Product

Paya Connect Desktop (PCD)

Paya Exchange (PEMS)

PCD Integrated solutions

Description

Paya Exchange is a simple, all-in-one payment management system, where you can connect all forms of payment devices to your accounting software.

You can connect your credit card payment devices (such as the Ingenico iPP320) and mobile devices using Sage Mobile Payments to Paya Exchange. This allows Paya Exchange to provide you with up-to-date views into your connected payments network.

Paya Connect Desktop serves as the connection point between your accounting application and Paya Exchange; therefore, you must install and configure it if you want to use Paya Exchange. If you have not yet installed Paya Connect Desktop, click Install Paya Connect Desktop on the Login page of Paya Exchange.

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Configuring Paya Connect Desktop for use with Paya Exchange

After installing Paya Connect Desktop, you must configure it for use with Paya Exchange. 

The configuration process consists of:

• Registering (or pairing) your Paya Connect Desktop installation in Paya Exchange, which will allow you to access your accounting data.
• Installing and enabling plugins.
• Select specific General Ledger (GL) accounts for each installed plugin. The plugin configuration process allows you to select which GL accounts you want to make available for selection when you create a connection in Paya Exchange.

After registering Paya Connect Desktop in Paya Exchange and configuring plugins, you can begin adding devices such as credit card swipers, check readers, shopping cart web pages, and mobile devices running Sage Mobile Payments as components in Paya Exchange. You can then create connection maps in Paya Exchange.

Registering Paya Connect Desktop in Paya Exchange

Follow the steps below to register your Paya Connect Desktop installation in Paya Exchange:

1. Right-click the PCD Icon running in the Microsoft Windows system tray then select Settings to open the Paya Connect Desktop - Settings window.
2. Expand the Data Exchange menu then click Register.
3. Enter your Paya Exchange email address in the User name field.
4. Enter your Paya Exchange password in the Password field.
5. Click Register to complete the registration process and to add the Paya Connect Desktop installation as a component in Paya Exchange. Do not close the Paya Connect Desktop - Settings window.

Installing and Configuring plugins

This section includes a procedure for each available plugin in Paya Connect Desktop. After registering Paya Connect Desktop in Paya Exchange, follow the procedure for the plugin that corresponds to your application.

Understanding PostBack

Cash sales and invoice payment connections generate postback transactions from Paya Exchange. If you are installing and configuring the Sage50 (or Sage100) Accounting plugin, the posting method you selected for your company determines how Sage Accounting software handles postback transactions:

• Real-Time - Transactions that users enter (then save) in Paya Exchange connected applications immediately post to the designated general ledger accounts in the accounting application.
• Batch - Transactions are saved as a batch that you must manually post in Sage Accounting software. Using this method, you review the batch of transactions then choose the journals to which you want to post the transactions on the Post window (Tasks > System > Post).
• SmartPosting (Recommended) - Available only to Sage Quantum Accounting companies, SmartPosting is a service that automatically searches the accounting application’s database at regular intervals for saved transactions to post to the general ledger accounts.

If you are installing a plugin on a multi-user workstation, we recommend installing it for only one user (typically the system administrator). This will prevent other users from accessing the general ledger accounts.

Managing Plugins

Follow the procedure below to check for plugin updates or to disable a plugin

Adding a Connection in Paya Exchange

After configuring the plugin for your accounting software, follow the procedure below to add a connection map in Paya Exchange. 

1. Go to https://www.sageexchange.com to access Paya Exchange then enter your login credentials in the User Name and Password fields.
2. Click the Connections tab to open the Connections page.
3. Click the Accounting Software plugin in the Connections Map section to display the connections map below.
4. Locate the component you want to connect in the Components section.
5. Drag and drop the component from the Components section to an empty place on the connections map to open the Connection Type page of the Map Connection window.
6. Select the connection type in the Select connection type field and then click Next to open the Settings page of the Connection Map window.
7. Select the appropriate general ledger account numbers and settings for each account:
   
   Note: The configuration fields vary depending on the selected plugin. If a General Ledger account number is not listed in a field, open Paya Connect Desktop and review the selected general ledger account numbers for the plugin 

Cash Sale Connections

• If you are connecting to Sage50 (or Sage100) Cash Sales, select the General Ledger account to which you want to:
• Debit the total amount in the Total Account field.
• Credit the subtotal amount in the Subtotal Account field.
• Credit the tax amount in the Tax Account field, then select how taxes are calculated and posted:
  • No Tax. Do not calculate tax.
  • Tax from Device. Paya Exchange uses only tax amounts provided by the component. No additional calculation is performed.
  • Calculate Tax After Deductions. Calculate tax as a fixed percentage of the total transaction after any other deductions are applied. Enter a tax rate in the Rate field to apply the amount to all transactions.
  • Calculate Tax On Total. Calculate tax as a fixed percentage of the total transaction. Enter a tax rate in the Rate field to apply the rate to all transactions.
• Credit the tax amount in the Shipping Account field, then select how shipping is calculated and posted to the account:
  • No Shipping. Do not calculate shipping.
  • Shipping From Device. Paya Exchange uses only shipping amounts provided by the component. No additional calculation is performed.
  • Calculate Shipping. Calculates shipping as a fixed percentage of the total transaction. Enter a shipping rate in the Rate field to apply the amount to all transactions.
  • Flat Rate. Calculates shipping as a fixed dollar amount based on the rate entered in the Rate field. This amount will be applied to all transactions.

Note: The tax and shipping calculations are not added to the transaction amount; conversely, they reduce the transaction total by the rate you enter in the Rate field. If the device captures and reports tax and shipping data, the reported data will override the calculated data.  Paya makes no representations or warranties, expressed or implied, as to the results produced by the operation, except as expressly provided herein. 

Invoice Payment Connections

• Select the General Ledger account to which the receipt is deposited in the Cash Account field of the Add Receipt group box.
• Select the General Ledger account to which the customer payment is deposited in the Cash Account field of the Customer Payment Group box.

Export Connections

• Enter a name for the data file in the Name field.
• Select Daily, Weekly, Monthly, Quarterly, or Annually in the Period field to select when the export occurs after the start date.
• Enter a date range for the export in the Start Date and End Date fields.

Note: Click More > Data Files on the Reports page to access your exported data files. 

• Click Next to establish the connection and to return to the Connections page.

Viewing Transactions in your Accounting Application

The type of connection you add to Paya Exchange determines which General Ledger account you must open in your accounting application to view postback transactions:

• Cash Sales - Open your accounting application and view transactions for your General Ledger account you selected in the Total Account field on the Settings page of the Map Connection window.

Note: If you selected the Batch posting method for your Sage Accounting company, cash sales postback transactions do not display in the General Ledger account until after batch settlement. 

When you use Sage Mobile Payments to process a credit card sale (non‐invoice), Sage Mobile Payments will create a corresponding transaction in Sage Accounting for the selected General Ledger account. However, if you process a cash sale, Sage Mobile Payments will not create a corresponding transaction in Sage Accounting. You must manually record the transaction in Sage Accounting for the General Ledger account.

Tap History in Sage Mobile Payments to review a record of the cash sales you need to enter in Sage Accounting. Additionally, you can log on to My Sage Mobile at https://www.mysagemobile.com to view your cash transactions.

• Invoice Payments - When you process a payment, Paya immediately creates a receipt in the general ledger account you selected in the Cash Account field within the Add Receipt group box on the Settings page of the Map Connection window. To view the receipt, open your accounting application and view a list of receipts or open the invoice or customer account to which the payment was applied to view the updated balance.

If you have questions or require additional information, please contact us and we will be in touch with you shortly.