Use the Invoice Payments Portal

Find this screen

Open: Period End Routines > Invoice Payments > Invoice Payments Portal.

How to

View customers

1. Select Customers.

2. The customers list is displayed.

   • The list shows all customers that you have uploaded to the Invoice Payments service.

     Note: To upload a customer, see Upload customers to Invoice Payments (GoCardless).

   • The Mandate Status shows whether the customer has a payment plan mandate, such as a Direct Debit.

     What does the mandate status mean?

     Scheduled	The customer has an active mandate, and payments can be collected.
     Requested	You have sent a mandate request, but the customer has not yet submitted the mandate.
     Pending	The customer has submitted the mandate, but it has not yet been approved.
     Cancelled	The mandate has been cancelled by either the customer or the payment provider, and is no longer active.
     Expired	The mandate is no longer active. For example, this may occur if a customer's bank account details have changed.
     Failed	The customer has submitted the mandate, but it could not be completed by the provider. To check the reason why it failed, select the mandate to view its details.
     Unassigned	The customer doesn't have a mandate.

   • To find a customer, start typing their name in the search box.

3. You can select a customer to view more details.

   • The Payment Activity shows the customer's recent payments.
   • Select Mandates to view the customer's mandate.

Send mandate requests

You can send mandate requests to customers so that they can set up a payment plan, such as a Direct Debit mandate for GoCardless. You can use this as an alternative to setting up a new mandate using the Pay Now button, or when a mandate has been cancelled using the GoCardless website and you need to request a new mandate.

1. Select Customers.

2. Tick the customers that you want to send a mandate requests to.

3. Select Send Mandate.

   The list of customers you selected is displayed. Check that each customer has an email address.

4. Select Send Mandate Requests.

View plans (mandates)

You can view payment plan mandates for all your customers, and check the progress of mandate requests.

1. Select Plans.

2. The list of mandates is filtered to show only those that are Scheduled (active).

   To see mandates with different statuses, select a different filter.

   What does the mandate status mean?

   Scheduled	The customer has an active mandate, and payments can be collected.
   Requested	You have sent a mandate request, but the customer has not yet submitted the mandate.
   Pending	The customer has submitted the mandate, but it has not yet been approved.
   Cancelled	The mandate has been cancelled by either the customer or the payment provider, and is no longer active.
   Expired	The mandate is no longer active. For example, this may occur if a customer's bank account details have changed.
   Failed	The customer has submitted the mandate, but it could not be completed by the provider. To check the reason why it failed, select the mandate to view its details.
   Unassigned	The customer doesn't have a mandate.

3. Select a mandate to view its details.

   • The Mandate page shows details such as the customer name, mandate status, currency, and next scheduled date.

   • The Next Scheduled Payment shows the next date in the plan when a payment can be scheduled.

   • The Type shows the type of payment plan, such as a Direct Debit mandate.

View invoices

You can view all your invoices in the Invoice Payments service, and check their status to see which ones have been paid.

1. Select Invoices.

2. The list of invoices are displayed, and is sorted by the order status.

   • You can sort the list by Name or by Status.

   • You can filter the list to show more recent invoices. Select All to change the filter and show more recent invoices.

3. You can check the status of the invoice.

   What does the invoice or payment status mean?

   Paid	The customer has paid the full invoice amount using the Invoice Payments service.
   Paid offline	The customer has paid the invoice using an alternative method to Invoice Payments, such as a cheque or cash. To record an invoice as paid offline in Sage 200, enter a sales receipt for the customer's payment, and allocate this payment to the invoice.
   Pending	The customer has not yet paid the invoice.
   Processing	The customer has submitted a payment, and it is being processed by the payment service provider.
   Cancelled	The invoice has been cancelled because either: The invoice has been cancelled in Sage 200, and the customer will not be able to pay the invoice. The customer has stopped the payment via their payment provider.
   Rejected	The customer's payment has not been accepted when it was processed by the payment provider. The customer cannot try and pay the invoice again.
   Failed	The customer has submitted a payment, but the payment could not be processed and is unpaid. You can retry failed payments up to 3 times. If the retries are not successful, you will need to raise a new invoice for this payment.
   Refunded	The full amount of the invoice payment has been refunded to the customer.
   Disputed	The payment has been paid but is disputed by the customer through their bank or payment provider. If your customer requests 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.
   Unauthorised	The payment has not been authorised by the payment provider, and is unpaid.

4. Select an invoice to view its details.

   • The Invoice page shows details such as the customer name, payment due and scheduled dates, and the order number.

   • To view payment details, select the invoice from the Invoice page.

View payments

You can view all your payments received from customers.

1. Select Payments.

2. The list of payments are displayed, and is sorted by payment status.

   • You can sort the list by Name or by Status.

3. You can check the status of the payment:

   What does the invoice or payment status mean?

   Paid	The customer has paid the full invoice amount using the Invoice Payments service.
   Paid offline	The customer has paid the invoice using an alternative method to Invoice Payments, such as a cheque or cash. To record an invoice as paid offline in Sage 200, enter a sales receipt for the customer's payment, and allocate this payment to the invoice.
   Pending	The customer has not yet paid the invoice.
   Processing	The customer has submitted a payment, and it is being processed by the payment service provider.
   Cancelled	The invoice has been cancelled because either: The invoice has been cancelled in Sage 200, and the customer will not be able to pay the invoice. The customer has stopped the payment via their payment provider.
   Rejected	The customer's payment has not been accepted when it was processed by the payment provider. The customer cannot try and pay the invoice again.
   Failed	The customer has submitted a payment, but the payment could not be processed and is unpaid. You can retry failed payments up to 3 times. If the retries are not successful, you will need to raise a new invoice for this payment.
   Refunded	The full amount of the invoice payment has been refunded to the customer.
   Disputed	The payment has been paid but is disputed by the customer through their bank or payment provider. If your customer requests 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.
   Unauthorised	The payment has not been authorised by the payment provider, and is unpaid.

4. Select a payment to view its details.

   • The Payment page shows details such as the customer name, payment due and scheduled dates, and the order number.

   • To view transaction details, select the payment from the Payment page.

Change your company information

When you first set up Invoice Payments, your company name and contact details were uploaded from Sage 200.

You can change these company details used by the Invoice Payments service.

1. Select Manage Settings.

2. Edit your company information.

   Note: The company Name is displayed on invoices that you send to your customers. The Header Preview shows how this will be displayed.

Add or edit a payment provider

• Payments providers that you've already set up are displayed as your Current Providers.

  Select a provider if you want to change your settings or disconnect from that provider.

• To set up a new provider, click Add Provider.

  Note: When you set up a provider, you will also need to set up a bank account in Sage 200. See Set up bank accounts for Invoice Payments.