Use Pay Now with Sage Pay

How to

Use Pay Now with statements

Sage 200cloud provides two different layouts for your email statements. However we only provide one layout with the Pay Now button. You can use the layout with either or both email statement options. The resulting statement will always be the same.

Choose the Pay Now layout

Open: Tools > Choose layouts.

  1. Add the correct layout.

  2. Choose StatementPrimaryEmail or StatementAlternateEmail from the Layout drop-down list.
  3. Click and choose default > layouts > Sales Ledger Statement Sage Pay (E -mail).layout and click Open.
  4. Click OK.
Make sure your customer accounts are using the correct email statement layout:

Open: Customer list > Amend Account | Documents

  • Choose Email Standard or Email Alternate from the Statement Production drop-down list.
Produce email statements

When you run your statements, you must make sure you email them to your customers. To do this:

Open: Customer List > Reports > Run statements.

  • Choose Run statements to email and printer.

    Your statements are produced and sent to any customers that are set to use email statements.

Use Pay Now button with invoices

Sage 200cloud allows you to use multiple invoice layouts so you can use different layouts for different customers.

Use the Pay Now layout for all customers

Open: Tools > Choose layouts.

  1. Choose SOP Invoice from the Layout drop-down list.
  2. Click and choose default > layouts > SOP Invoice Sage Pay (E-Mail).layout and click Open.
  3. Click OK.
Use the Pay Now layout as an additional layout

If you want to use more than one layout, you must add the new layout to Sage 200cloud first and then select the layout each customer account will use. All customers are set to use the default layout, by default.

To add the layout to Sage 200cloud:

Open: Settings > Sales Orders > Maintain Invoice Layouts.

  1. Click Add.
  2. Click and choose default > layouts > SOP Invoice Sage Pay (E-Mail).layout and click Open.
  3. If you want this to be the default layout for all customer accounts, click Default.

To add the layout to a customer account

Open: Customer list > Amend Account | Documents.

  1. Choose the layout you've just added above from the Sales invoice layout drop-down list.
  2. Click Save.
Email invoices to your customers
  1. Set the Output mode to Spooler or Preview.

  2. Make sure each customer account has a contact with a valid email address.
  3. Print your invoices: Choose Print from the Sales Orders list or Sales orders > Printing > Print invoices.
  4. Choose Email from the preview or the spooler.

Use Pay Now on pro formas

Choose the Pay Now layout

Open: Tools > Choose layouts.

  1. Choose SOP Proforma from the Layout drop-down list.
  2. Click and choose default > layouts > SOP Pro Forma Sage Pay (E-Mail).layout and click Open.
  3. Click OK.
Email pro formas to your customers
  1. Make sure the contact on your customer account has a valid email address.
  2. Set your Output mode to Spooler or Preview.

  3. Print the pro formas and click email from the spooler or preview screens.

Use Pay Now on Debtor Letters

The number of debtor letter you need, usually depends on the number of ageing periods you use. You can have up to eight ageing periods and therefore up to 8 different debtor letters.

We provide four 'out of the box' variants of debtor letter both with and without a Sage Pay button. If you want to add the Pay now button to more any more letters, we recommend that you amend an 'out of the box letter' and save it with a different name. You can then add it as a layout, as per the instructions below.

Choose the Pay Now layout

Open: Tools > Choose layouts.

  1. Choose the relevant letter for each of your aged debt periods from the Layout drop-down list, e.g. Debtor Letter Period 1
  2. Click and choose the relevant letter from default > letters folder, e.g. Sales Ledger Debtors Letter 1 SagePay (E-Mail).letter and click Open.
  3. Click OK.
Email letters to your customers
  1. Make sure the contact on your customer account has a valid email address.
  2. Set your Output mode to Spooler or Preview.

  3. Print the letters and click email from the spooler or preview screens.

Add the Pay Now button to your own custom layouts

If you want to use the Pay Now button on your custom layouts, we recommend that you customise the layout that we've provided to suit your needs.

If you want to add the Pay Now button to an existing invoice layout, see Add a Pay Now button to custom invoices.


Useful info

About Sage Pay

Sage Pay is an online card service provider similar to PayPal. Sage Pay integrates seamlessly with Sage 200cloud making it easier for your customers to pay you and easier for you to process those payments.

Once you've subscribed and integrated Sage Pay with Sage 200cloud, you can:

  • Take card payments from your customers and input them directly into Sage 200cloud. This is useful when a customer pays you over the phone.
  • Add Pay Now buttons to invoices, statements and debtor letters, so your customers can pay you immediately. Your customer just clicks the button and enters their card details.
  • Import payments made using the Pay Now option, directly into Sage 200cloud.

About using Pay Now

Pay Now with Sage Pay is a great way for your customers to pay you online, quickly and easily. We have provided some standard layouts for invoices, statements and chase letters which contain a Pay Now button for use with Sage Pay. This means when your customer receives your invoice, letter or statement, they can pay you straight away by clicking Pay Now.

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

In addition you can import a payments made using the Pay Now button directly into Sage 200cloud, and where possible, they are automatically allocated to the invoices they're paying.

The Pay Now button is available on the following 'out of the box' layouts, letters, and statements:

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)

How the Pay Now button works

The Pay Now button is an embedded image on your layout. It contains an expression which uses a special Sage 200cloud Pay Now function. This function links to the Sage Pay website, when your customer clicks the image. The expression also contains other information which is passed through to the Sage Pay website, such as your Sage Pay Vendor account name, your customer's account code, the amount to pay, date, and invoice number. The expression varies depending on the type of document. Although the expression appears in plain text in Report Designer, it's encrypted on your documents.

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 Pay Now button is not appearing on my documents

  • Check that the button isn't excluded for one the reasons listed in When the Pay Now button doesn't appear on your documents.
  • Check that you're using a layout with a Pay Now button added.
  • For invoices and statements - check that customer account is set to use an invoice layout with a Pay Now button.

  • For invoices - check that the correct layout was used when the invoices were printed.

What happens when

My customer clicks Pay Now

The secure link takes them to the Sage Pay website for your company. Their company details and the amount are automatically completed, although they can change the amount they choose to pay. They simply enter their card details and the payment is processed.