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EBizCharge for Sage 100 User Guide

Table of Contents

Overview

EBizCharge for Sage 100 (referred to as EBizCharge) is an all-in-one payment solution that provides seamless integration and payment processing directly with Sage 100. EBizCharge allows merchants to process card payments within the Sage 100 ERP.

Important

This guide is a preliminary document prepared exclusively for the EBizCharge for Sage 100 integration. For further information on EBizCharge for Sage 100, please contact your EBizCharge Relationship Manager, or our in-house 24/7 Support team.

Scope

The purpose of this user guide is to provide streamlined instructions for end-users to access EBizCharge for Sage 100. This guide lists step-by-step directions with visual images, callouts, and tables for overall functionality. It is not intended to be used for detailed installation requirements, setup instructions, maintenance, or trouble shooting of the EBizCharge integration. Content included in this guide may change from time-to-time as updates and enhancements are made to the portal. Images and screenshots may differ depending on the integration’s environment.

Ancillary Documentation

In addition to this guide, the following documents are available to support the EBizCharge for Sage 100 integration:

  • Installation Guide
  • Release Notes
  • Functionality Overview

Visit the EBizCharge Knowledge Base or contact EBizCharge support to access additional documentation.

Getting Started

EBizCharge for Sage 100 integration facilitates easy payments, reducing steps and increasing efficiency in the workflow. Customers can also manage their own payment methods using the EBizCharge Portals.  

EBizCharge for Sage 100 Configuration

 These configuration options are available for merchants to customize their EBizCharge experience within their Sage 100 environment:

Process in Batch

EBizCharge provide the ability to set the Process in Batch option enabled as Default. To do this, follow these steps:

  1. Go to Library Master > Company Maintenance.
  2. Choose the desired Company from the Company Code Lookup (magnifying glass) or by entering the Company Name in that field.
  3. Once the company is selected, click on the Payment tab,
  4. Enable the Default Transactions to Process in Batch
  5. Once enabled here, the Process in Batch checkbox is checked/enabled in the Sales Order, Invoice, and Cash Receipts by default.

Email Receipt

To set the Email Receipt option as default, follow these steps:

  1. Go to Accounts Receivable > Accounts Receivable Options.
  2. Under the Additional tab, use Default Email Send on Credit Card Capture to have Send Email receipt checkbox in Sales Order, Invoice, and Cash Receipts enabled by default.

Show Address and CVV Verification

To enable Show Address and CVV Verification notification, follow these steps:

  1. Go to Accounts Receivable > Setup > Payment Type Maintenance.
  2. Check off the Show Address and CVV Verification checkbox to enable address verification popup notification.

Configuring Multiple Deposits

Multi-deposits are available in EBizCharge. They require a new Payment Type to be created in Setup > Payment Type Maintenance.

 

This Payment Type is available as EBZMD (Ebiz Multideposit) in the Payment Type Maintenance > Payment Type List. When selected, it tags the payment type as EBZMD in Sage 100, so the records know where to report back to as a Deposit. Before transactions can be processed with Multi-Deposits in Sales Orders, this functionality must be set up, by following these steps:

 

  1. Navigate to Modules > Sales Order > Setup > EBizCharge Multi-Deposit Setup.
  2. Click on EBizCharge Multi-Deposit Setup and a pop-up appears.
  3. Select the Enable Multiple Deposits on Sales Orders check box to enable the functionality.
  4. Once the multi-deposit has been turned on, it cannot be turned off and used as the records that have been created inside Sage 100, as an active deposit cannot be actioned upon, and require the Deposit module to exist. In case, the records are removed manually, the data will be lost forever and cannot be retrieved again.
  1. Select the lookup button to populate the Payment Type List.
  1. Select the desired payment type and it will populate in the Default Payment Type field.
  2. The selected payment type from the dropdown will be the default Payment Type, when users are adding a new credit card in the multi-deposit window.
Note

In case the Default Payment Type field is left blank and there are different card types that will be used for a deposit, there will be no default payment method used (for multi-deposit when entering a payment type).

  1. Hit the Accept button to set up the multi-Deposit Now, the Deposit button will appear in the Invoice Data Entry and Sales Order Entry screens.

Sync $0.00 Balance Invoices (EBizCharge Options)

EBizCharge provides the ability to include invoices with a $0.00 balance in the EBiz Sync Invoice Utility table by default. To enable this, first navigate to Accounts Receivable > Setup > EBizCharge Options.

Check the Show invoices with $0.0.0 balance by default box, and then Click Accept to apply configured settings or Cancel to close EBizCharge Options without saving selections.

