Process Invoice Payments
Find this screen
Open: Cash Book > Period End Routines > Invoice Payments > Process Invoice Payments.
Open: Cash Book > Period End Routines > Invoice Payments > Maintain Invoice Payment Transactions.
How to
Download and process invoice payments
Use this to download and automatically process invoice payments. Sage 200 will process the downloaded transactions by trying to allocate them to a matching invoice.
Open: Cash Book > Period End Routines > Invoice Payments > Process Invoice Payments.
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The transaction download date will be set to today's date.
You can change this if you only want to download transactions up to a certain date, rather than get the most recent transactions.
- Select Download and Process.
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The new downloaded transactions will be displayed with their status.
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Provider: The payment provider, e.g. Stripe, PayPal, or GoCardless.
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Type: Shows Collection for payments, or Refund.
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Customer: The customer account of the allocated invoice.
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Realised Amount: The payment amount after fees have been deducted.
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Fee: The fees charged by your payment provider.
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Currency: The payment currency.
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Status: This shows whether the transaction has been processed (allocated), or a reason why it could not be processed.
What does the status mean?The status will show:
- Not Processed: You have not yet tried to process the payment and allocate it to an invoice.
- Processed: The payment has successfully been allocated to an invoice.
- Unallocated: You have tried to process the payment, but it could not be allocated to an invoice. This can occur if the invoice has not yet been posted. Once you have posted the invoice, you can manually allocate the payment to the invoice.
- Bank Not Found: A payment has been made using a foreign currency, but you have not associated a bank account with this currency. You can only process this transaction once you have set up a bank account for this currency. See Set up bank accounts for Invoice Payments.
- Error Allocating: There was a problem allocating the payment to an invoice. You can try to manually allocate the payment and invoice. This can occur when there are differences in the payment and invoice, for example differences in the amount due to foreign currency conversion.
- Customer Not Found: This can occur if a customer account has been removed, for example when restoring a company backup. You should manually enter the customer payment in Sage 200.
- Cannot Process: This indicates that the invoice payment cannot be processed. You should manually enter the customer payment in Sage 200.
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Note: When you allocate a payment/receipt, the allocation date will default to either today's date or your payment/receipt date. This depends on what you have chosen as the Default allocation date in
Download invoice payments
Use this to download invoice payments, but do not automatically try to allocate them to invoices. You can process these transactions later by using Maintain Invoice Payment Transactions.
Open: Cash Book > Period End Routines > Invoice Payments > Process Invoice Payments.
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The transaction date will be set to today's date.
You can change this if you only want to download transactions up to a certain date, rather than get the most recent transactions.
- Select Download.
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The new downloaded transactions will be displayed.
Process payments that you've downloaded
Use this to manually process payments that you have already downloaded, by allocating them to your invoices in Sage 200.
Open: Cash Book > Period End Routines > Invoice Payments > Maintain Invoice Payment Transactions.
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Choose the transactions you want to show, then click Display.
You can filter the transactions displayed:
- Set a date range by using Date from and Date to.
- Show transactions with a particular status by setting the Transaction status.
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Show transactions from an individual Service provider.
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The transactions will be displayed with their status.
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Provider: The payment provider, e.g. Stripe, PayPal, or GoCardless.
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Type: Shows Collection for payments, or Refund.
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Customer: The customer account of the allocated invoice.
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Realised Amount: The payment amount after fees have been deducted.
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Fee: The fees charged by your payment provider.
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Currency: The payment currency.
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Status: This shows whether the transaction has been processed (allocated), or a reason why it could not be processed.
What does the status mean?The status will show:
- Not Processed: You have not yet tried to process the payment and allocate it to an invoice.
- Processed: The payment has successfully been allocated to an invoice.
- Unallocated: You have tried to process the payment, but it could not be allocated to an invoice. This can occur if the invoice has not yet been posted. Once you have posted the invoice, you can manually allocate the payment to the invoice.
