Process Invoice Payments

This feature is only available from Sage 200cloud Professional Summer 2018 version onwards.

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 200cloud 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.

  1. 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.

  2. Select Download and Process.
  3. The new downloaded transactions will be displayed with their status.

    Provider The payment provider, e.g. Stripe, PayPal, or GoCardless.
    Type Shows Collection for payments, or Refund.
    Customer The customer account of the allocated invoice.
    Realised Amount The payment amount after fees have been deducted.
    Fee The fees charged by your payment provider.
    Currency The payment currency.
    Status

    This shows whether the transaction has been processed (allocated), or a reason why it could not be processed.

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.

  1. 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.

  2. Select Download.
  3. The new downloaded transactions will be displayed.

    Provider The payment provider, e.g. Stripe, PayPal, or GoCardless.
    Type Shows Collection for payments, or Refund.
    Realised Amount The payment amount after fees have been deducted.
    Fee The fees charged by your payment provider.
    Currency The payment currency.

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 200cloud.

Open: Cash Book > Period End Routines > Invoice Payments > Maintain Invoice Payment Transactions.

  1. 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.
    • Show transactions from an individual Service provider.

  2. The transactions will be displayed with their status.

    Provider The payment provider, e.g. Stripe, PayPal, or GoCardless.
    Type Shows Collection for payments, or Refund.
    Customer The customer account of the allocated invoice.
    Realised Amount The payment amount after fees have been deducted.
    Fee The fees charged by your payment provider.
    Currency The payment currency.
    Status

    This shows whether the transaction has been processed (allocated), or a reason why it could not be processed.

  3. 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.

  4. To process all transactions in the list, click Process.

    Sage 200cloud will try to allocate all unprocessed transactions with a matching invoice.

Send transactions to Excel

You can send the list of transactions to an Excel spreadsheet.

  1. Use the transaction criteria to filter the list, and click Display.
  2. 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 200cloud.

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 200cloud 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 200cloud 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.
  • 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.

    • 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 200cloud, you will notice the bank charges are not reversed.

    • PayPal: Your customer will be refunded the full value of the payment, and the charges associated with the original payment are partly refunded.

    • GoCardless: Your customer will be refunded the full value of the payment, but the charges for the original payment are not refunded.

  • 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

This feature is only available from Sage 200cloud Professional Winter 2018 version onwards.

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.

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:

  • Download and automatically process invoice payments. Sage 200cloud 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.

FAQs