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Sage 200 - Integrating Opayo (formerly Sage Pay) with Sage 200

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Summary

Sage 200 integrates with Opayo (formerly Sage Pay) to allow users to receive card payments from their customers direct within the software. This article explains the steps necessary to set up the program in order to use this functionality.

Resolution

For further information, including pricing and how to sign up to Opayo, please visit the Opayo website.

Contact Details
Contact Opayo
Opening HoursOpayo are open 24 hours a day, 7 days a week.
Telephone support

Support - 0191 313 0299

Sales - 0800 084 1333

Email Supporthttps://www.opayo.co.uk/email-support
Websitewww.opayo.com

Contact Sage
Opening Hours09:00 - 17:00 Monday to Friday
Telephone support

Support - 0191 479 5955

Customer Development - 0191 479 5988

Email Support[email protected]
Websitewww.sage.co.uk/sage200support
How to activate Opayo within System Administration

NOTE: If you already have a live Opayo account, you will still need to follow the setup steps below, and process a test payment using the test account. This will not cause any problems with the live account as these accounts are held on separate servers.

NOTE: Before setting up Opayo you must ensure that the Test Vendor name and Live Vendor name passwords match. If they do not, you will receive an error stating activation has failed, and the password is incorrect. To resolve this, read more.

  1. Open System Administration > expand the Online Payments option > right-click Vendor Accounts > Add New Vendor Configuration.

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  2. Select Sage Pay from the drop-down list > click OK.

  3. Under the General tab, enter a Configuration Name. You may also enter a Configuration Description although this field is not mandatory.

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  4. Select the Sage Pay tab and enter your Vendor Name and Admin Password.

    NOTE: If you are unsure of either of these details, please contact Opayo.


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  5. Select the Companies tab and add the companies you wish to process card payments for via Opayo.

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  6. Now select the Refund Roles tab. Choose the Roles that you wish to authorise to process refunds. Users within a role that is added to the 'Roles That Can Refund' panel will be able to process a refund via Opayo within Sage 200. If necessary, you may wish to create a separate role for this function before adding it in this window.

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  7. If your Opayo account is not already live, return to the Opayo tab and click Activate Test Account. A Sage 200 user will now be added to your Opayo Test Account and you'll receive a message stating 'Adding user successful'.

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  8. You can now select Activate Live Account from the Sage Pay tab. You'll receive the same message as you did when selecting Activate Test Account but this time, the same Sage 200 user is added to your Opayo Live account.

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    ill also complete the required testing to go live by automatically performing a £1 payment to your test account and refunding this payment.

Setting up the Merchant Account in Sage 200

You now need to set up the Merchant Account in the Sage 200 Client and so can close System Administration at this point.

  1. Select Accounting System Manager > Settings > Merchant Account Settings.

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    • If you've already set up a Cash Book account, click on Account Code and select a cash book account reference.
    • If you haven’t set up a Cash Book account, click in Account Number and select a nominal account number.
  2. Click Save to retain your Merchant Account settings.
Enabling card processing

You can process online payments in the Sales Ledger and Sales Order Processing modules.

To enable card processing in the Sales Ledger:

Select Sales Ledger > Utilities > Ledger Set Up > Ledger Settings > Options. Tick the 'Enable card processing' box.


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To enable card processing in the Sales Order Processing module:

Select Sales Order Processing > SOP Utilities > System Set Up > SOP Settings > Order Entry.


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Processing card payments within the Sales Ledger
  1. Select Sales Ledger > Enter transactions > Online Card Receipt.

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  2. Enter the details of the receipt and click Save.
  3. Enter the card details and click Save.

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  4. Click Save.
Processing a payment when entering sales orders
  1. Complete the sales order as per usual and then select the Payment with Order tab.

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  2. Select the Payment with Order tab > tick the Record payment with order box > select Full payment (if applicable) and Invoice payment with order immediately (if applicable) > select Online Card Payment from the Method drop-down list. Click Save.

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    NOTE: If you wish to record a partial payment, leave the Full payment box unticked and enter the payment value in the Payment field.

