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About cash receipts and electronic receipts

About Paya

About Paya Exchange

3-3-1 Cash Receipts

3-3-2 Electronic Receipts

You use the 3-3-2 Electronic Receipts window to process credit card and ACH payments for receivable invoices.

Note: Before you can process electronic receipts, you must open a merchant account with Paya. You must also enter your merchant credentials, as well as the general ledger account associated with your merchant account, in the 7-1 Company Information window.

For more information about Paya Exchange and the Paya Exchange Vault, see About Paya Exchange.

For conceptual information about processing electronic receipts, see About electronic receipts.

Entering a payment against an invoice

Entering an electronic payment is similar to entering a cash receipt. Because you enter electronic invoices for only one client at a time, you need to enter only the Client number in the transaction header.

  1. Open 3-3-2 Electronic Receipts.
  2. In the Client text box, enter the client number.
  3. Do one of the following:

    • Click the Contract Invoices tab.
    • Click the Service Invoices tab.

  4. Click the Display button.

  5. For each invoice you want to pay, in the grid:

    1. In the Paid cell, enter the total amount received.
      Do not include any discount or credit in this amount.
    2. If you are using discounts, in the Disc Available cell, enter the amount of the discount.
      If you are not using discounts, skip step b.

    Important! To enter an overpayment for an invoice, the total of the Paid and Discount cells must equal the amount in the Balance text box. Then in the Overpayment cell, enter the amount paid in addition to the invoice payment, not the total amount.

  6. If you use the company option to store client information in the Paya Exchange Vault:

    • You can select Save payment information to save payment information that you enter for a transaction and client securely in the Paya Exchange Vault.

    • If you processed a payment for the client previously, you can choose to use the same payment method as before.

      If you also saved the client's payment information in the vault:

      • If the last payment method was a credit card, the option Use last credit card is displayed instead of Use last payment method. If you select this option, when you click Process and Post, the credit card details stored in the vault for this customer appear on the Paya Exchange integration screen. You can change the credit card information on the Paya Exchange screen.
      • If the last payment method was ACH, the option Use last bank account appears instead. If you select this option, when you click Process and Post, the banking information stored in the vault for this customer appear on the Paya Exchange integration screen. You can change the banking information on the Paya Exchange screen.

      Caution! If you do not want to use the same payment method used previously for the customer, you must clear the Use last credit card or Use last bank account option before you submit the payment to Paya. If one of these options is selected when you click Process and Post, you will not be able to change the payment method in Paya Exchange.

  7. Choose to process and post the payment, or only post the payment to your ledger, as follows:

    • To process the payment through Paya and post the transaction to your ledger, click Process and Post.

      A separate Paya Exchange integration window appears, where you can proceed with payment (entering credit card or bank account information as needed), cancel the payment, or change payment card details or banking information.

    • To post a payment to your ledger that has already been processed through Sage Virtual Terminal or through a third-party payment service, click Post Only.

      A separate Electronic Receipt window appears, where you enter details about the receipt, including the date, reference number, payer's name, the last four digits of the deposit account number, and the type of credit card used.

      You can also select ACH as the payment type.

Entering payments and applying credits to invoices simultaneously

You can simultaneously enter a payment and apply a credit invoice. Suppose a job has a $500.00 credit invoice, a $1,000 invoice, and a $3,000 invoice. The client sends a payment of $3,500, the total amount due. You can apply the credit to either invoice, then apply the payment to the remaining balance.

  1. Open 3-3-2 Electronic Receipts.
  2. In the Client text box, enter the client number.
  3. Do one of the following:

    • Click the Contract Invoices tab.
    • Click the Service Invoices tab.

  4. Click the Display button.
  5. For each item in the grid:
    1. In the Paid cell, enter the total amount received.
    2. In the Discount Available cell, enter the amount of the discount.
    3. To apply the credit in the Paid cell of the credit invoice, enter the credit as a negative amount.

  6. Choose to process and post the payment, or only post the payment to your ledger, as follows:

    • To process the payment through Paya and post the transaction to your ledger, click Process and Post.

      A separate Paya Exchange integration window appears, where you can proceed with payment (entering credit card or bank account information as needed), cancel the payment, or change payment card details or banking information.

    • To post a payment to your ledger that has already been processed through Sage Virtual Terminal or through a third-party payment service, click Post Only.

      A separate Electronic Receipt window appears, where you enter details about the receipt, including the date, reference number, payer's name, the last four digits of the deposit account number, and the type of credit card used.

      You can also select ACH as the payment type.

Applying credit invoices to receivable invoices

You can apply the balance of a credit invoice to one or more receivable invoices. It is also possible to apply only a portion of the credit invoice balance to an invoice and apply the remaining balance later.

  1. Open 3-3-2 Electronic Receipts.
  2. In the Client text box, enter the client number.
  3. Do one of the following:

    • Click the Service Invoices tab.
    • Click the Contract Invoices tab.

  4. Click the Display Invoices button.
  5. For each invoice to which you want to apply a credit, in the grid, enter the credit as a negative amount in the Paid cell.

  6. Choose to process and post the payment, or only post the payment to your ledger, as follows:

    • To process the payment through Paya and post the transaction to your ledger, click Process and Post.

      A separate Paya Exchange integration window appears, where you can proceed with payment (entering credit card or bank account information as needed), cancel the payment, or change payment card details or banking information.

    • To post a payment to your ledger that has already been processed through Sage Virtual Terminal or through a third-party payment service, click Post Only.

      A separate Electronic Receipt window appears, where you enter details about the receipt, including the date, reference number, payer's name, the last four digits of the deposit account number, and the type of credit card used.

      You can also select ACH as the payment type.