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How to set up and use Opayo (formerly Sage Pay) in Sage 50 Accounts

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Summary

This article covers how set up and use Opayo (formerly Sage Pay) in Sage 50cloud Accounts.

Description

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NOTE: If you use Sage 50Accounts v27.0 or below, where we refer to Opayo option names in this article, in your software they show as Sage Pay instead of Opayo.
 

You can use Opayo to trade online and fully integrate transactions with Sage Accounts, automating and streamlining your sales and stock control. This saves you time and gives you the advantage of knowing that the data in Sage Accounts is what was entered online.

When you activate Opayo, you can enter credit card and debit card payments from your customers within Sage Accounts. You can also download transactions directly from the Opayo website. For pricing information and to sign up to use Opayo, visit the Opayo website and register your interest.

Opayo is compatible with PayPal.

PCI compliance

Sage Accounts is compliant with the Payment Card Industry Data Security Standard (PCI DSS). All vendors processing card transactions must become PCI compliant through a self certification document. For further information about PCI compliance, please visit http://www.pcisecuritystandards.org

To maintain compliance with mandatory Payment Card Industry (PCI) standards, from 11 June 2018 you must be using Sage Accounts v24 or later to integrate with Opayo.
To check your version number in Sage Accounts, click Help then click About.
If you're interested in upgrading Sage Accounts, submit your details and we'll call you back.


Apply for an Opayo account

To apply for a Opayo account:

  1. Visit www.opayo.co.uk > Get started now.
  2. Complete the information as required > Start Now.

Set up Opayo in Sage 50 Accounts

If you've Sage 50 Accounts on more than one computer you only need to enter these details once.

  1. Click Settings then click Company Preferences, enter your password then click OK.
  2. Click the Opayo by Elavon tab and click the Enable Opayo check box.
  3. Complete the required information, as follows:

    Credentials

    Vendor Name* Enter the vendor name, as registered on the Opayo website.
    Username* Enter the user name, as registered on the Opayo website.
    Email* Enter the email address, as registered on the Opayo website.
    Password* Enter the password, as registered on the Opayo website.
    *This information is mandatory.

    General Settings

    Bank Ref* From the drop-down list, choose the bank account you want to use for the receipt of payments in Sage 50 Accounts. Opayo uses this bank account for all Pay by Card transactions.
    Check for payments on startup If you want your software to check for outstanding Opayo payments on opening, select this check box.
    Prompt for password on each login to Opayo If you want to enter your password each time you login to Opayo, select this check box.
    *This information is mandatory.

    Opayo transactions may be collated and paid into your real life bank account as amalgamated totals that wouldn't easily match transactions in your accounts software. We therefore recommend using a separate bank account for Opayo transactions. You can then transfer the values to your current account with dates and values that reflect the actual transactions, making them easier to match up.

    My Opayo Download Settings

    Match transactions against customers accounts (creating new accounts as required) To automatically match transactions you download to existing records, select this option. This matches the email in the customer record, if the email address doesn't match an existing record it creates a new record.
    Record all transactions against the account specified below To automatically match transactions you download to a single customer record, select this option.
    Customer Ref If you choose the option Record all transactions against the account specified below, from the drop-down list choose the customer record to download the transactions to.
  4. Click OK.

Using Opayo in Sage 50 Accounts

Use the Pay Now option

With the Pay Now option you can raise an invoice in Sage Accounts and send a layout or letter to your customer with the choice to Pay Now. The customer who receives this can choose Pay Now to make a card payment using Opayo.

