Set up payments with invoices and sales orders

Find this screen

Open: Sales Order Processing > SOP Maintenance > Maintain Payment Methods.

Open: Invoicing > Invoicing Maintenance > Maintain Payment Methods.

How to

Allow payments to be taken with invoices and orders

Before you can add any payments to the invoice or order, you must:

Allow payments to be recorded for invoices and full orders in the Invoice and Order Settings.:

Open: Sales Order Processing > SOP Utilities > SOP Settings | Invoice and Order Entry.

Open: Invoicing > Invoicing Utilities > Invoicing Settings | Invoice and Order Entry.
- Select Allow payments to be recorded during invoicing and full order entry.
Specify the text to printed on invoices that are paid in full, on the Invoice Printing tab.
- Enter the text in Invoice Printing section.
Set up payments methods here in Maintain Payment Methods.

Create a payment method

Click Add.
Enter a code and description.
Enter the bank account the payment is taken from.

Note: You can only select bank accounts in your base currency.

Change or delete a payment method

You can edit any of the details of the payment method except for the Name. Any changes you've made will be applied the next time the charge is added to an order or invoice.

You can delete a payment method at any time, regardless of whether it's linked to an invoice or order.

Useful Info

About payment methods

If a customer pays at the same time as ordering something from you, you can create the invoice or order and enter the payment at the same time. This can be when a customer pays part of the value, as a deposit for example, or when the invoice is paid in full.

Payment methods are just a way for you group payments from the same bank account or that use a particular type of card, so you can report on this.

If you want to integrate Sage 200 with Opayo (formerly Sage Pay), an Online Card Payment payment method is automatically created, when you set up Opayo. See Take card payments with Opayo (Sage Pay).

Payment methods work only in the base currency, so you can't enter a foreign currency payment with an invoice or order.

Reporting on Payment methods

You can see the total value of payments paid using each payment method using the following:

The Payment Methods Totals Summary report.

Open: Sales Order Processing > Reports > Processing > Payment Methods.
The View Payment Totals screen.

Open: Invoicing > Enquiries > View Payment Totals.

Open: Sales Order Processing > Enquiries > View Payment Totals.

About taking payments with invoices

You enter the invoice details in the usual way and enter the payment details on the Payment with Invoice tab.

When the invoice is posted:

The invoice and payment are posted to the customer's account and allocated to each other.
The payment amount is posted to the bank account on the payment method.

Make sure any invoices with payments get posted soon after saving as HMRC rules require that the tax point date is the date the payment is received if this is before the invoice date.

About taking payments with orders

You enter the sales order details in the usual way and enter the payment details on the Payment with Invoice tab.

About invoicing payments Immediately

HMRC rules state that VAT should be recorded on the VAT return at the time of invoicing or on receipt of the payment, whichever is the first.

When a payment is taken at the time of ordering, you need to decide whether the payment should be invoiced at the same time.

Note: This doesn't apply to invoices entered via the Invoicing module as it's expected that these will be posted in the same period as they're entered.

When to select Invoice payment with order immediately

Select this when you need to include the payment amount on the VAT return before despatching the goods. This allows you to despatch the goods and invoice the customer in the usual way whilst also including the VAT on the VAT return. You can also partially despatch and partially invoice the order.

This process creates a special VAT invoice and a separate goods invoice for your customer.

Enter the order, enter the payment, select Invoice Payment immediately and Save.

A VAT invoice is created and printed. This shows the total goods and VAT values but indicates that it's for VAT purposes only.

Post the VAT invoice. This creates the tax point date.

The payment is posted to the customer's account.
The payment value is shown as Declared on the order.

The VAT invoice is posted to the customer's account, the VAT return and to the Prepayment nominal account, as follows:

Nominal Account	Debit	Credit
Prepayments		Net
VAT		VAT
Debtors Control	Gross

The invoice is allocated to the payment.

Despatch the goods as usual.
Print an invoice for the goods as usual and send this to the customer.

This shows the goods less the value of the payment. If the order was paid in full, the invoice value will be zero.

This has a new invoice number, so you'll always have an additional VAT invoice associated with this order.

Post the goods invoice.

The customer's account is updated.

The net value is reversed out of the Prepayments account and posted to the correct sales account.

Nominal Account	Debit	Credit
Prepayments	Net invoice value
Sales account		Net invoice value

What if there are still goods outstanding?

If the payment was a deposit, then the VAT invoice will only be for the amount of the deposit. Any remaining goods will be included on the goods invoice and will be outstanding on the customer's account, ready for you to allocate the remaining payment when you receive it.

Using Opayo

Opayo is the new name for Sage Pay. If you're using Sage 200 Professional versions up to 2020 R1, where you see references to "Sage Pay" in the app, these are referring to the Opayo payment service.

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

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

Take card payments from your customers and input them directly into Sage 200. 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 200.

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