- Bank Not Found: A payment has been made using a foreign currency, but you have not associated a bank account with this currency. You can only process this transaction once you have set up a bank account for this currency. See Set up bank accounts for Invoice Payments.
- Error Allocating: There was a problem allocating the payment to an invoice. You can try to manually allocate the payment and invoice. This can occur when there are differences in the payment and invoice, for example differences in the amount due to foreign currency conversion.
- Customer Not Found: This can occur if a customer account has been removed, for example when restoring a company backup. You should manually enter the customer payment in Sage 200.
- Cannot Process: This indicates that the invoice payment cannot be processed. You should manually enter the customer payment in Sage 200.
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To show details of a transaction, select the transaction and click View.
The customer transaction enquiry shows more detailed information about the transaction, nominal account and bank postings, and allocations.
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To process all transactions in the list, click Process.
Sage 200 will try to allocate all unprocessed transactions with a matching invoice.
Note: When you allocate a payment/receipt, the allocation date will default to either today's date or your payment/receipt date. This depends on what you have chosen as the Default allocation date in
Send transactions to Excel
You can send the list of transactions to an Excel spreadsheet.
- Use the transaction criteria to filter the list, and click Display.
- Click Send to Excel.
Refund an invoice payment
To refund an invoice payment that has been made by a customer, you must refund the payment using your payment provider's service. You cannot issue a refund from Sage 200.
Note: The Payment Provider may only allow you to issue a refund for a limited period of time, for example the refund link in PayPal is available for 180 days.
After you've made the refund, when you next download and process transactions, Sage 200 will process the refund.
If your customer has requested a chargeback for a Direct Debit (for a payment taken in error, or without their authorisation), this will be processed by Sage 200 in the same way as a refund. The invoice will have a status of Disputed in the Invoice Payments portal.
- An opposite transaction is posted to the customer's account. So a sales payment (customer refund) will be made for the same amount as the original sales receipt (customer payment).
- The allocation for the invoice will be reversed.
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The charges associated with the original payment may not be fully refunded by your payment provider.
Note: You will need to write off the value of fees that are not refunded.
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Stripe: Your customer will be refunded the full value of the payment, but the charges for the original payment are not refunded. So in Sage 200, you will notice the bank charges are not reversed.
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PayPal: Your customer will be refunded the full value of the payment, and the charges associated with the original payment are partly refunded.
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GoCardless: Your customer will be refunded the full value of the payment, but the charges for the original payment are not refunded.
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- If a fee has been refunded, you can check the Fee value in Maintain Invoice Payment Transactions.
- Once a payment has been refunded, the customer cannot accidentally pay the invoice again. If your customer clicks the Pay Now button on their invoice again, they will not be able to process the payment.
Record an invoice that has been paid offline
If a customer pays an invoice using an alternative method to Invoice Payments, such as a cheque or cash, then you should record the payment so that the customer can't accidentally pay you twice.
- Enter a sales receipt for the customer's payment. See Enter customer sales receipts.
- Allocate the payment to the invoice. See Allocate customer receipts.
Once you have allocated the sales receipt payment to the invoice, your customer will not be able to accidentally pay the invoice again using Invoice Payments. If your customer does click the Pay Now button on their invoice, they'll see a message The invoice has been paid using another payment method.
When you view the invoice or payment in the Invoice Payments Portal, its status will show Paid Offline.
Cancel an invoice
If you cancel an invoice, it'll be removed from the Invoice Payments service, so your customer cannot pay the invoice by mistake. If your customer does click the Pay Now button on their invoice, they'll see a message to say that you have cancelled the invoice and no payment is due.
See Cancel invoices and credit notes.
Report on invoice payments
Use these reports to show a list of payments or refunds from Invoice Payments. Transactions are grouped by currency and the customer account. The report also shows outstanding transactions that have not been allocated to an invoice.
Open: Sales Ledger > Reports > Account Analysis > Invoice Payments Transactions.
Open: Sales Ledger > Reports > Account Analysis > Invoice Payments Transactions (Refunds).
