SAGE BUSINESSWORKS PROCESSING GUIDE REV072020 2

Table of Contents

Paya Connect Desktop Installation 3

Setting Up Credit Card Processing 6

Storing Credit Card Information 8

Processing a Credit Card Transaction – Maintain Sales Orders 11

Processing a Credit Card Transaction – Sales Invoice 17

Processing a Transaction – Quick Invoices 22

Processing a Transaction – Post Receipts 25

Voiding/Refunding Transactions 27


Paya Connect Desktop Installation Before credit card processing can begin, the Paya Connect Desktop module will need to be downloaded on the

computer/server. Paya Connect Desktop is a PA-DSS (Payment Application – Data Security Standard) certified

payment application that integrates with Sage BusinessWorks. For all credit card processing that involves the

storage, processing or transmission of credit card data, the Sage BusinessWorks software product will engage the

Paya Connect payment application to perform these functions.

To install the Paya Connect Desktop module:

1. Go to https://www.sageexchange.com/install. From the Downloads tab, select Paya Connect Desktop v2.x:

2. You will then click on Download Installer for the Standard Installer and agree to the Terms and Conditions

and click on Download.

https://www.sageexchange.com/install


3. Save the file and double click the Download, “SageExchangeDesktopBootstrapper” and click on Run

4. Agree to the Terms and Conditions and Install:


5. Close Installation Successful. You will then see the second part of the Download; click on Download and

Install

6. The application will download to the computer and when complete, the icon will show in application tool bar

and is now ready to use.


Setting Up Credit Card Processing Sage BusinessWorks Path: Utilities->Paya Credit Card->Setup Wizard

1. From the Setup Wizard window, enter the Merchant ID and Merchant Key. Click the Next button.

2. The next window will appear that explains the PA-DSS compliance. Click the Next button.


3. The next screen that appears is the Transfer Credit Cards screen. This will convert any credit card information that is

stored in the software to the Paya Vault. When the process is completed, click the Finish button.

4. When BusinessWorks is installed, the default processing method is through the Invoicing screen. This can be

changed by navigating to OE->Utilities->Maintain O/E Parameters and changing the Post Credit Card Payment

option to “Order” (when this happens, orders can be processed through both the Order screen AND Invoicing

screen). Press the OK button to exit.


Storing Credit Card Information

Sage BusinessWorks Path: AR -> Customers -> Maintain Customers 1. To store credit cards, search for the customer by the different search options.

2. Once the customer is pulled up, click on Credit Cards (A). Then click on the New (B) icon.


3. In the Maintain Customer Credit Cards screen, enter Credit Card – a unique name and/or number for the store credit

card. Enter other required fields: Name and full Address. Then click on Vault.

4. In the PCD-Vault window, enter the Card Number and Expiration Date. Click Submit. It will then bring you back to

Maintain Customer Credit Cards, and at this point you can choose to set it as a Default card. Click on OK to save card.


5. In Maintain Customers/ Credit Cards, the credit card information will show. Click OK, then click on the save icon to save

card.


Processing a Credit Card Transaction – Maintain Sales Orders BusinessWorks Path: OE -> Orders -> Maintain Sales Order

1. From the Maintain Sales Orders screen, select the Customer ID by typing the information in the field or

selecting the Quick Search icon on the right to bring up a list of customers.

2. The next screen is the Orders screen. The system will automatically show the last known order for the selected

customer. Select the New icon on the bottom toolbar to start a new order.

3. On the next screen, enter the requested/required information. Most of these fields can be set to automatically

populate if desired. Select the Line Items button on the right.


4. From the Line Items window, select the Type of Line, Part #, and Description if necessary. The Order field will

always default to “1” – make any adjustments as necessary. When finished, click the Accept button and the order

information will appear in the details box. Click the OK button when completed to go back to the Maintain Sales

Orders screen.

5. On the Maintain Sales Orders screen, click the Summary button on the right side.


6. The Summary window will appear where you will enter the payment information. Populate the Initial Deposit

Received field, then click the Credit Card radio button followed by the Credit Card Info button.

7. Sage BusinessWorks requires you to store credit card information prior to processing. In the Credit Card Info

window, enter the credit card information by clicking on the New, Edit, or One Time buttons. When the card

information is complete, select the Vault button to store the card.


8. The Paya Connect Desktop application will appear where you will enter the credit card number and expiration date.

Click the Submit button.

9. You will now see the stored card information. Click the OK button to close the window, then click the OK button on

the Summary window to go back to the Maintain Sales Orders screen.


10. On the Maintain Sales Orders screen, click the Save button on the bottom toolbar to process the credit card.

11. The Paya Connect Desktop application will appear with the card number and expiration date already

populated. This is because of the stored card information. Click the Next button.


12. The next screen is the Billing Information of the card which is pulled from the stored card information. This cannot be changed on this screen. Click the Submit button.

13. The credit card has now been charged and the Maintain Sales Orders screen will appear again with several

options to choose from (convert to an invoice, print a picklist, etc…).


