Sage Evolution and Sage Pay Integration
Introduction and purpose
Do you want a safe and secure payment solution for your business? Sage Pay has over 10 years’ experience in
providing payment solutions to small and medium sized business throughout South Africa. We are excited to
announce that Sage Pay integrates with Sage Evolution, allowing your business to receive customer payments and
make supplier payments in a few easy steps.
• Before you can configure Sage Pay within Sage Evolution, you are required to have a Sage Pay account. To
sign up today, visit www.sagepay.co.za.
• Configure your Sage Pay account number and service keys.
• Prepare your customers and suppliers for Sage Pay payments and receipts.
• Link your bank account to the Sage Pay EFTS Layout.
• Start receiving and making payments.
• Automatic reconciliation.
• You can validate bank details and request credit risk reports via Sage Pay as well.
Who is Sage Pay?
Sage Pay, originally known as Netcash, was formed in 2001. The company has since grown to be a major 3rd party
payment processor and registered system operator. Sage Pay’s acquisition by Softline Pastel (subsequent renaming
to Sage) is a testament to their success and recognition as a leading provider of payment services in South Africa.
Click here for quick guide.
What is Sage Pay?
Sage has developed Smart Money Movement solutions that will track a transaction through it’s lifecycle, from when
it originates, gets executed and ultimately reconciled. Collect payments, make salary and supplier payments and
have all your transactions reconciled back into your Sage software, directly from one online secure Sage Pay
account.
Sage Evolution
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Sage Evolution accommodates the following Sage Pay Services:
Pay Now
Creditor Payments
Risk Reports
Sage Pay offers you an online
payment gateway which allows
you to collect payments in real
time from your customers via
Credit Card, Bank EFT and cash
payments from the Sage Pay
banner generated on invoices
and statements.
The Sage Pay creditor payment
service allows you to make
secure payments to creditors at
any South African bank. You can
view a log of the loaded batches
and authorised payments, and
view payment batch reports
using the Sage Pay Account
Service.
With a Sage Pay account you
now have access to a range of
risk management services
including credit checks from
multiple credit bureaus and
business registration
verifications from CIPC.
<<Sage Pay integrates within Sage Evolution by using your Sage Pay account number and service key details.>>
How does it work?
A simple explanation would be as follows:
Step 1: Contact Sage Pay and open a Sage Pay account.
Step 2: Deposit funds into your Sage Pay account.
Step 4:
1.
Generate Risk Reports.
2.
Receive Customer Payments.
3.
Pay your suppliers.
Step 3: Integrate Sage Pay and Sage Evolution.*
*This document will guide you on how to integrate Sage Pay and Sage Evolution in detail.
Sage Evolution
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Integration
Once Sage Pay is integrated within Sage Evolution, the following modules are automatically configured to
incorporate the Sage Pay services, provided that there is a stable connection:
Modules
Sage Evolution Path
Sage Pay Service
Common | Company Bank
Accounts
Integration / Connection
Common
Common | Company
Details
Service Keys
Administration
Administration | Agents
Integration / Connection
General Ledger
General Ledger |
Transactions | Cashbook
Batches | Bank Manager
Creditor Payments
Pay Now
Accounts Receivable
Accounts Receivable |
Maintenance | Customers
Risk Reports
Pay Now
Accounts Payable |
Maintenance | Suppliers
Accounts Payable
Inventory
Accounts Payable |
Transactions | Automatic
Payment and Remittance
Batches
Accounts Payable |
Transactions | Sage Pay
Account Service
Inventory | Transactions |
Invoice
Annuity Billing
Invoice
Job Costing
Invoice
Point of Sale
Invoice
Mobile Sales
Invoice
Risk Reports
Creditor Payments
Pay Now | Sage Pay
Banner
Pay Now | Sage Pay
Banner
Pay Now | Sage Pay
Banner
Pay Now | Sage Pay
Banner
Pay Now | Sage Pay
Banner
Setup / Transactional Use
Create a dedicated Sage
Pay Bank Account.
Enter your Sage Pay
Account Number and
Service Keys for
integration purposes
Dedicate agents to
perform Sage Pay
transactions.
Create a Sage Pay
Cashbook Batch and use
Bank Manager to import
your Sage Pay Account
Statement for automatic
reconciliation purposes.
Validate customer
account details and
perform credit checks
using the Risk Report
within Sage Pay.
Validate supplier account
details and perform credit
checks using the Risk
Report within Sage Pay.
