Set up Invoice Payments

Find this screen

Open: Settings > Cash Book / Nominal Ledger > Cash Book Settings | Invoice Payments.

Connect with Stripe, PayPal, or GoCardless

Open: Settings > Cash Book / Nominal Ledger > Cash Book Settings

  1. Move to the Invoice Payments tab and select Get Started.

  2. If you are asked to sign up, enter and confirm the email address to use as a point of contact for Sage Invoice Payments, then select Sign Up.

    This email address is used if we need to get in touch with you about the Sage Invoice Payments service, and does not have to be the same email address that you use for your Stripe or PayPal account.

    Note: You may not be asked to sign up if you've already registered for Sage Bank Feeds.

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

    Note: You can set up more than one provider, and it doesn't matter which one you choose first.

    1. Choose Stripe.

    2. Follow the instructions to connect to your Stripe account, or create an account.

    3. Once you've finished, the Invoice Payments screen will show Connected. You can now close this screen.

    1. Choose PayPal.

    2. Select Connect.

    3. Enter an email address, then select your country and select Next.

      If you are creating a new account:

      1. Enter the requested information and select Agree and Continue.

      2. Enter your Business information and select Continue.

      3. Enter the account holder's information and select Continue.

    4. Once you've finished, the Invoice Payments screen will show Connected. You can now close this screen.

    1. Choose GoCardless.

    2. Select Connect.

    3. Create a new account.

      • Enter the requested information and select Create Account.

        Note: The company name and email address you enter for your account will be displayed in emails that are sent to your customers by GoCardless.

      • GoCardless has various pricing plans, and they will contact you to complete setting up your account.

      • If you plan to use more than one currency, you should contact GoCardless to set up additional currencies on your account.

    4. Once you've finished, the Invoice Payments screen will show Connected. You can now close this screen.

  4. After you've set up your first payment provider, you can select Manage Providers to add your next payment provider.

Watch a video

Watch these videos for an overview of setting up the different payment providers.

These videos were recorded for Sage 200 Professional, so some of the steps will be different in Sage 200 Standard, such as the location of items in the menu. The videos can still provide a useful overview of the process, if you follow the steps for setting up Sage 200 Standard that are detailed on this page.

Watch a video: Video: Sage 200 Stripe integration.

Watch a video: Video: Sage 200 PayPal integration.

Watch a video: Video: Sage 200 GoCardless Integration.

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 200 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 200.
  • We recommend that you set the primary currency for your payment service provider to be the same as your base currency in Sage 200.

Create a new bank account

Open: Settings > Cash Book / Nominal Ledger > 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 200, we advise you to create a separate nominal account for each bank account you set up in Sage 200, 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.

        For details on processing your payment fees for VAT, see How to record your payment fees.

    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 200 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: Settings > Cash Book / Nominal Ledger > 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 email layout for Invoice Payments

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 200, so you will need to choose them as your default layouts.

Layout type Layout file name Used for
SOPInvoice

SOP Invoice Payment Service Provider (E-Mail)

SOP Invoice Payment Service Provider (Email Plain Paper)

 Sales invoices, from both Invoicing or Sales Orders.

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)

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: Settings > Customers and Suppliers > 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.

Uploading the customer account registers the customer details with the Invoice Payments service, and is used to identify that customer when they first set up a Direct Debit mandate.

The customer details you've entered in Sage 200 are not used to set up the Direct Debit mandate, as the customer will enter their own details when they set this up.

There are a few ways to check which customers have been uploaded to the Invoice Payments service.

  • From the Customers List in Sage 200.

    • The Invoice Payments column shows which customers have been uploaded. Customers will have a Not synced status if they've not been uploaded, and a Synced status when they've been uploaded.

    • The Invoice Payments column is not displayed by default, so to display it in the Customers List, right-click any column heading and select Columns > Payment > Invoice Payments.

  • From the Invoice Payments Portal.

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

    • Select Customers to see a list of your customers in the Invoice Payments service.

  • From a customer account in Sage 200.

    • Amend a customer account and move to the Payment tab. If the Synchronise customer with Invoice Payments setting is ticked, then the customer has been uploaded to Invoice Payments.

Sometimes a customer account can't be uploaded. This may be caused by a problem with the account details, such as an invalid email address, or a problem connecting to the Invoice Payments service.

Details about the why the customer account could not be uploaded are displayed in the error log.

Note: The error log is only displayed when you upload customers using the Upload Customers to Invoice Payments window or from the Customers List. The error details are not displayed if you upload a customer by amending the customer account, so to find out the error details we suggest uploading the customer again using the Upload Customers window or Customers List.

Useful info

What services can I use?

You can use the following payment providers:

  • Stripe, to receive payments from credit card and debit cards, bank transfer, Google Pay and Apple Pay.

  • PayPal, to receive PayPal payments.

  • GoCardless, to collect payments using Direct Debit.

    See GoCardless Direct Debit invoice payments.

