Payment entry transaction

Open: Setup > A/P-A/R accounting > Payment entry transactions

In the Payment entry transactions function (GESTPY), you can enable credit card processing for a payment entry type by selecting the Active checkbox for the payment method defined in the General section.

When using Sage Exchange, you should select all your payment types and clear the Bank card number checkbox in the Entry section. This field is not used by Sage Exchange.

Selecting this checkbox could lead to a user entering a customer’s bank card number and having it stored in your database. This puts you at risk because the entry does not meet compliance criteria and you could fail a compliance audit regarding customer card data.

Two payment entry transactions should be defined for customer receipts and customer credits processed through Sage Exchange. You should assign both of these entry transactions a payment method that has the Credit card processing checkbox selected.

In addition, if you are recording credit card transactions not processed using Sage Exchange, such as supplier credit card payments, a separate payment entry transaction should be defined with a payment method that does not have the Credit card processing checkbox selected.

Customers

Open: Common data > BPs > Customers

In the Customers function (GESBPC), all pay-by customers used for processing credit card payments should have the Invoicing mode set to One/Shipment in the Commercial section.


Payment gateway key features

  • Supports multiple merchant IDs
  • Uses vault/token technology to enable secure and compliant management of customer card data
  • Able to edit or update card data including expiration date
  • Supports one-time use credit card transactions
  • Multiple authorization point options for orders or shipments
  • Mark-up capabilities
  • Supports manual entry of authorization codes
  • Payment receipt using a credit card (accounts receivable)
  • Able to manage credits (miscellaneous, customer returns, etc.)

Payment card processing

After all prerequisites and the Payment gateway setup are complete for Sage Exchange, credit card transactions can be created, authorized, and captured in Sage X3.

Defining credit cards for a customer

Non-sensitive customer credit card information is stored and maintained on the Payment gateway customer data page. This information is available and used when processing transactions. Each customer can have multiple cards but only one card can be set as the default card. The default card automatically loads when processing a payment card transaction to expedite the entry process.

In the Financial section of the Customers function (GESBIC), click the Credit Card button to launch the Payment gateway customer data page (GESSEB).

Creating a new card

On the Payment gateway customer data page, enter a unique name in the Account nickname field to identify the credit card and select a Processing code.


After the required information is entered, click Create to launch Sage Exchange Vault and enter credit card information.


Click Submit when complete.

The credit card type, last four digits of the card number, and expiration date are updated on the Payment gateway customer data page. Sensitive data (such as card number) are stored in the Sage Exchange Vault and not in Sage X3.

Editing a card

If a credit card expires, click the Edit card button to launch the Sage Exchange Vault. Change the expiration date for the card. Click Submit to save the card information in the vault.


The expiration date is updated in the Payment gateway customer data page and in the Sage Exchange Vault.

Transaction entry

You can process a credit card from the Sales Orders, Sales Invoices, Customer BP Invoices, or Payment/receipt entry functions by using the Credit card processing page. Credit card processing launches when you click Create for any of these transaction entries. You can also access Credit card processing from the Actions panel under Functions.

Credit card processing page basics

Use this page to enter payment details for a new card, select an existing card, perform an authorization, and review the authorization status.

Header

  • This displays current document information.
  • This displays remaining balance to be charged or authorized.

Account information

  • Select an existing card from the Account nickname lookup or enter a new nickname to open the Sage Exchange Vault and create a new card.
  • Select One time use card if card information should not be saved.

Authorization

  • This displays authorization information from the Sage Exchange server.
  • If the Manual entry checkbox is selected the authorization process is not submitted to Sage Exchange. The transaction type will be recorded as manual in the Credit card processing history.
  • Manual entry allows you to complete the invoice process when communication with Sage Exchange is temporarily unavailable or an authorization is obtained external to Sage X3.

Billing information

  • This displays the billing address for the customer.
  • When entering a new card, this information is editable. Otherwise, it is read-only.
  • You can enter a different address if needed for the card used.

Payment

  • This displays payment information after the payment is captured.

History (not shown)

  • This shows all transactions related to this credit card transaction.
  • This shows all authorizations, denials, or voids.
  • If the transaction amount is changed and reauthorized, shows both the original and new amounts.
  • Reauthorizations are not shown as a separate line in the history.

Creating a new card or a one-time use card

To create a new credit card during transaction entry, enter a unique Account nickname to identify the credit card and select a Processing code. Click Create to launch the Sage Exchange Vault and enter the credit card number and expiration date.

If creating a one-time use credit card, select the One time use card checkbox. Enter a new, unique Account nickname to identify the credit card click Submit to launch the Sage Exchange Vault.

The credit card type, last four digits of the card number, and expiration date are updated on the Credit card processing page. New credit card data is saved with the customer information. If the One time use card checkbox is selected, the card data is not saved with the customer information.

Authorizing a credit card

Click Submit on the Credit card processing page to authorize a payment amount in the Orders, Invoices, Payments/receipts entry, and Customer BP invoices functions.

