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    Getting to Know Sage 100 ERP and Paya


    Getting to Know Sage 100 ERP and Paya


    Sage 100 ERP is a business management software for small and mid-sized businesses that offers full-featured accounting, operational functionality and inventory management.  Sage 100 ERP has many features including:

    • Authorization Only/Sale Processing
    • Level 2 and Level 3 Processing
    • Vault Storage
    • Void and Refund feature within the software

    In order for Sage 100 ERP to accept credit card processing, a few things are needed prior to implementation.

    • A valid version of Sage 100 (2013 or above) along with the credit card processing module
    • A valid Paya merchant account
    • The Paya Connect Desktop program - this software will be installed on your workstation/server and will automatically start every time the computer is turned on.  This software is utilized to secure credit card transactions and return data back to the software.  For instructions on how to install the Paya Connect Desktop program, click Paya Connect Desktop Installation.

    Once the Paya Connect Desktop and Module SDK program are installed, you can now begin to set up credit card processing. During the set up process, the user that is logged into Sage 100 must be an Administrator with full access to the software.

    To begin the set up, you will need to verify that the Credit Card Processing module is active on the software.  To do this, please click the link below:

    Verifying Credit Card Module Status in Sage 100

    The next step is to set up your company for payment processing.  To learn how to do this, please click the link below:

    Setting up Sage 100 for Payment Processing

    Now, you will configure the payment types.  To do this, you will need the Welcome letter that was emailed to you from Paya.  To view a sample Welcome letter, please click here.  To set up individual payment types, please click on the link below:

    Payment Type Maintenance for Sage 100

    Once the payment types are setup, you can now start processing credit cards in the Sage 100 software.

    Sage 100 has a great feature called Vault Storage.  This feature is beneficial on many levels.

    • Credit card information is not stored directly on your computer, but rather on Sage's secure servers. This is accomplished through the Sage Exchange Desktop program and it adheres to the PCI-DSS compliance requirements.
    • The software can store multiple card information for the same customer - there is no limit!
    • You can provide descriptions for each card for easier recognition.

    To learn how to store credit card information in Sage 100, please click the link below:

    Vault Storage in Sage 100

    When it comes to processing a credit card, Sage 100 offers several way to do this.

    • Sales Order Entry
    • Invoice Data Entry
    • Cash Receipts

    In the Sales Order Entry module, you can process a transaction as a Payment/Prepost or Deposit/Sale.

    • A Payment/Prepost (also known as Pre-Authorization) is a transaction that is authorized for a certain amount, but can be adjusted (either up or down) when the order is completed.  This is particularly useful when a product has to be manufactured and the exact cost, tax, and/or shipping cost is not known at the time of the initial transaction.  Once the amount is known, you can adjust the amount to reflect the correct pricing.  The system will adjust the amounts accordingly. To learn how to process a Sales Order Entry using a Payment/Prepost, please click Sales Order Pre-Authorization Payment.
    • A Deposit/Sale is a transaction that is authorized for the total amount all at once.  This amount is not able to be adjusted.  To learn how to process a Sales Order Entry using a Deposit/Sale, please click Sales Order Payment Deposit in Sage 100.

    The Invoice Data Entry module can serve two purposes.

    • The module is used to ship items that were entered on a Sales Order.  If the Payment/Prepost transaction type was used, this is where you will adjust the final amount of the sale.  To learn how to do this, please click here.
    • The module is also used to process credit card transactions.  To learn how to do this, please click Invoice Data Entry from a Sales Order. This process is very similar to the Sales Order Entry instructions.

    Cash Receipts is another way to process transactions.  The cash receipts option is used when you want to take a payment from a customer and apply the payment to an outstanding invoice.  You can also accept transactions to apply to a customer's account for reasons like a deposit or pre-payment.  To learn how to process a transaction through the Cash Receipts module, please click the link below:

    Cash Receipt Transactions in Sage 100

    In Sage 100, you are able to automatically post the credit card transactions to your General Ledger.  This can be done through the Daily Sales Update option in the Sale Order Entry module.  The Daily Sales Update will also convert the Payment/Prepost authorizations to Prior Authorizations if applicable.  To learn how to do this, click the link below:

    Posting Invoices to General Ledger

    The Sage 100 software allows you to void and refund transactions straight from the software.

    • A void happens when the transaction has not yet been settled.  The software will void the transaction from the software only; it will not void the transaction at the bank.  The bank will void the transaction when it does not see a final transaction being processed - typically within 7-10 business days.  To learn how to void a transaction in Sage 100, click Voiding Transactions in Sage 100.
    • A refund happens after a transaction has settled.  The software will refund the transaction and will settle with the nightly credit card batch.  The time frame for a refund to process to a customer's account is typically 2-3 business days. To learn how to process a refund in Sage 100, please click Processing a Credit (Refund) in Sage 100.

    Need to know more about Sage 100 ERP?  Click here Sage 100 ERP

    If you have questions or require additional information, please submit a ticket and we will be in touch with you shortly.


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