Uploads the Automatic
Payment and Remittance
batch to Sage Pay and
authorise the batch
payment using the Sage
Pay Account Service
Process invoice and the
Sage Pay banner will
display at the bottom for
customer to use the Sage
Pay payment portal.
<<The only add-on module which is not affected at this point is Retail Point of Sale.>>
<<Please Note: Foreign Currency customers and suppliers are not catered for.>>
Sage Evolution
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Relationship and Support
Sage Pay and Sage Evolution Support Departments have joined forces and will assist customers with their support
queries with utmost urgency and professionalism. The following grid will be your guide to determine which support
department will apply at which stage during the integration process:
Sage Pay Support
New Sage Pay account enquiries.
Existing Sage Pay account
enquiries.
Sage Pay services enquiries.
Sage Pay service keys enquiries.
Sage Evolution Support
Entering your Sage Pay account
number and service keys in Sage
Evolution.
Account Service
Creating your Sage Pay account as
a Bank Accounting within Sage
Evolution.
Linking EFTS Layouts.
Validating customer and supplier
information.
Processing invoices displaying the
Sage Pay Banner.
Connection time specification
setups.
Generating cashbook batches and
using Bank Manager.
Processing Automatic Payment and
Remittance Batches.
Sage Evolution
Sage Pay Support
Risk Reports
Pay Now Portal
Connection errors
Sage Pay Bank Statement Enquiries
Submitted Creditor Payment
Batches
Authorising Creditor Payment
Batches
4
What happens when your customers pay you?
Prepare to receive
payments from your
Customers using Sage Pay.
Ensure that the Sage Pay
Settings are applied to the
Sage Evolution DB.
Print
Process Invoices.
Email
Customer has the option to
select from four payment
methods.
P-Code is
generated.
 EFTS
 Retail
 CCard
 QR
Customer pays you via
online banking or a bank
deposit.
The Retail Shop will scan
the barcode on the invoice
for payment.
The customer will be
directed to the Sage Pay
payment gateway.
Scanning the QR code will
open the Sage Pay payment
gateway.
Paid into your Sage Pay
Account.
P-Code is
verified.
Bank
Manager
Sage Pay pulls the bank
statement.
Sage Pay reads the
P-code of the transaction/s.
Sage Pay allocates the
payments to company’s
Sage Pay bank account.
Company pulls the Sage Pay
bank statement from
Sage Pay.
A cashbook is generated
and allocations are done
automatically.
Sage Pay
Layout
Sage Evolution
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What happens when you pay your suppliers?
Prepare to pay your
Suppliers using Sage Pay.
Ensure that the Sage Pay
EFTS Layout is selected in
the AP Default Settings.
Create an Automatic
Payment and Remittance
Batch.
Sage Pay will accept or
reject your batch
submission.
Rejected
You will have to manually
upload the file to
Sage Pay.
Ensure that there is
sufficient funds in your Sage
Pay bank account.
An EFTS file is generated
and sent to Sage Pay
automatically.
Accepted
Click on the Sage Pay
Account Service option via
the AP Module.
Authorise the batch.
Sage Pay will process the
batch.
[<13h00 = same day /
> 13h00 = next day]
Sage Evolution
Specify the EFTS Processing
option and select the Sage
Pay bank account.
Your Sage Pay Bank
Statement will reflect the
payments.
6
Generate the batch.
Process the batch.
[At this point the transactions
are processed in Sage
Evolution.]
Configure your Sage Pay Account Number and Service Keys
1.
2.
3.
4.
Navigate to Common | Company Details.
Click on the Sage Pay tab.
Enter your Sage Pay (Customer) Account Number in the field and validate the account number by clicking on the
Validate button.
Enter your service keys in the grid to the corresponding service and click on the Validate button again.
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5.
The Connection Settings section allows you to set the maximum time the application will wait for a network
connection to be established. If the timeout expires or a network error is encountered, it will still allow you to
send or print the invoice or associated document without the Sage Pay banner. This will ensure the customer
does not have to wait for a restored connection to pay for their goods.
Timeout Options
Explanation
Default Timeout
Connection Timeout
Establishes or sets the
interval of time provided
for a connection to open
before the transport
raises an exception.
10 seconds
Receive Timeout
Send Timeout
6.
Sets the interval of time
that a connection can
remain inactive, during
which no application
messages are received,
before it is dropped.
Sets the interval of time
provided for a write
operation to complete
before the transport
raises an exception.
10 seconds
Recommended
Enter values in the
respective timeout
options which comply to
the accepted standards
of your business
environment.
10 seconds
Click on the Update Connection Settings Only button to save your connection settings.