Useful info
About processing invoice payments
Use this to download invoice payment transactions from your payment provider.
You can either:
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Download and automatically process invoice payments. Sage 200 will process the downloaded transactions by trying to allocate them to a matching invoice.
- Download invoice payments, but do not automatically try to allocate them to invoices. You can process these transactions later by using Maintain Invoice Payment Transactions.
Questions
If a transaction could not be processed, check the Status.
The status will show:
- Not Processed: You have not yet tried to process the payment and allocate it to an invoice.
- Processed: The payment has successfully been allocated to an invoice.
- Unallocated: You have tried to process the payment, but it could not be allocated to an invoice. This can occur if the invoice has not yet been posted. Once you have posted the invoice, you can manually allocate the payment to the invoice.
- Bank Not Found: A payment has been made using a foreign currency, but you have not associated a bank account with this currency. You can only process this transaction once you have set up a bank account for this currency. See Set up bank accounts for Invoice Payments.
- Error Allocating: There was a problem allocating the payment to an invoice. You can try to manually allocate the payment and invoice. This can occur when there are differences in the payment and invoice, for example differences in the amount due to foreign currency conversion.
- Customer Not Found: This can occur if a customer account has been removed, for example when restoring a company backup. You should manually enter the customer payment in Sage 200.
- Cannot Process: This indicates that the invoice payment cannot be processed. You should manually enter the customer payment in Sage 200.
If a payment could not be processed and automatically allocated to an invoice, it will have a status of Unallocated or Error Allocating.
If this occurs, you can manually allocate the customer payment (sales receipt) to the invoice.
Open: Sales Ledger > Enter Transactions > Allocation.
Sage 200 will only download and show payments that are related to invoices that you created in Sage 200 and were paid by your customer using Invoice Payments. You will not see all of your other PayPal transactions.
Providing that you have set up the currency with your payment provider service, the transaction will be handled in its original currency, so it will not be subject to currency conversion or charged any conversion fees.
If you have not set up the currency with your payment provider, the payment will be converted to your account's default currency, and your provider may charge a conversion fee. When you download the payment in Sage 200,the payment will be converted back to the original currency of the invoice, but the value may be different due to exchange rate differences.
For more information, see Handling payments in different currencies.
Payments can only be made for the full invoice value, so your customer cannot pay only part of the invoice.
If the value or any other details of the invoice have changed, then you should create a new invoice and send this to your customer.
A customer cannot pay an invoice twice using Invoice Payments, as the Pay Now button will not work again after an invoice is paid.
If a customer pays an invoice using an alternative method to Invoice Payments, such as a cheque or cash, then you should record the payment in Sage 200, so that the customer can't accidentally pay you twice. See Record an invoice that has been paid offline.
Charges by your payment provider are posted to the Bank charges nominal account that you selected when you set up your bank account. To check which nominal account is used, view your account by selecting Cash Book > Cash Book Accounts > Amend Bank Account Details.
To see the charges posted to this nominal account, you could:
- Use the nominal transaction enquiry: Nominal Ledger > Nominal Enquiries > Transaction Enquiry.
- Produce a transaction listing report: Nominal Ledger > Reports > Account Analysis > Transaction Listing (Current).
For details on processing your payment fees for VAT, see How to record your payment fees (opens in a new tab).
You can use Bank Reconciliation to check transactions in Sage 200 against the transactions in your payment service provider.
- Sign in to your payment service provider to view payment transactions.
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Use Bank Reconciliation to view transactions in Sage 200 and match them against your payment service provider.
Reconcile each bank account that you have set up for payment service providers, in the same way as you would do when using a bank statement. See Reconcile manually using a bank statement.
The report only shows invoices that have been posted, so will not show invoices that are printed but not posted.
Use the GoCardless dashboard (opens in a new tab) to check a Direct Debit status, cancel a payment, cancel a mandate, or retry a collection.
For details on processing your payment fees for VAT, see How to record your payment fees (opens in a new tab).
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