Set up Invoice Payments

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

Find this screen

Open: Cash Book > Utilities > Cash Book Settings | Invoice Payments.

Connect with Stripe, PayPal, or GoCardless

Open: Cash Book > Utilities > Cash Book Settings.

  1. Move to the Invoice Payments tab and click Get Started.
  2. Enter and confirm the email address to use as a point of contact for Sage Invoice Payments, then click Sign Up.

    Note: The email address is used only for the Sage Invoice Payments service, and does not have to be the same email address that you use for your Stripe or PayPal account.

  3. Choose the payment provider that you want to use.

  4. To set up a another payment provider, click Manage Providers.

Set up bank accounts for Invoice Payments

Once you've connected with your payment provider, you'll need to set up a new bank account in Sage 200cloud for use with Invoice Payments.

The bank account will be used exclusively for Invoice Payments, and must have an Account type of Sage Invoice Payments. You can't use this bank account for Bank Feeds or E-Banking services.

  • If you will send invoices in multiple currencies, we strongly recommend that you set up an individual balance (or wallet) for each currency with your payment provider, and that you also set up a corresponding bank account for each currency in Sage 200cloud.
  • We recommend that you set the primary currency for your payment service provider to be the same as your base currency in Sage 200cloud.

Create a new bank account

Open: Cash Book > Utilities > Cash Book Settings.

  1. On the Invoice Payments tab, select the payment provider and click Configure Provider.
  2. Click New.

  3. Enter a Code for this bank account.
  4. Add a Description of the bank account, to help your colleagues identify it.
  5. Select the Account currency.

    Note: If you use multiple currencies with your payment provider, set up a bank account for each currency.

  6. Choose the nominal accounts for posting this bank's transactions to the nominal ledger. These must be posting nominal accounts.

    1. Bank account: By default this shows the nominal account set up for bank accounts in Default Nominal Accounts screen.

      If you are using more than one bank account in Sage 200cloud, we advise you to create a separate nominal account for each bank account you set up in Sage 200cloud, and select it here.

    2. Bank charges: By default, this shows the nominal account set up for bank charges in Default Nominal Accounts screen.

      If you have more than one nominal account to record your bank charges, select the appropriate account here.

      If you use Invoice Payments, your payment provider's fees will be posted to this account.

    3. Exchange Differences: For foreign currency bank accounts, this shows the nominal account set up for exchange differences in Default Nominal Accounts screen.

      If you have more than one nominal account to record exchange differences, select the appropriate account here.

    Note: If no default nominal accounts have been defined, or you don't select nominal accounts for your bank account here, then Sage 200cloud will post the transactions to the Suspense account.

Note: You can leave the Account number and Sort code blank, as these are not required for Invoice Payments.

Use an existing bank account

You can use an existing bank account that you've set up to use with Invoice Payments. You can only select bank accounts that have an Account type of Sage Invoice Payments.

Open: Cash Book > Utilities > Cash Book Settings.

  1. On the Invoice Payments tab, select the payment provider and click Configure Provider.
  2. To use an existing bank account with this payment provider, click Add and select the bank account.

    The bank account's description and currency are displayed in the list.

Choose an Invoice Payments layout

Once you have set up Invoice Payments, you can email your customers an invoice with a Pay Now button. When your customer clicks the Pay Now button, they can pay the invoice using the payment providers that you've set up.

To send invoices with a Pay Now button for Invoice Payments, you need to use one of the provided Invoice Payment layouts, or add a Pay Now button to your own custom invoice layout. These layouts will not be used by default in Sage 200cloud, so you will need to choose them as your default layouts.

Layout type Layout file name Used for
SOPInvoice

SOP Invoice Sage Pay (E-Mail)

SOP Invoice Sage Pay (Email Plain Paper)

Sales invoices, from both Invoicing or Sales Orders.
FreeTextInvoice Sales Ledger Free Text Invoice Sage Pay (E-Mail) Free text invoice, entered directly for a customer.
INVInvoice

INV Invoice Sage Pay (E-Mail)

INV Invoice Sage Pay (E-Mail Plain Paper)

Invoices produced from Project Accounting.

Open: Tools > Choose layouts.

  1. To set the layout, choose the layout type from the Layout list.

    Refer to the table above to see which layout files should be used with each layout type.

  2. Click the browse ... button next to Filename.

  3. Browse to default > layouts, to use one of the provided default layouts.
  4. Select the layout you want to use.

For more information on the layouts, or using customised layouts, see Send invoices with Invoice Payments (Pay Now).

