How to process a transaction in Sage50 (U.S. Edition)

Description

How do you process a transaction in Sage50 (U.S. Edition)?

Resolution

There are two ways to process a transaction in Sage50 (U.S. Edition). One way is through the Sales Invoices screen and the other way is through the Receive Money screen, both options are detailed below:

Processing a transaction in the Sales Invoices screen

1.  From the Customer and Sales Task menu, click the Sales Invoices icon, then select View and Edit Sales Invoices

2.  Choose an invoice from the Sales Invoice List or you can search for an invoice by using the Search For field and changing the search option

3. When the invoice appears, click the Amount Paid at Sale link at the bottom of the screen

4. The Receive Money window will appear

       A. The Deposit Ticket ID field is not a required field when processing a credit card transaction

       B. The Reference field is a required field. The merchant can choose any letter/number combination they wish to use

       C. The Receipt Amount field is a required field and needs to be manually entered when processing credit cards in the  Sales Invoices section. This can be full or partial payment of the invoice amount

       D. The Payment Method is chosen by clicking on the down-arrow key and selecting the appropriate option

       E. The Credit Card Payment has two options:

              i. The Record button posts the transaction in the General Ledger

             ii.  The Process button charges the credit card AND posts the transaction in the General Ledger. This is the button that needs to be used when processing a credit card transaction.                                      

5.  When the Process button is selected, the Sage Exchange Desktop window will appear where you will enter the card number, expiration date, and CVV code from the customer’s credit card. Select the Next button.

6. The next screen will appear in the Billing Information window. This is the billing address where the credit card statement is sent. This is not necessarily the same as the customer information. From this window, you can change the billing address if needed. You can also enter the billing address in the Payment & Credit tab of the customer’s profile. Once the billing address is entered, click the Submit button.

7. When the Submit button is selected, the transaction will process and the Authorized screen will appear. From this window, you can input a comment that is only visible to the merchant – it will not print on the receipt. Select the Print button to print the receipt. Click OK to close the receipt section.

Processing a transaction from the Receive Money screen

1. From the Customers & Sales Tasks menu, select the Receive Money icon, then select Receive Money from Customer.

2. The Receive Money window will appear. This window looks similar to the window in the Sales Invoices section, however, this window has two additional features: Apply to Invoices and Apply to Revenues.

3. The Apply to Invoices feature will populate any open invoices for the selected customer. You can select which invoices to pay by clicking inside the Pay box to the right of the invoice row. You can also enter another amount in the Amount Paid field. This amount will automatically populate the Receipt Amount field.

4. The Apply to Revenues feature allows you to enter transactions that are not applied to invoices. The amount in this section will automatically populate the Receipt Amount field.

5. In the Receive Money window, the:

    A. The Deposit Ticket ID field is not a required field when processing a credit card transaction.

    B. The Reference field is a required field. The merchant can choose any letter/number combination they wish to use.

    C. The Receipt Number field is not a required field. The merchant can choose any letter/number combination they wish to use.

    D. The Receipt Amount field is a required field and will be automatically populated when either the Apply to Invoices or Apply to Revenues sections are completed.

    E. The Payment Method is chosen by clicking on the down-arrow key and selecting the appropriate option.

    F. The Credit Card Payment has two options:

       i. The Record button posts the transaction in the General Ledger

      ii. The Process button charges the credit card AND posts the transaction in the General Ledger. This is the button that needs to be used when processing a credit card transaction.

6. When the Process button is selected, the Sage Exchange Desktop window will appear where you will enter the card number, expiration date, and CVV code from the customer’s credit card. Select the Next button.

7. The next screen will appear in the Billing Information window. This is the billing address where the credit card statement is sent. This is not necessarily the same as the customer information. From this window, you can change the billing address if needed. You can also enter the billing address in the Payment & Credit tab of the customer’s profile. Once the billing address is entered, click the Submit button.

8. When the Submit button is selected, the transaction will process and the Authorized screen will appear. From this window, you can input a comment that is only visible to the merchant – it will not print on the receipt. Select the Print button to print the receipt. Click OK to close the receipt section.

9. When the OK button is selected on the receipt window, the Receive Money window will appear. From this window, click the Save button on the top toolbar to save the record, then click the Close button to exit the module.

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