You can choose from the following layouts and letters:

Name File Name Location
E-Mail Invoice (Euro) - With Sage Invoice Payments or Opayo by Elavon EMA_INV_SAGEPAY.layout Invoices and credits > Print.
E-Mail Invoice (Euro) (Tax Breakdown) - With Sage Invoice Payments or Opayo by Elavon TBEMI_SAGEPAY.layout Invoices and credits > Print.
e-Mail Statement - All Items - With Opayo by Elavon EMASTAL_SAGEPAY.layout Customers > Statements.
e-Mail Statement - O/S Only - With Opayo by Elavon EMASTOS_SAGEPAY.layout Customers > Statements.
Itemised Chase Letter 1 (Reminder) - Balances> 30 days o/s - Opayo by Elavon ICHASE1_SAGEPAY.letter Customers > Letters.
Itemised Chase Letter 2 (Warning) - Balances> 30 days o/s - Opayo by Elavon ICHASE2_SAGEPAY.letter Customers > Letters.
Itemised Chase Letter 3 (Legal) - Balances> 30 days o/s - Opayo by Elavon ICHASE3_SAGEPAY.letter Customers > Letters.

If you want to add the Pay Now option to any further layouts, please contact Sage technical support.

Enter an email address on a customer record

You can't download Opayo transactions from foreign customer or customers with an address outside the UK or Ireland into Sage Accounts. Please enter these transactions manually.

  1. Click Customers then select the required customer record and click Edit.
  2. In Email 1, Email 2 or Email 3, enter the customer's email address.
  3. Click Save then click Close.

Send an Opayo letter or layout by email

These steps explain how to send an invoice by email. To send a statement by email, open Customers > Statements > proceed from step 2. To send a letter by email, open Customers > Letters > proceed from step 2.

  1. Click Invoices and credits and select the required invoice then click Print.
  2. Click Layouts and select a Opayo layout then click Email.
  3. If you use the option to save to mailbox with Microsoft Outlook, locate the Sage 50 Accounts email in the drafts or inbox folder then double-click the email and make any changes required then click Send.

    If you use webmail or the option to send immediately from Microsoft Outlook, your email is sent automatically.

    For more information setting up your email defaults. Read more>

Pay the invoice by Opayo

  1. Open the invoice and click Pay Now.

    Image

  2. In the Transaction Overview window click Proceed.


  3. Complete the billing details then click Pay Now.

    You can only choose UK or Ireland from the Billing Country drop-down list. You can choose either option here as this doesn't affect the card payment. If you need to enter a different country, you can enter this later when entering your card details. 

  4. In the Select Payment Method window click the card type.

    This page marks where a standard Opayo transaction would start, at this point all information regarding this order is available on the Opayo systems as a transaction session.

  5. Enter the card details then click Confirm card details.

  6. Confirm the details are correct then click Pay £##.## Now.

  7. In the Card Authentication window, complete the details and click Submit Query.

    The Payment Successful window appears.

You can now download these transactions into your Sage Accounts software. For more information about this, please refer to the section How to download payments and transactions.

Request card payment

The Request Card Payment option generates a link that can be pasted into an email making it easy for your customers to pay you online. You can use this option to request a payment from your customer without first raising an invoice or order. 

The Request Card Payment option is available in the following areas of the software:

  • Customers
  • Customers > Activity
  • Customer record > Activity
  • Customer > Communication > Add Entry
  • Customer > Aged Debt > Detailed

To create request card payment link:

  1. Click the Request card payment option:

    Image

  2. Enter the amount you want to request from you customer then click Generate Link.

    A link is copied to your clipboard and you can paste this into an email.

When your customer pays, the payments are downloaded into Sage Accounts when you download receipts into your bank account. For more information, please refer to the section, How to download payments and transactions.


Watch the video


How to receive payment by card

These steps are for the Pay by Card option in the Customer Receipts window. The same steps apply when You use the Pay by Card option in the Product or Service Invoice window, or Pay Deposit by Card option in the Payment Details tab of an invoice or sales order.

The Pay Deposit by Card option is only available when you select Post as Payment on Account (SA) Payment Type. In this scenario, the person using Sage 50 Accounts processes the payment through Opayo. You can't download Opayo transactions from foreign customer or customers with an address outside the UK or Ireland into Sage Accounts. Please enter these transactions manually.