Sage Evolution
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Update an Agent’s details
1.
2.
3.
4.
Navigate to Administration | Agents.
Create a new agent or edit an existing agent.
On the General tab, in the Sage Pay User Details section of the screen, enter your Sage Pay access details.
Sage Pay would have provided you with the following information:
• Username
• Password
• PIN number
5.
Click on the OK button to save the changes.
Sage Evolution
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Create a Sage Pay Bank Account
This account will be used to process your supplier payments and receive your customer payments.
1.
Navigate to Common | Company Bank Accounts.
2.
3.
Enter your bank details.
In the EFTS Details section, select the
default Sage Pay Creditor Payments layout.
Specify the path for the output file.
Click on the OK button to save the Sage Pay
Bank account.
4.
5.
Sage Evolution
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Prepare your customers for Sage Pay
1.
2.
3.
4.
5.
6.
7.
8.
Navigate to Accounts Receivable | Maintenance | Customers.
You can either add a new customer or edit an existing customer.
Navigate to the Bank & Other tab.
Enter the customer’s account details in the respective fields.
It is important to link the bank account to an Account Type.
A message displays in red, informing you that the bank account details have not been validated.
Click on the Validate button.
A message will return stating that the bank details are valid or that the bank details could not be verified. If it
returns a message that the bank details could not be verified, just double check your selections or contact the
customer.
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9.
If you want to perform a credit check, ID number validations or a manual bank account verification, click on the
Debtors Service button.
10. When this button is clicked, it will reroute you to the Sage Pay service page.
11. You can perform your checks and validations by selecting the required service icon on the Sage Pay page. Please
note that some of these services are chargeable.
12. For additional information explaining the abovementioned services, click here to visit the Sage Pay quick guides.
Sage Evolution
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Prepare your suppliers for Sage Pay
1.
2.
3.
4.
5.
6.
7.
8.
Navigate to Accounts Payable | Maintenance | Suppliers.
You can either add a new supplier or edit an existing supplier.
Navigate to the Bank & Other tab.
Enter the customer’s account details in the respective fields.
It is important to link the bank account to an Account Type.
A message displays in red, informing you that the bank account details have not been validated.
Click on the Validate button.
A message will return stating that the bank details are valid or that the bank details could not be verified. If it
returns a message that the bank details could not be verified, just double check your selections or contact the
supplier.
9.
If you want to perform a credit check and a manual bank account verification, click on the Creditors Service
button.
10. When this button is clicked, it will reroute you to the Sage Pay service page.
Sage Evolution
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11. You can perform your checks and verifications by selecting the required service icon on the Sage Pay page.
Please note that some of these services are chargeable.
12. For additional information explaining the abovementioned services, click here to visit the Sage Pay quick guides.
Sage Evolution
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Import your Sage Pay Bank Statement using Bank Manager
1.
2.
Navigate to General Ledger | Transactions | Cashbook Batches.
Select your Sage Pay Cashbook from the list or create a dedicated Sage Pay Cashbook.
3.
When the cashbook is opened, it will display as follows:
Sage Evolution
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4.
5.
Click on the Bank Manager button.
The following screen displays:
6.
7.
8.
Select the Automatic Sage Pay Feeds layout from the drop down menu.
Click on the OK button.
Bank Manager will open showing a summary of the statement:
9.
Click on the Continue button.
Sage Evolution
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10. The transactions will populate into the Statement Preview grid. Use the Bank Manager functions to perform
mappings, import or export actions and to submit the statement into Sage Evolution.
Sage Evolution
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Process Automatic Payment and Remittance Batch
1.
2.
3.
4.
Before you can get started processing creditor payments, it is important to set up your EFTS Default settings.
Navigate to Accounts Payable | Maintenance | Defaults.
The following screen displays. Ensure that you select the dedicated Sage Pay Creditor Payments layout in the
drop down menu.
Also specify a destination folder for the EFTS Output file.
5.
Click on the OK button.
Sage Evolution
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6.
7.
8.
Navigate to Accounts Payable | Transactions | Automatic Payment and Remittance Batches.
Create your Sage Pay APR batch from the list or create a dedicated Sage Pay APR batch.
The following screen displays:
9.
In the Payment Run section of the screen, ensure that you select the EFTS Processing options and select the
Company Bank Account from the drop down list.
10. Also go to the EFTS Run tab and ensure the Produce EFTS option is selected.
11. Click on the OK button.
12. The batch will be created.
Sage Evolution
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13. Process your batch.