Processing a Credit Card Transaction – Sales Invoice

BusinessWorks Path: AR-> Transactions-> Invoices OR

OE-> Invoices-> Direct Invoicing 1. From the Invoices window, type in the Customer ID or select the Quick Search button on the right side of the field. The

Invoice Number will populate with the next number in line (if enabled) as will the Invoice Date. The Description field

can be used but is not necessary. Click Line Items to enter the lines for the invoice.

2. In the Line Items window, choose the type of item for the invoice (Item, Misc. Charge, Labor, or Comment). Next,

enter the Item # by typing in the field or using the Quick Search icon. Type in a Description if needed. The Ordered,

Shipped, and Unit Price field will automatically populate with “1” and can be changed if needed. Click the Accept

button on the right side of the window. When this is done, the line item will appear in the bottom part of the

window. Repeat these steps for each line item on the invoice. Click OK when done.


3. The main invoice window will appear again. Click the Summary tab.

4. On the Summary tab, enter any necessary amount in the fields on the left side of the window. These fields will make

up the Invoice Total. In the Payments Received field on the right side of the window, enter the Invoice Total. This

will open the Payment Method section. Select the Credit Card radio button, then click the Card Info button.


5. The Credit Card Information window will appear where you will enter/validate the credit card information. Selecting

the New/Edit button will store the card information in the vault. Selecting the One Time button will not store card

information. For each option, you still need to select the Vault button to enter the card information.

When the Vault button is selected, it will activate the Paya Connect Desktop. Enter the credit card number and

expiration date, then click Submit.


After the Submit button is selected, the Credit Card Information window will appear again. Click OK to exit the window.

Then, click OK to exit the Invoices/Summary window.


6. To process the credit card transaction, click the Post and Print or Post Only button on the main invoicing screen. The

Post and Print option will charge the card, post the transaction to the General Ledger and print the invoice. The Post

Only button will charge the card and post the transaction to the General Ledger. When either button is selected the

Paya Connect Desktop window will appear. The credit card information and expiration date will automatically

populate. Enter the CVV code if applicable, then click the Next button.

7. The next window will have the Billing Information for the customer. This information is pulled from the stored

information that was previously entered. This information cannot be changed on this screen. Click the Submit

button. At this point, the transaction has been charged and posted.


Processing a Transaction – Quick Invoices BusinessWorks Path: AR->Transactions->Quick Invoices

1. From the Quick Invoices window, select the Customer ID by typing into the field or selecting the quick search icon. All

information on the left side of the window will populate with the default information from the customer profile. On the

right side of the window, enter an amount in the Invoice Amount field (provide tax information if necessary). Enter the

invoice total in the Payments Received field, then click the Credit Card radio button followed by the Card Info button.

2. The Credit Card Information window will appear where you will enter/validate the credit card information.

Selecting the New/Edit button will store the card information in the vault. Selecting the One Time button will not

store card information. For each option, you still need to select the Vault button to enter the card information.


3. When the Card Info section is completed, the main Quick Invoices screen will appear. Select the Post button at the

bottom of the window.

4. When the Post button is selected, the Sage Exchange Desktop window will appear. The credit card information and

expiration date will automatically populate because of the stored information. Enter the CVV code if applicable, then

click the Next button.


5. The next window will have the Billing Information for the customer. This information is pulled from the stored

information that was previously entered. This information cannot be changed on this screen. Click the Submit button.

The credit card has now been charged.


Processing a Transaction – Post Receipts BusinessWorks Path: AR->Transactions->Post Receipts

1. From the Post Receipts window, enter the customer information in the Customer ID field or select the quick search icon

to the right of the field. When this is done, the open invoices for the customer will appear at the bottom of the window.

2. The Credit Card Information window will appear where you will enter/validate the credit card information. Selecting the

New/Edit button will store the card information in the vault. Selecting the One Time button will not store card

information. For each option, you still need to select the Vault button to enter the card information.


3. At the Post Receipts window, enter the transaction amount in the Amount field, and then enter the amount in the

Apply field that corresponds with the invoice (s) that will be applied. The Distribution section will adjust accordingly.

Click the Post button when finished.

4. When the Post button is selected, the Paya Connect Desktop window will appear. The credit card information and

expiration date will automatically populate because of the stored information. Enter the CVV code if applicable,

then click the Next button.

5. The next screen will be the Billing Information window. This is automatically populated from the customer

profile. Click Submit to process the transaction.


Voiding/Refunding Transactions BusinessWorks Path: AR->Transactions->Void Receipts

1. To void a transition, access the Void Receipts module, then enter the Customer ID in the field or click the Quick Search

icon.

2. Click the Quick Search icon next to the Receipt field to open the transaction list for the customer. Highlight any receipt

line that says “CrCard” and that has not already been voided. Click OK to add this receipt to the main window. Click the

Void button.


3. Once the Void button is activated, the receipt will automatically void. IF the transaction has already been

settled, BusinessWorks will start the Refund process. The refund process will activate the Paya Connect

Desktop. At the top of the window, it will say Credit. Click the Next button.

4. Click the Submit button on the next window. This will process the refund transaction.

sage businessworks · 2020. 9. 14. · paya | sage businessworks processing guide rev072020 14 8....

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