Import Sage Pay transactions

Find this screen

Open: Customers > Sage Pay > Import Sage Transactions

How to

Import Sage Pay transactions

  1. Choose date to import transactions up to.
  2. Click Import.

    Any new payments dated between the Last imported transaction date and the Import transactions up to date are shown in the grid.

    If they've been allocated to an invoice, the status shows as allocated.


Useful info

About importing Sage Pay transactions

When a customer pays you by using the Pay Now button on documents you've emailed to them, you can import these payments directly into Sage 200cloud from your Sage Pay account. This creates a receipt in Sage 200cloud for each imported transaction, using the date the payment was made in Sage Pay.

Where possible the receipts are allocated to the invoices they're paying. For receipts that can't be matched and all other documents, such as statements and debtor letters, the receipts are posted to your customer's account for you to allocate separately.

Importing the transactions from Sage Pay is an easy and quick way for you to find out when customers have paid you in this way. If you don't want to import the transactions, you'll need to create sales receipts for them in the normal way. You can also see these transactions by logging into your Sage Pay account.

About using Pay Now

When you send documents to your customers via email, you can include a Pay Now button. When your customer clicks the Pay Now button, they can pay you by entering their card details via Sage Pay.

Note: You can't use Pay Now for foreign currency invoices.

The Pay Now button is available on the following invoice, letter, and statement layouts that we've provided for you. If required, you can also add a Pay Now button to your own customised layouts.

Sales Ledger Statement Sage Pay (E-mail)
SOP Invoice Sage Pay (E-mail)
SOP Pro Forma Sage Pay (E-Mail)
Sales Ledger Debtors Letter 1 SagePay (E-Mail)
Sales Ledger Debtors Letter 2 SagePay (E-Mail)
Sales Ledger Debtors Letter 3 SagePay (E-Mail)
Sales Ledger Debtors Letter 4 SagePay (E-Mail)

When transactions are allocated to invoices

Transactions are only allocated when the payments have been made from the Pay Now button on invoices. They're allocated when Sage 200cloud can match the following:

  • The payment amount to the invoice amount.
  • The Reference No on the payment to the customer code.
  • The Invoice No on the payment to Sage 200cloud invoice number.

The payment isn't allocated if:

  • The invoice has a settlement discount.
  • The invoice has been part allocated already, i.e. the invoice amount isn't fully outstanding.
  • The receipt is a part payment.

When the Pay Now button doesn't appear on your documents

The Pay Now button won't be appear in certain circumstances. These are:

  • When Sage Pay hasn't been configured in Sage 200cloud.
  • For any foreign currency customers. This is because the Pay Now button is not supported with foreign currency.
  • For any amounts over £100,000. This is maximum payment that can be made via Sage Pay.
  • When an invoice doesn't have an outstanding balance. For example, it was paid when the order was entered or another receipt has been allocated in full or part.
  • On an statement, when the customer account is either in credit or has a zero balance.

Fix it

The amount customer code and reference all match, but the receipt hasn't been allocated?

  1. Check that the invoice has been posted.

    Receipts can only be allocated to transactions posted to the customer's account.

  2. Check that a receipt hasn't already been allocated to the invoice, in full or part.

    Imported receipts can only be matched if the invoice is fully outstanding.

  3. Check that the invoice doesn't have a settlement discount.

    Imported receipts can't be automatically matched to the invoices with settlement discounts as the Sage 200cloud doesn't know whether to apply the discount.

I get a "Problem occurred importing ..." error message

You'll see this error message A problem occurred importing Sage Pay transactions, if you try to import a very large number of transactions from Sage Pay.

Sage 200cloud can only import a maximum of 3000 transactions at a time from the Sage Pay website. If more than 3000 payments have been made since the last time you imported, you'll need to reduce the number of payments being imported.

To do this, you just need to import up to an earlier date. Change the Import up to date until there are have less than 3000 transactions to import. Repeat this until you have completed your import.

To avoid this, consider the how often you import the transactions from Sage Pay. If you have a large number of payments being made using the Pay Now button, you may need to import more often.


What happens when

Transactions are imported

  1. A receipt is created in Sage 200cloud for all payments made by customers since the date of the last import.
  2. The receipt is posted to customers account and the account balance is updated.
  3. The following nominal accounts are updated:

    Nominal Account Debit Credit

    Debtors Control Account

     

    Receipt value

    Merchant* Bank Account Receipt Value  

    * The bank account specified for all Sage Pay transactions.

Transactions are imported and allocated

  1. A receipt is created in Sage 200cloud for all payments made by customers since the date of the last import.
  2. The receipt is posted to customers account and the account balance is updated.
  3. The invoice is marked as paid.
  4. The outstanding amount of the invoice and receipt is updated.
  5. The following nominal accounts are updated:

    Nominal Account Debit Credit

    Debtors Control Account

     

    Receipt value

    Merchant* Bank Account Receipt Value  

    * The bank account specified for all Sage Pay transactions.