Voiding an authorized payment

Click Void on the Credit card processing page to void the authorized payment.

Reauthorizing

Any changes in the Sales orders, Sales invoices, Customer BP invoices , or Payment/Receipt entry functions resulting in an increase in the authorization amount automatically triggers a reauthorization for the new amount.

For manual authorization, a reauthorization is not possible because the original occurred outside of Sage X3.

Sales orders

Open: Sales > Orders > Orders

In the Sales orders function (GESSOH), when creating a new sales order or saving an existing sales order with payment terms set up for credit card payment processing, the Credit card processing page launches when mandatory card information is not present or it can be launched from Actions panel under Functions.

An authorization can be requested during sales order entry or at time of shipment generation based on the processing code setup. This only applies to credit cards selected for sales orders.

  • If the Authorization step for the credit card’s processing code is set to Order entry, the transaction is authorized on the order.
  • If the Authorization step for the credit card’s processing code is set to Post order, the transaction is selected or verified and authorized when the shipment or direct invoice is created.

Orders can be created or saved without authorizing or selecting a credit card, but the order is placed on credit card hold. The hold is released once valid card information is provided and receives authorization. Orders with declined authorizations are placed or remain on credit card hold.


Shipments

Open: Sales > Deliveries > Deliveries

All credit card information is read-only from the Deliveries function (GESSDH) and cannot be modified. Credit card information can be viewed by clicking Credit card processing from the Actions panel under Functions.

If the current authorization has expired at the time of shipment generation, a new authorization is requested.

Partial shipments are allowed under certain conditions. When a delivery or invoice is in process, the order is placed on credit card hold. When on hold, additional shipments cannot be generated. The hold is automatically released when the in-process shipment is fully invoiced and posted. After the order hold is released, additional shipments can be created per the standard logic.

Sales invoices and credit memos

Open: Sales > Invoices > Invoices

In the Sales invoices function (GESSIH), when creating a new miscellaneous invoice or saving an existing miscellaneous invoice, Credit card processing launches automatically if the payment term is associated with a credit card payment method and credit card information is not entered for this transaction. A card is not required at this point. However, if no card is selected, the invoice cannot be posted.

For transactions that were authorized during order or shipment processing, the authorization amount is used to capture the sale during posting of the invoice. Additional charges added during invoicing, such as freight or over-shipment, are included in the new capture amount sent to Sage Exchange.

If the current authorization has expired at the time of posting the invoice, a new authorization and capture are attempted.

When the capture is successful, the following occurs:

  1. The payment amount, number, and date populate Credit card processing.


  1. A log file displays the journal created for the posting and the automated payment.


  1. If the capture fails, the invoice remains unposted until the issue is resolved.

Three types of credit invoices are supported by credit card processing:

  • Miscellaneous credit invoices: Credit card payment processing is based on payment terms. The payment is automatically created using the Credit type entered in the Payments block of the Credit card processing code setup. An amount is credited to the credit card, no authorization required.
  • Credit linked to invoice: The card information is pulled from the original invoice and displays in the Credit card section. However, the credit does not need to be for the full invoice amount.
  • Return credits: When a credit memo is linked to a customer return, the same credit card information is pulled from the shipment and the return amount is credited.
    • If a credit memo contains several invoices that were originally processed with different credit cards, the credit card data of the last invoice is provided in the Credit card processing function. You can override this default.
    • If a credit memo contains several customer returns that were originally processed with different credit cards, the credit card data of the last return is provided in the Credit card processing function. You can override this default.

Payment/Receipt entry

A/P-A/R accounting > Payments > Payment/Receipt entry

In the Payment/Receipt entry function (GESPAY), credit card processing can be used to make a payment on account or pay outstanding balances. The payment entry transaction must have a payment method with Credit card processing selected. When the payment is created, the Credit card processing function automatically launches.

When multiple payment methods are tied to a payment entry transaction, the credit card payment method overwrites other payment methods and the payment must be processed through the Payment gateway.

Customer BP invoices and credit memos

Open: A/P-A/R accounting > Invoicing > Customer BP invoices

Credit card payment processing in the Customer BP Invoices (GESBIC) function is very similar to the Sales invoice function except with no product line details. When creating a customer BP Invoice with a credit card payment term, the Credit card processing page automatically launches. You can also access this page from the Actions panel.

The invoice cannot post until a credit card is authorized for the invoice amount. If the authorization has expired at the time of posting, a new authorization and capture are attempted. If the capture is successful, a log file displays the journal and the payment number.

Accounting cancellation is not allowed for all customer BP invoices and credit memos that process payments through Sage Exchange. The Accounting cancellation link is disabled.

Credit card payment register report

The Credit card payment register report (SEPAYREG) summarizes all the credit card payment transactions and their statuses so they can be reconciled against thevirtual terminal in Sage Exchange. This report is useful for customers who manually close batches using the virtual terminal.