Mike Fields

Sr. Analyst, Merchant Readiness

01/04/2016

Sage 50 CA 2016 Payment Processing Guide

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TABLE OF CONTENTS

SAGE EXCHANGE INSTALLATION ..........................................................................................................................3

SETTING UP CREDIT CARD PROCESSING ......................................................................................................................5

SETTING UP PAYMENT TYPES .....................................................................................................................................6

CREATING A CUSTOMER .............................................................................................................................................7

STORING CREDIT CARDS .............................................................................................................................................8

CREATING A SALES INVOICE ..................................................................................................................................... 11

PROCESSING A CREDIT CARD TRANSACTION – SALES INVOICE ................................................................................... 12

PROCESSING A CREDIT CARD TRANSACTION – RECEIPTS ........................................................................................... 15

PROCESSING VOIDS/REFUNDS - INVOICES ................................................................................................................ 18

PROCESSING A VOID/REFUND – RECEIPTS ................................................................................................................ 21

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SAGE EXCHANGE INSTALLATION

Before credit card processing can begin, the Sage Exchange Desktop module will need to be downloaded on the

computer and/or server. Sage Exchange Desktop is a PA-DSS (Payment Application – Data Security Standard)

certified payment application that integrates with Sage 50 CA. For all credit card processing that involves the storage,

processing or transmission of credit card data, the Sage 50 CA software product will engage the Sage Exchange payment

application to perform these functions.

To install the Sage Exchange Desktop module:

1. Go to https://www.sageexchange.com/install. From the installation screen, click on the Next button at the

bottom of the page, then click the Install button.

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2. The module will download to the computer and when completed, the icon will show in the bottom right of the

computer screen. When this is completed, the module is ready to use.

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SETTING UP CREDIT CARD PROCESSING

Sage 50 CA Path: Setup->Settings->Company->Credit Cards->Processing Service

1. From the Processing Service window, enter the Merchant ID and Merchant Key that is provided via the

Welcome email. Please note that there is a section for U.S. (USD) and Canadian (CAD) credentials. In this

software, you are able to process credit cards in either or both ways. After the credentials are entered, click OK

to close the window.

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SETTING UP PAYMENT TYPES

Sage 50 CA Path: Setup->Settings->Company->Credit Cards->Accepted

1. Payment Types will need to be setup in order to accept credit cards. To do this, navigate to the Accepted tab in

the Company Settings. This tab will display the credit cards that are accepted by the merchant. To add a new

credit card, click inside the Credit Card Name field. From here, you will add the card name (VISA, MC, AMEX,

DISC), then tab to the next fields to populate. Each field has a drop-down option menu. The Asset and Expense

account fields will be determined by the merchant. When finished, click the OK button.

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CREATING A CUSTOMER

1. From the Customers & Sales menu, click on the Customers tab, then select the Create icon on the top toolbar.

You can also click on File->Create on the top menu bar to create a new customer.

2. From the Customer Records window, populate the Customer field as well as the Address fields. The remaining

fields/tabs in this window can be populated if necessary. When finished, click Save and Close in the bottom

right of the window.

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STORING CREDIT CARDS

1. To store credit card information, select the Customers option from main menu. When the Customer list

appears, double-click the preferred customer, then select the Credit Card option.

2. From the Credit Card screen, select the box that says “The customer allows Sage Vault to store the credit card

details for authorized purchases”.

3. Click the Add New button. This will display a field to enter the name for the credit card. Enter the name for the

card, then click OK.

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4. In the Credit Card Details section, you can determine if the card will be the default card by checking the Default

Credit Card box. You can also pick the Merchant Account associated with the stored card by clicking the down-

arrow key and selecting the appropriate account. To add the credit card information, click the Add Credit Card

Information link.

5. The Add Credit Card Information link will activate the Sage Exchange Desktop Vault screen. Enter the card

information and expiration date, then click the Submit button.

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6. You will now see the credit card information in the Credit Card Details screen. If needed, you can edit the card

details by clicking the Edit link. This will open the Sage Exchange Vault window which will allow you to edit the

information.

7. You can add multiple credit cards by clicking on the Add New button and following the previous directions.

When finished, click the Save and Close button in the bottom right of the screen.

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CREATING A SALES INVOICE

1. To create an invoice, click on the Sales, Contract & Estimates icon from the Customer & Sales menu.

2. From the Sales Invoices window, select the Customer by clicking on the down- arrow key or type the first few

letters of the customer in the field. Once the customer is populated, the Shipping Address will automatically

populate from the customer’s profile.

3. Enter the lines of the sales invoice by clicking on the Item Number icon to show the list of items (if applicable).

Enter the number of items in the Quantity field, then enter the amount in the Price field. If there are items in

inventory, the rest of the fields will populate. Add freight if needed and any payment terms for the customer.

Click the Process button to save and close the Sales Invoice.

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PROCESSING A CREDIT CARD TRANSACTION – SALES INVOICE

1. You are able to process a credit card transaction while in the Sales Invoice screen, however, this can only be

done PRIOR to saving/processing the invoice. Once the invoice is saved, you will need to pay the invoice from

the Receipts icon. To pay the invoice, click the drop-down arrow key next to Payment Method. Choose the

credit card type for the invoice.