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 200 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 Opayo (formerly Sage Pay) and then set up Invoice Payments, the Invoice Payments service will be used instead of Opayo. So when your customers click Pay Now on an invoice, they will complete the payment via Invoice Payments instead of Opayo.

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 200.

When you set up Invoice Payments, you must create a bank account in Sage 200 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.

You can still send an invoice in a currency that you have not set up with your payment service provider, but your provider may charge a conversion fee to convert this to your default settlement currency.

  • PayPal will ask you for confirmation if you receive a payment in a currency that you don't have a balance for. The payment will initially be in an unclaimed status until you accept or refuse the payment. If you accept the payment, you can receive it in your default currency (with conversion fees), or accept it in the original currency and also create a new balance for this currency.

    We strongly recommend that you set up each currency that you will use in your payment provider service, and do not convert payments to your default currency. This will ensure accurate processing of the payments in Sage 200. Otherwise you will see discrepancies between the balance in your Sage 200 bank account and your payment provider account.

    Note: To download and process the payment in Sage 200, you will need to set up a bank account in the original currency for Invoice Payments. See Set up bank accounts for Invoice Payments.

  • Stripe will automatically convert the payment to your default currency, and does not ask you for confirmation of how to process the payment.

  • There will be a discrepancy in the balances of your bank account in Sage 200 and your payment provider account. You will need to make a manual correction in Sage 200 to make sure that the balances match.

    To do this in Sage 200, use an Inter Bank Transfer. The payment amount should be transferred from the bank account that the invoice was posted to (the foreign currency account), and moved to the bank account used for your payment service. See Inter account transfer.

When you download the payment in Sage 200, the payment will be converted back to the original currency of the invoice.

To process the payment, you will need to set up a bank account in the original currency for Invoice Payments. See Set up bank accounts for Invoice Payments.

The payment value will be posted to the bank account in Sage 200 (for the original currency), and conversion fees will be posted to the Exchange differences nominal account.

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, you must make sure there are no settlement discounts by setting the Settlement discount percentage and if paid within values to zero.

Settlement discounts can be set for:

  • The invoice, on the Delivery & Invoicing tab.

  • The customer account, on the Payment tab.

  • The Customer Defaults and Settings on the Customer Defaults tab.

Control user access to Invoice Payments

To set user access for Invoice Payments features:

Open: Settings > Organisational and Financial > User Access.

  1. Select the user.

  2. Choose which features the user can access:

    Cash Book > Advanced > Process Invoice Payments

    Cash Book > Advanced > Maintain Invoice Payment Transactions

Fix connection problems

You may have problems when you try to connect and download transactions sometimes. For example, this might happen if there is a problem with the service, or you have restored a backup of your company database.

If Invoice Payments has stopped working, first check our Service Status to see if there is a problem with the service.

If you can no longer download transactions from the Invoice Payments service, you may need to refresh your signature key. This will reset the link between your Sage 200 company and the Sage Invoice Payments service. See Refresh signature key for Sage bank feeds and Invoice Payments.

Security and firewall settings

To use the Invoice Payments service, Sage 200 needs to be able to access this URL.

  • api-money.sage.com

Questions

If you want to stop using a payment provider with Invoice Payments, you can disconnect that provider.

When you disconnect:

  • The payment provider will no longer appear when a customer clicks Pay Now on their invoice.
  • Any invoice payments that have already been made using that provider can still be downloaded and processed.

  1. Open the Invoice Payments Portal.

    To do this:

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

    • Open: Settings > Cash Book / Nominal Ledger > Cash Book Settings.

      On the Invoice Payments tab, click Manage Providers.

  2. Select the payment provider from the Current Providers list.
  3. Click Disconnect.

Note: After you disconnect, you can connect to this provider again with the same or a different account.

If you already use Opayo and then set up Invoice Payments, the Invoice Payments service will be used instead of Opayo. So when your customers click Pay Now on an invoice, they will complete the payment via Invoice Payments instead of Opayo.

When you set up GoCardless, you will also need to upload your customer accounts to the Invoice Payments service before you send invoices to your customers. If a customer was not uploaded at the time that you print the 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.

See Upload customers to Invoice Payments (GoCardless).

Sage is providing this article for organisations to use for general guidance. Sage works hard to ensure the information is correct at the time of publication and strives to keep all supplied information up-to-date and accurate, but makes no representations or warranties of any kind—express or implied—about the ongoing accuracy, reliability, suitability, or completeness of the information provided.

The information contained within this article is not intended to be a substitute for professional advice. Sage assumes no responsibility for any action taken on the basis of the article. Any reliance you place on the information contained within the article is at your own risk. In using the article, you agree that Sage is not liable for any loss or damage whatsoever, including without limitation, any direct, indirect, consequential or incidental loss or damage, arising out of, or in connection with, the use of this information.

See also

Process Invoice Payments

Use the Invoice Payments Portal

Send invoices with Invoice Payments (Pay Now)

Take payments using Invoice Payments

GoCardless Direct Debit invoice payments