  3. After the Sales Order reference has been generated as usual, the Enter Card Details Screen appears. Fill in the required information and select Save.

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Processing refunds in Sage 200
  1. Select Sales Ledger > Adjust Transactions > Refund Online Card Receipt.

    NOTE: Remember - you must be assigned to a Role that allows you to process refunds for card payments or you will receive an error message advising you are unable to continue.


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  2. If you are refunding a transaction processed in the Sales Ledger, select the A/C ref: and the transaction you wish to refund from the list of Refundable transactions then select Refund. If you wish to refund a payment taken via Sales Order Processing, select the Sales Order Processing tab, select the Order number and Invoice number, select the transaction to refund and select the Refund button.

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Resolving orphaned card transactions

An orphaned card transaction is a transaction that is incomplete due to a loss of connection between Sage 200 and the online payment provider's website, in this case Opayo.

If your system crashes while a receipt is returning from your online payment service provider, then an orphaned card transaction will be created in Sage 200. In this case you will need to carry out the following steps:

Determine the action required
  1. Open Utilities > File Maintenance > Complete Orphaned Card Transactions.
  2. Check on the online payment service provider (Opayo) website to see whether there is a corresponding Tran Code reference online.
    • If there is, you can create a sales receipt for the orphaned transaction.
    • If there is not, you should delete the orphaned transaction and enter the receipt again.
    Creating a sales receipt for a transaction
  3. Open Utilities > File Maintenance > Complete Orphaned Card Transactions.
  4. Click Create Receipt. The Enter Customer Online Card Receipt window appears.
    • Select the customer details.

      NOTE: The value defaults to the value on the orphaned transaction.

    • Click Save to save the receipt without allocating it.
    • Click Save and Allocate to save the receipt and allocate the amount to the outstanding transaction.
Enter the allocation details

A receipt is created for the transaction on the customer account and the transaction is removed from the orphaned card transactions window.

Delete a transaction
  1. Open Utilities > File Maintenance > Complete Orphaned Card Transactions.
  2. Select the transaction.
  3. Click Delete.

    The transaction is removed from the orphaned card transactions window.

    NOTE: You will now need to enter the original transaction again.

Common errors

Please note that these errors can occur when carrying out various processes mentioned in this article such as when processing an online transaction or changing settings. However, the errors below are the most commonly encountered scenarios.

Check payment processing URL (versions 2009, 2010 and 2011 only)

In the above versions of Sage 200, you should check that the payment processing address is correct. The address varies slightly depending on the version of Sage 200 in use. In System Administration, select Online Payments > right-click Online Payments > Properties and enter the correct payment processing URL as follows...

  • Sage 200 2009 - http://server/Sage200WebServices/SageCardProcessing.asmx
  • Sage 200 2010 - https://server/Sage200WebServices/SageCardProcessing.asmx
  • Sage 200 2011 - https://server:10443/Sage200WebServices/SageCardProcessing.asmx

NOTE: 'Server’ is the name of the server where the Web Server is installed or the certificate issue name if this is different.

TX Type requested not supported on this account

If ‘Repeat Payments’ are not set up on the vendors' Opayo account, the above error will appear when trying to select a saved card in Sage 200. To request ‘Repeat Payments’, the vendor should contact Opayo support. Opayo will then contact the vendors' bank to organise this.

Error 4020 Information received from an invalid IP address.

When using the Activate Live Account option within System Administration, this error can be encountered. This is a message from Opayo that highlights that the user has not yet entered the IP address for their Web Server (or Proxy) on the Opayo Administration Site. If the IP address has been entered on the Opayo site, then it will be necessary to contact Opayo Support in order to establish what the problem is.

Unable to connect to the Sage 200 Application: Unable to create new session context.

This error will also contain an additional element, such as ‘Your password has expired’ or ‘Invalid user or password’. This commonly occurs when attempting to process an online transaction. This relates to a problem with the defined remote Opayo user created within System Administration. Check the password of this user and ensure that the user has access to the current company. With System Administration and Online Payment properties, using the Test button on the Service Account tab will validate the user credentials.

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