Configure Sage 200cloud to use Sage Pay

How to

Subscribe to Sage Pay

To apply for a Sage Pay account:

  1. Visit www.sagepay.co.uk and click Get Started in the top right.
  2. Complete the form and click Start Now.

    As part of the sign up process, you will be provided with a Vendor name and password. You use this to link Sage 200cloud to your Sage Pay account.

Set Sage 200cloud to use Sage Pay

To configure Sage 200cloud to use Sage Pay, you need to:

  1. Make sure you've chosen use Sage Pay in the Customer settings. This is turned on by default.

    Open: Settings > Customer and Supplier > Customer settings and defaults | Customer Defaults.

    1. Click Edit.
    2. Select Enable Card Processing.
  2. If you want to take card payments for payment taken when sales orders are entered, enable the card processing in the Sales Order settings.

    Open: Settings > Invoicing and Sales Orders > Invoice and Orders Settings | Order Entry

    1. Click Edit.
    2. Select Enable card processing.

Security and firewall settings

To communicate with Sage Pay, Sage 200cloud needs to be able to access certain ports and URLs.

URL Port Details
test.sagepay.com TCP Port 443 Outbound and inbound, HTTPS only.
live.sagepay.com TCP Port 443 Outbound and inbound, HTTPS only.

Set up a bank account for your Sage Pay transactions

You must choose the bank account in Sage 200cloud where all your Sage Pay transactions are recorded. This is called the Merchant AccountThe bank account used for your Sage Pay transactions.. This would usually be the same bank account that you used to subscribe to Sage Pay.

Open: Settings > Organisation and Financial > Merchant Account.

  1. Click Edit.
  2. Choose the bank account from the Code or Account Description columns.

Link Sage 200cloud with your Sage Pay account(s) and test

Before you can start entering live card payments into Sage 200cloud, you must connect your Sage 200cloud companies to any Sage Pay accounts that you want to use and test the connection.

  1. Create a configuration for each Sage Pay account you want to use:

    Open: Settings > Organisation and Financial > Sage Pay Settings.

    1. On the Properties tab, enter a unique Name for the configuration. The description is optional.
    2. On the Sage Pay tab:

      1. Enter the Sage Pay vendor name and administrator password, assigned when you enrolled for Sage Pay.

      2. Click Activate Account in Test Mode.

        Your Sage Pay account is now in test mode. Review the information that is displayed on the screen.

        You can post test receipt and refund transactions to verify the connectivity between Sage 200cloud and Sage Pay.

    3. On the Companies tab, choose the Sage 200cloud companies to use with this Sage Pay account. All card transactions are processed for the selected companies using this Sage Pay account.
  2. Enter test payments and refunds.

    Use the Online Card Receipt and the Refund Online Card Receipt screens. You can either enter a dummy receipt for a small amount such as 1p or use the test card details to process a real payment for a customer. If you enter a dummy receipt, don't forget to reverse it.

    1. Open Customers > Sage Pay > Online Card Receipt.
    2. Enter the details of a receipt.
    3. Enter test card details.

      Sage Pay have provided a set of test bank card details specifically for you to test with. See Test card details (Sage Pay website).
  3. Login to the Sage Pay testing environment and check that the test receipts have successfully posted to your Sage Pay test account:

    1. Open the Sage Pay test website.
    2. Enter your Sage Pay credentials: Vendor Name, User and Password.
    3. From the Transactions tab, check you can see you test payments.

    Tip: Don't forget your reverse the receipt if you've entered a dummy one. See Correct posted customer transactions.

  4. Make your Sage Pay account live.

    Open: Settings > Organisation and Financial > Sage Pay Settings.

    1. Click Make Account Live. Your Sage Pay account is now live and you can process card payments.

Set up an additional company after Sage Pay is configured

If you add a company to your site after Sage Pay has been configured, and you want to process card payments, you'll need to link the new company to a Sage Pay account first.

To link to an existing sage Pay account:

Open: Settings > Organisation and Financial > Sage Pay Settings

  1. Select the Sage Pay account configuration you want to use, and click Edit.
  2. On the Companies tab, choose the company from the Assign companies list and use the arrows to move it to the Selected Companies list.

To use a new Sage Pay account, see the steps above - Link Sage 200cloud with your Sage Pay account(s) and test.


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.

Using more than one Sage Pay account

If you have more than one Sage Pay account, you must set up a separate configuration for each one and choose which Sage 200cloud companies to link to each one. Card payments are then processed for the Sage Pay account the company is linked to.

Each Sage 200cloud company can only be linked to one Sage Pay account.

About the merchant account

You must choose a bank account where Sage Pay transactions are recorded in Sage 200cloud. This links Sage Pay to this bank account and all card payments are recorded against this account.

If you want to, you can set up a new bank account for these transactions. See Create or amend a bank account.

Tip: As Sage Pay transactions may be collated and paid into your real life bank account as amalgamated totals that won't 't easily match transactions in Sage 200cloud, we recommend that you use a separate bank account for your Sage Pay transactions. You can then transfer the values to your other bank accounts in Sage 200cloud, with dates and values that reflect the actual transactions, making bank reconciliation easier.


Fix it

Get a 'Company already assigned' error?

This means that the selected company has already been assigned to the Sage Pay account, can can't be linked to another one.

You'll need to remove the company from an existing configuration before you can assign it to this one.

Change the Administrator password for my Sage Pay account

If the Administrator password for your Sage Pay account has changed, you'll need to delete the configuration and set it up again using the new password.


What happens when I

Put my account into test mode?

You can post test online card receipt and refund transactions from Sage 200cloud and, on the Sage Pay test server, ensure they are successfully reaching Sage Pay.

You must use the test bank card details provided by Sage Pay for your testing - click the Set up Sage Pay link below for further information about setting up and testing Sage Pay.

Make my account live?

You can begin to take real online card payments and make refunds.

Remove a Sage Pay account?

This removes the link between Sage 200cloud and the selected Sage Pay account, so you'll no longer be able process card payments for this account.

If you remove the last configuration, you won't be able to process card payments at all.

If you remove one in error, simply set it up again.