14. The batch will automatically connect with Sage Pay and submit the batch.
15. If the batch did not upload to Sage Pay due to connection issues, it is possible to manually upload the output file
directly into Sage Pay.
16. To authorise the creditor payments, navigate to Accounts Payable | Transactions and click on the Sage Pay
Account Service in the work area.
Sage Evolution
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17. The following iframe will open with the Sage Pay options. You can view the reports and authorise the payment
batch.
18. For additional information explaining the abovementioned services, click here to visit the Sage Pay quick guides.
Sage Evolution
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Process invoices with Sage Pay payment options
1.
2.
Navigate to Inventory | Transactions | Invoice.
The following screen displays:
3.
Complete the invoice screen with the necessary information, such as:
• Customer
• Order Numbers
• Inventory items
• Quantities
• Additional Charges
• And so on.
Click on the Process button.
The system will ask you if you want to print the invoice, click on the Yes button.
4.
5.
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6.
The invoice will print as follows:
7.
Notice the Sage Pay banner at the bottom of the invoice:
Retail Code
EFTS Payments
(Cash/Debit Card Payment)
8.
Online Credit
Card Payment
QR Code
If this banner does not display, you either lost connection or the customer’s details within Sage Evolution have
not been validated for Sage Pay.
Sage Evolution
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9.
The P[Number] is automatically generated by Sage Pay and allocated to the invoice. It is unique to the invoice
and is the reference number for the transaction.
• For EFTS payments, the customer will use this number as the payment reference number.
• For the other payment options, this P[Number] will automatically be linked to the payment because it is
embedded in the barcode, the Pay Now link and the QR Code.
10. The system will also prompt you if you want to email the invoice by displaying the following screen:
11. Enter the recipient’s details in the respective fields and click on the Send button.
Customer Statements
1.
2.
3.
Navigate to Accounts Receivable | Reports | Statements.
Generate your statements.
Customer statements will also contain the Sage Pay banner.
Sage Evolution
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Manual Debit Order Process
When you export your debit order transactions from Sage Evolution, the following fields are required:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Account reference – unique reference per debtor – must be the same every time the debtor is debited.
Account name – account holder’s name in Sage Evolution.
Bank account name.
Bank account number.
Bank branch code (must be 6 numeric numbers).
Account type – one for cheque/current and two for savings.
Amount to be debited in Rands.
Extra 1 – optional for recons.
Extra 2 – optional for recons.
Extra 3 – optional for recons.
To export the file, you can use the Sage Evolution export functionality to create a template.
To upload the file, please contact Sage Pay to assist you.
Designer and Editor
Lenè Eksteen
Verifiers
Quality Controller
Martin Blaauw
Document Version
Sage Evolution
Alfred Nhira
Brentin Govender
Paul Adant
V7.20.09
25
Sage Evolution
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FAQ’s
Is Sage Pay a bank account?
It is like a bank account, but more a fund transfer facilitator. For more information, contact
Sage Pay.
Do you receive a statement of the Sage Pay account?
Yes, your Sage Pay account will have its own statement and the layout is already available for selection in our Sage
Evolution Bank Manager add-on module to automate the reconciliation and mapping process.
Do you need to deposit money into the Sage Pay account?
Yes, you need to have money available in the account.
Is it an interest bearing account?
Yes it is. You will earn interest on their generous rates. For more information, contact Sage Pay.
Is there other charges associated with Sage Pay?
Transaction fees are charged but it is very affordable. For more information, contact Sage Pay.
Do I need to sign up for all of the Sage Pay services?
No, you can only sign up for the services you want to use. For more information, contact Sage Pay.
Can I use Sage Pay without integrating it with Sage Evolution?
Yes, you can use it as a standalone product. For more information, contact Sage Pay.
Can we use the Sage Pay Debit Order functionality?
Yes, at this stage is still a manual process. You will need to export your debit order information from
Sage Evolution and upload it to Sage Pay using a specific layout or format, which was discussed earlier on in this
guide.
Can we use the Sage Pay Salary Payments functionality?
Yes, Sage Pay is compatible with any of our Sage HR and Payroll products.
Can we accept payment or make payments using other currencies?
No, this is currently only available for South African users.
Who do we call if we need assistance?
Sage Pay and Sage Evolution Support Departments have joined forces and will assist customers with their support
queries with utmost urgency and professionalism.
• For any new or existing Sage Pay accounts and for any Sage Pay service enquiries, please call Sage Pay.
• For any setup and processing enquiries residing within the Sage Evolution software associated with Sage Pay,
please call the Sage Evolution Support Department.
Sage Evolution
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