  1. Click Bank accounts and select the bank account used for Opayo transactions.
    This is the bank account specified in Settings > Company Preferences > Opayo > Bank Ref.
  2. Click Customer receipt then click the Account drop-down and choose the required customer record.
  3. Enter the transaction values as normal then click Pay by card.
  4. In the Transaction Overview window click Proceed. If you receive the message 'Transaction aborted. Payment not taken!' this can occur due to one of the following:

    • You're trying to process a transaction for lower than £1.01.
    • You've no Merchant Number to handle Mail-Order Telephone Order (MOTO) transactions on your Opayo account.
    • The transaction has encountered an error in communication with Opayo.
  5. Complete YOUR Billing Details then click Pay Now and enter any address details to process a payment internally. If the country isn't UK or Ireland you must you must still enter something in the Billing PostCode field, this doesn't affect anything in Accounts or Opayo. 

  6. In the Select Payment Method window, click the card type. All three Visa options shows Visa as the card type, you don't need to know exactly what type of Visa card it is. This page marks where a standard Opayo transaction would start, at this point all information regarding this order is available on the Opayo systems as a transaction session. 

  7. Enter the card details then click Proceed. If the country doesn't have a Post Code enter 000 in the Billing Post Code. 

  8. Confirm the details are correct then click Pay Now.

  9. To print a receipt click Yes.

    A Payment Receipt appears. This receipt uses the SPS_RECEIPT.report. The default location for this report is:
    • C:\ProgramData\Sage\Accounts\<>\Company.000\Reports

  10. If you chose to pay an invoice, in step 3, a Sales Receipt (SR) is posted and allocated to the invoice. If you chose to post a Sales Payment on Account (SA), this is posted and can be allocated when ready.

How to download payments and transactions

This option downloads payments which are posted by a webshop or using the Pay Now option. You can't reverse this procedure, we recommend you back up the data before proceeding.

All transaction values are taken from the payment value in Opayo. If the transaction value is incorrect, please contact Opayo support on 0191 313 0299.

You can't download Opayo transactions from foreign customer or customers with an address outside the UK or Ireland into Sage Accounts. Please enter these transactions manually.

  1. Click Bank accounts then click Download receipts.

    Image

  2. Enter the date you want to download transactions from.

    The option to enter a date only appears the first time you download transactions. Sage Accounts records the transactions you download therefore the next time you download transactions it continues from the last transaction downloaded. You can only download transactions within the last 30 days, therefore you must run this option every 30 days to continue to use it.
  3. Click Download now.

    The Invoice window appears and lists any payments received via the Pay Now option.

    Image

  4. Select one of the following options for Invoice payments:
    Create payments on account Opayo posts an SA transaction.
    Automatically allocate to invoices Opayo posts an SR transaction. The SR automatically allocates to the invoice with the same reference. If the payment total is more than the invoice, the remaining value allocates to the invoice with the earliest date.
    For standard VAT, proceed to step 7. For VAT Cash Accounting, continue from step 5.

  5. Process receipts > Tax Code(s) column > for each transaction, select the relevant tax code.
    To split a transaction against multiple tax codes, on each line, select the required tax code and enter the required amount.
  6. Click OK.
  7. Process receipts.

    A window appears listing the matched and unmatched transactions. For each transaction, you can choose to create a new customer record or match to an existing record.

    For any unmatched transactions, the New check box is selected by default. Clearing the check box allows to you select an existing customer record to match the transaction to.

  8. When all transactions are matched, or set to New click Process transactions.

    The Summary window appears and displays a summary of the transactions.

    Image

  9. In the Summary window to view more information about an area click View.

    To print the information, or export it to Excel, use the options at the bottom of the window.

  10. Click Close.

NOTE: Any refunds processed via Opayo must also be processed manually in Sage 50cloud Accounts.


Contact information

Contact Opayo

Website  www.opayo.co.uk

 

Contact Sage

Telephone support Support - contact Sage technical support

Sales - 0191 479 5955, option 3 (UK) or 014 470 806 (ROI)
Email Support Contact Sage technical support
Website www.sage.co.uk


  More support and information is available 

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