Upload customers to Invoice Payments (GoCardless)

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

If you use GoCardless, you will also need to upload your customer accounts to the Invoice Payments service before you send invoices to your customers.

You do not need to upload customers if you only use Stripe or PayPal.

Note: If a customer was not uploaded at the time that you print an invoice, the Direct Debit payment option for GoCardless will not be available for that particular invoice. Once you upload the customer to GoCardless, all subsequent invoices for that customer will include the option to pay by Direct Debit.

To upload customers:

Open: Sales Ledger > Utilities > Ledger Set Up > Upload Customers to Invoice Payments.

  1. Choose if you want to upload Multiple customers or a Single customer.

    • For multiple customers, you can choose to show a selection of customers by their Code, and by their Currency.

      To show the customers , click Display.

    • For a single customer, select the customer account.
  2. To upload all of the customers displayed in the list, click Upload.
  3. If any customer accounts could not be uploaded, the error details are displayed.

You can also upload customers in other ways:

  • Select customers from the Customers list, then click Invoice Payments.
  • Amend a customer account, move to the Payment tab, and select Synchronise customer with Invoice Payments.

Useful info

What services can I use?

You can use the following payment providers:

Please note
  • Your Stripe or PayPal account must only be used for a single business or legal entity. For example, if your account has multiple wallets for different currencies, these must all be used for the same business.
  • A Sage 200cloud company database cannot be linked to more than one PayPal, Stripe or GoCardless account.

  • If your customer chooses to pay using GoCardless, the direct debit will be used for this and all their future invoice payments, and they will not be able to pay using Stripe or PayPal.
  • You can use your PayPal account before it is verified. For information on verification, see PayPal's article What does verified account status mean?.
  • If you already use Sage Pay and then set up Invoice Payments, the Invoice Payments service will be used instead of Sage Pay. So when your customers click Pay Now on an invoice, they will complete the payment via Invoice Payments instead of Sage Pay.

Handling payments in different currencies

You can send invoices and receive payments using multiple currencies.

We strongly recommend that you set up each currency that you will use in your payment provider service. This will avoid conversion fees from your payment service provider, and ensure accurate processing of the payments in Sage 200cloud.

When you set up Invoice Payments, you must create a bank account in Sage 200cloud for each foreign currency, and link the accounts to the payment provider.

  • You can set up multiple currencies in PayPal and Stripe, so that each currency is stored as a separate balance (or wallet). Setting up multiple currencies like this means that you can receive payments in these currencies without having to pay any conversion fees.
  • You can use GBP and Euro currencies with GoCardless, and issue Direct Debits requests in each currency. You'll choose a currency when you first set up your account, and you will need to contact GoCardless to set up an additional currency.

    GBP payments will be collected via Bacs (the UK Direct Debit collection scheme) and Euro payments will be collected by SEPA. Payments can only be collected in the currency of the scheme, and can not be converted during collection.

Using settlement discounts

Invoices with settlement discounts cannot be processed by Invoice Payments. If an invoice contains a settlement discount, the Pay Now button will not appear on the invoice.

When you produce invoices for payment via Invoice Payments , make sure there are no settlement discounts by setting the discount values to zero. Settlement discounts can be set for:

  • The invoice, on the Delivery & Invoicing tab.
  • The customer account, on the Payment tab.
  • All customer accounts in Sales Ledger Settings on the Customer Defaults tab.

Control user access to Invoice Payments

To set user access for Invoice Payments features:

Open: System Administration.

  1. Open Roles.
  2. Right-click the role name and choose Features.

  3. Choose which features that users in this role can access:

    Cash Book > Advanced > Process Invoice Payments

    Cash Book > Advanced > Maintain Invoice Payment Transactions

When would I refresh my signature key?

You might want to refresh your signature key when:

  • You have restored a backup of your Sage 200cloud company database, and Invoice Payments is no longer working.
  • Our support team have asked you to refresh your Invoice Payments signature key.

Refreshing your signature key will temporarily stop you from downloading transactions from Invoice Payments until you have entered the new key.

An email with a link to the key will be sent to the address used when you set up Invoice Payments, so ensure that you have access to this email address.

Open: Cash Book > Utilities > Cash Book Settings.

  1. On the Invoice Payments tab, click Refresh Signature Key.
  2. Once you've complete the Captcha, and you'll be asked to enter a Code.
  3. You'll be sent an email with a link to the new the key. Click link to display the key.

  4. Copy and paste the key into the Code box.

You can continue to use Invoice Payments once you have entered the new key.

Note: If you need to change the contact email address used for Invoice Payments, please contact our support team.


FAQs