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    Getting to Know Sage 300 ERP and Paya

    Getting to Know Sage 300 ERP and Paya


    Description


    Getting to Know Sage 300 ERP and Paya


    Resolution


    Sage 300 ERP is a desktop accounting software program that offers multiple features such as:

    • Credit Card Processing
    • Inventory Management
    • Multi-Currency Processing
    • Voids and Refunds within the software
    • Vault Storage (via the Sage Exchange Desktop application)

    In order for Sage 300 ERP to accept credit card processing, a few things are needed prior to processing:

    • A valid version of Sage 300 ERP (2012 or newer) with the credit card processing module added
    • A valid Paya merchant account
    • The Sage Exchange Desktop application - 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 Sage Exchange Desktop program, click the following link
    • The Module SDK application - this program serves as the intermediary between the Sage Exchange Desktop program and the software. For instructions on installing the Module SDK, click the following link

    Once the Sage Exchange Desktop and Module SDK application are installed, you can now begin the credit card module setup.  In the Sage 300 ERP software, the credit card module is an add-on option and is typically not added to the initial install and setup of the software.  This module installation requires modification of the software, so ALL Sage 300 users will need to be out of the software for this to occur.  Additionally, any software applications that are integrated with Sage 300 will need to be stopped. To learn how to install the credit card module for Sage 300 ERP, click the following link:


    How to Add the Payment Processing Module


    After payment processing module has been added to the software, you now need to activate the module.  To do this, follow the link below:


    How to Activate the Credit Card Module


    Once the credit card module has been activated, the next step is to verify the module status.  When the module is first activated, you will automatically be enrolled in a 30-day trial for payment processing.  This trial will give you time to obtain the activation codes from your reseller or Sage 300.  To learn how to verify the payment processing moudule status, please click the link below:


    How to Verify Credit Card Module Status


    Once the module has been activated and verified, you will then be able to set up the Processing and Payment Codes.  To do this, follow the link below:


    How to Set Up Payment Processing


    After the processing and payment codes have been set up, you can now start to store credit card information and process credit cards in Sage 300. 


    In Sage 300, you can store multiple credit card information for one customer.  Keep in mind that when you store credit card information, it is not actually stored on your machine.  The Sage Exchange Desktop application will take the card information and store it on Paya's secure servers.  This will serve two purposes:

    1. You will be in PCI compliance
    2. Your customer's card data will not be able to be accessed in the case of a computer intrusion.

    To learn how to store credit card information in Sage 300, please follow the link below:


    How to Store Credit Cards


    Sage 300 can process transactions in two ways:

     

    1. Pre-Authorization - this type of transaction will process a payment on the customer's credit card with the ability to adjust the transaction at a later date.  Adjustments are usually done to add shipping costs or to adjust the original price.  The customer WILL see a charge for the original amount on their credit card statement.  This charge will appear in the "pending transaction" list.  When the adjustment is finalized, the original transaction will adjust (either up or down) to reflect the total amount of the charge.  The customer will still only see one charge on their statement.  The adjustment is done in the background.
    2. Prepayment - this type of transaction will process as a Sale transaction and cannot be adjusted.  If an adjustment has to be made, a new charge will need to be processed.

    Processing a pre-authorization transaction can be done in multiple modules.  To learn how to process a pre-authorization, click on one of the following links:


    How to Process a Pre-Auth Transaction in Order Entry

    How to Process a Transaction in Shipment Entry


    When a pre-authorization transaction is processed, the transaction needs to be captured to reflect the full payment amount.  To do this, click on one fo the following links:


    How to Capture a Pre-Authorization in Order Entry

    How to Capture a Pre-Authorization in Shipment Entry


    You can also process transactions as prepayments in several modules as well.  To do this, click on one of the following links:


    How to Process a PrePaymentin Order Entry

    How to Process a Transaction in Shipment Entry

    How to Process a Transaction in AR Invoice Entry

    How to Process a Transaction in AR Receipt Entry


    In Sage 300,  you are able to void and refund straight through the software.  To void a transaction, please follow the links below:


    docx How to Void Pre-Authorization Transactions

    docx How to Void Prepayment Transactions


    To refund a transaction in Sage 300, you must create a credit memo first followed by posting the memo, then process the refund.  To learn how to do this, follow the links below:


    docx How to Process a Credit Memo

    docx How to Refund a Transaction


    To close the day in Sage 300, you will do a "Day End".  This process is also done when creating a credit memo and refund payment.  To learn the Day end process, click the link below:


    docx Day End Processing

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