2. When the credit card payment method is chosen, the Process Credit Card button will appear. Click this button to

process the credit card.

3. The Credit Card Information window will appear when the Process Credit Card button is selected. From this

window, click the down arrow button for the Select Processing Method. From here, you can select a stored

card to charge or process a one-time payment.

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4. After the processing method is selected, make sure the Billing Information is populated. A credit card will not

process if the Billing Address is not completed. Click the Charge button. If a stored card was selected as the

processing method, the authorization will occur in the background - you WILL NOT see the Sage Exchange

Desktop window in this instance. If you selected the processing method as “Open Sage Exchange to process

credit card”, the Sage Exchange Desktop sale window WILL appear. Populate the card number, expiration date,

and CVV code (if applicable). Click the Next button.

5. Clicking the Next button will bring up the Billing Information screen. Once confirmed, click the Submit button.

6. The transaction will process and a confirmation window will appear. Click OK.

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7. The Credit Card Information window will appear again and you will see the transaction information populated.

From this window, you can click the Print Receipt button to print the receipt to a local printer. If finished, click

OK.

8. You will now see the Sales Invoice window again. To complete the order, click the Process button at the bottom

right of the window to save and close sales invoice.

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PROCESSING A CREDIT CARD TRANSACTION – RECEIPTS

1. To pay an invoice from the receipts menu, click on the Receipts icon from the Customer & Sales menu.

2. From the Receipts screen, choose the payment type by clicking on the drop-down arrow key next to Paid By.

Populate the From field with the name of the customer. The sales invoices for the customer will populate.

Choose which invoices to pay by clicking in the Amount Received field. You can pay as many invoices as needed.

The Total field will adjust the amount accordingly. Click Process Credit Card.

3. The Credit Card Information window will appear when the Process Credit Card button is selected. From this

window, click the down arrow button for the Select Processing Method. From here, you can select a stored

card to charge or process a one-time payment.

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4. After the processing method is selected, make sure the Billing Information is populated. A credit card will not

process if the Billing Address is not completed. Click the Charge button. If a stored card was selected as the

processing method, the authorization will occur in the background - you WILL NOT see the Sage Exchange

Desktop window in this instance. If you selected the processing method as “Open Sage Exchange to process

credit card,” the Sage Exchange Desktop sale window WILL appear. Populate the card number, expiration date,

and CVV code (if applicable). Click the Next button.

5. Clicking the Next button will bring up the Billing Information screen. Once confirmed, click the Submit button.

6. The transaction will process and a confirmation window will appear. Click OK.

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7. The Credit Card Information window will appear again and you will see the transaction information populated.

From this window, you can click Print Receipt button to print the receipt to a local printer. If finished, click OK.

8. You will now see the Receipts window again. To complete the order, click the Process button at the bottom

right of the window to save and close the receipt window.

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PROCESSING VOIDS/REFUNDS - INVOICES

Voids and Refunds can be processed within the software. A void will be processed when a transaction

has not settled yet. A refund is processed after the transaction has been settled.

NOTE: THE PROCESS FOR VOIDS AND REFUNDS ARE THE SAME. THE SOFTWARE WILL DETERMINE IF THE

TRANSACTION IS A VOID OR REFUND.

1. To void/refund an invoiced transaction, select the Sales, Contracts & Estimates option from the Customers &

Sales module.

2. When the invoice menu appears, select the Adjust Invoice icon from the toolbar.

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3. From the Search screen, you can search for the transaction several ways (Client Name, Invoice Number,

Transaction Number, and Amount). In this example, the Client Name option is being used. From the Client

Name field, type in the first few letters of the client or select the down-arrow key to view all the clients. Once

selected, click the OK button.

4. The Select an Invoice window will appear. From this window, you can select the invoice that needs to be

voided. Once selected, click the Select button.

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5. When the invoice appears, select the Void Transaction icon from the toolbar.

6. The next window that will appear is the Confirmation window. Click Yes to confirm the void.

7. The next two windows that appear will be Processing windows.

8. Once the Processing windows disappear, you will see the Sales Invoice screen again. At this point, the invoice is

now voided and will reflect as such in the Virtual Terminal.

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PROCESSING A VOID/REFUND – RECEIPTS

1. To process a void/refund in the Receipts menu, click on the Receipts option from the Customers & Sales menu.

2. From the Receipts screen, click the Receipt option from the top toolbar, then select Look Up Receipts.

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3. The next screen is the Receipt Search screen. You can search for the receipt several ways (Customer Name,

Receipt Number, Journal Entry #, and Amount). In this example, the Customer Name option is being used. From

this field, you can type in the first few letters of the customer or select the down-arrow key to view all the

customers. Once selected, click the OK button.

4. The next window will be the Receipt window. Highlight the receipt that you want to void/refund, then click the

Select button.

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5. The Receipt Journal will appear next. Select the Reverse icon on the top toolbar.

6. The next window that appears is the Confirmation window which will ask if you are sure that you want to void

the receipt. Click the Yes option to void the receipt.

7. The next windows that appear are the Processing windows.

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8. Once the Processing window disappears, you will see the Receipts Entry screen again. At this point, the receipt

is now voided and will reflect as such in the Virtual Terminal.