Sage Pay - How to set up and use Sage Pay

Note: If you have Sage Accounts installed on more than one PC you only need to enter these details once.

1. Settings > Company Preferences > Sage Pay > select Enable Sage Pay.

2. Complete the required information as follows > OK:

   Credentials

   Vendor Name	Enter the vendor name, as registered on the Sage Pay website.
   Username	Enter the user name, as registered on the Sage Pay website.
   Email	Enter the email address, as registered on the Sage Pay website.
   Password	Enter the password, as registered on the Sage Pay website.

   General Settings

   Bank Ref	Choose the bank account you want to use for the receipt of payments in Sage Accounts. Sage Pay uses this bank account for all Pay by Card transactions.
   Check for payments on startup	If you want your software to check for outstanding Sage Pay payments, select this check box.
   Prompt for password on each login to Sage Pay	If you want to enter your password each time you login to Sage Pay, select this check box.

   Note: Sage Pay transactions may be collated and paid into your real life bank account as amalgamated totals that would not easily match transactions in your accounts software. We therefore recommend using a separate bank account for Sage Pay transactions so you can transfer the values to your current account with dates and values that reflect the actual transactions making them easier to match up.

   My Sage Pay 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 does not 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	Sage Pay uses this customer record for all transactions you download. Choose the customer record to download the transactions to, from the drop-down list.

Note: In these steps an invoice is raised in Sage Accounts and a layout or letter is sent with the Pay Now option. The person who receives this can click Pay Now to pay by Sage Pay.

You can choose from the following layouts and letters:

Name	File Name	Location
E-Mail Invoice (Euro) - with SagePay	EMA_INV_SAGEPAY.layout	Invoicing > Print
E-Mail Invoice (Euro) (Tax Breakdown) - With SagePay	TBEMI_SAGEPAY.layout	Invoicing > Print
e-Mail Statement - All Items - With SagePay	EMASTAL_SAGEPAY.layout	Customers > Customer List > Statements
e-Mail Statement - O/S Only - With SagePay	EMASTOS_SAGEPAY.layout	Customers > Customer List > Statements
Itemised Chase Letter 1 (Reminder) - Balances> 30 days o/s - SagePay	ICHASE1_SAGEPAY.letter	Customers > Customer List > Letters
Itemised Chase Letter 2 (Warning) - Balances> 30 days o/s - SagePay	ICHASE2_SAGEPAY.letter	Customers > Customer List > Letters
Itemised Chase Letter 3 (Legal) - Balances> 30 days o/s - SagePay	ICHASE3_SAGEPAY.letter	Customers > Customer List > Letters

Note: If you want to add the Pay Now option to any further layouts, please contact our report design team on 0845 111 55 55.

To send a Sage Pay letter or layout by email

These steps explain how to send an invoice by email. To send a statement by email, open the Customers module click Statement and proceed from step 2. To send a letter by email, open the Customers module click Letters and proceed from step 2.

1. Modules > Invoicing > select the required invoice > Print.
2. Select a Sage Pay layout > Email.
3. Open Microsoft Outlook > double-click the Sage 50 Accounts email > make any changes required > Send.

The invoice is then sent to your customer, and can be paid using a Pay Now option at the end of the invoice. Once the invoice has been paid, you can receive and download the payment into Sage Accounts.

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 the Pay Deposit by Card option in the Payment Details tab of an invoice or sales order. You can also follow these steps when you use the Cash Sales option with an invoice or order and click Yes to pay the customer online.

1. Bank > select the bank account specified in the Bank Ref box in Settings > Company Preferences > Sage Pay.
2. Customer Receipt > Account drop-down list > choose the required customer record.
3. Enter the transaction values as normal > Pay by Card.

4. From the Transaction Overview window > Proceed.

5. Complete the Billing Details > Pay Now > enter any address details to process a payment internally.

6. From the Select Payment Method window, click the card type.

7. Enter the card details > Proceed.

   Note: If the country does not have a Post Code enter 000 in the Billing PostCode.

8. Confirm the details are correct > Proceed.
9. To print a receipt, click Yes.

1. Bank > Tasks pane > Online Receipts.
2. Pay Now Wizard > Next.

3. Select one of the following options:

   Always create payments on account	Sage Pay posts an SA transaction.
   Automatically allocate payments to invoices where possible	Sage Pay posts an SR transaction. The SR automatically allocates to the invoice with the same reference. If the total of the payment is more than the invoice, the remaining value allocates to the invoice with the earliest date.

4. Next > Finish.

1. Bank > Tasks pane > Online Receipts.

2. My Sage Pay Download Wizard > enter the date you want to download transactions from.

   Note: 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.

   If you have Record all transactions against the account specified below selected in the Sage Pay Download Settings, proceed from step 6.

3. Next > check the correct customer records have been matched in the Customer A/C column > Next.

   If you don't want to create a new account for a transaction, in the New column, clear the check box and from the Customer A/C drop-down list, choose the account you want to allocate the transaction to. If you create a new account the customer address is also downloaded into the new customer record.

   If you don't want to import the transaction at all, in the New column, clear the check box and ensure the Customer A/C column is clear. If you want to stop this transaction from appearing in the future, please contact Sage Pay support on 0845 111 44 55.

4. Next > Finish.

Opening Hours	Sage Pay are open 24 hours a day, 7 days a week.
Telephone support	Support - 0845 111 44 55 Sales - 0845 111 44 66
Email Support	support@sagepay.com
Website	www.sagepay.com