Payment Processing on Sales Orders

The ability to process payments on Sales Orders via EBizCharge is available with these options: 

Pay by Credit Card

To pay by credit card with EBizCharge, follow these steps:

  1. Create a Sales Order or use an existing one.
  2. Under the Totals tab, use the Deposit Payment Type dropdown menu to select the Credit Card option.
  3. This will transfer to the Payment tab to enter the credit card details.
  4. Enter a new card or select a saved card to process the payment with.

There two ways to pay by credit card:

Pay by New Card

  1. To add a new card, enter a new Payment ID in the Payment ID field.
  2. Select or enter a credit card payment type.
  3. This will open the Customer Credit card Payment Maintenance window.
  4. Use the Add New button to open EBizCharge Credit Card Number Entry window.
  5. Enter the Credit Card number and CVV option.
  6. Click submit to return to the Customer Credit Card Payment Maintenance window.
  1. Enter the expiration date into the Expiration Date field.
  2. Billing Address should pre-fill but can be changed, if desired.
  3. Click Accept to save the new card.

Pay by Saved Card

To retrieve a saved card, follow these steps:

  1. Use the Payment ID Lookup icon (Magnifying Glass).
  2. Choose the desired Payment ID from the list.
  3. Click the Select button to return to the order.

Deposit on Sales Orders

To accept a deposit on Sales Orders, follow these steps:

  1. Once a valid Payment ID has been selected on the payment tab. Ensure that the payment type is Deposit in the Transaction Type dropdown menu.
  2. In the Deposit Amount field, enter a dollar amount up to the order total charge.
  3. Use Submit Card/BANK Account to process the transaction or Accept button to save the order.

Payment Authorization

To accept a Payment on Sales Order, follow these steps:

  1. Once a valid Payment ID has been entered on the Payment tab, ensure that the payment type is Payment in the Transaction Type dropdown menu.
  2. The order total will pre-fill in the auth amount but can be changed if merchants want to authorize for less.

Completing the Transaction

A transaction can be submitted for completion in one of two ways:

  1. Manually submit the card by using the Submit Card/BANK Account button.
  2. If a Payment ID and Payment Amount are present on the Payment tab, users can click the Accept button to automatically charge and save.
Note

• If the AVS Verification option is enabled on the Payment Type, user will get the AVS/CVV Verification popup at this time.

• If the AVS Verification option is not enabled, the Auth No. and Transaction ID fields will be silently filled.

Manually Capture Authorization

To manually capture an authorization on a sales order, follow these steps:

Note

• Pre-Authorization (Pre-auth) functionality is referred to as Payment in Sage 100.

  1. Follow the steps for pre-authorization a sales order. See the Partial and/or Full Deposit Amount section in Email Payment for more information.
  2. Make sure that the sales order is saved.
  3. On the Payment tab, use the Capture button to capture the transaction and change the transaction type from payment to deposit.

 A popup message Are you sure you want to capture this Credit Card transaction? appears asking to confirm the capture.

A message The credit card transaction has been authorized appears confirming that the capture is successful.

Pay by Bank Account

To process a payment via Bank Account on a Sales Order, follow these steps:

  1. Create a new Sales Order or use an existing one.
  2. Under the Totals tab use the Deposit Payment Type from the dropdown menu to select Bank Account as a Payment Method.
  3. This will transfer to the Payment tab to enter the Bank Account details.
  4. Enter a new bank account or select a saved bank account.

There two ways to pay by Bank Account:

Pay by New Bank Account

To add a new bank account, follow these steps:

  1. To add a new BANK account, enter a Payment ID in the Payment ID field.
  2. Select or enter an BANK ACCOUNT payment type.
  3. This will open the Customer Credit Card Payment Maintenance window.
  4. Use the add new button to open EBizCharge BANK ACCOUNT Checking Account Entry window.
  5. Enter the Checking Account number, Routing No, and the Account Type.
  6. Click Submit to return to the Customer Credit Card Payment Maintenance window.

Pay by a Saved Bank Account

Follow these steps:

  1. Use the Payment ID lookup button (magnifying glass icon).
  2. Choose the desired Payment ID from the list.
  3. Click the Select button to return to the order.

Send an Email Receipt

Follow these steps to send an email receipt:

  1. In case an Email Receipt is required to be sent for the transaction, ensure the Send E-mail checkbox is checked before submitting the transaction.

Process in Batch

Follow these steps:

  1. To delay the credit card charge until the invoice is completed with the Daily Sales Reports/Updates, ensure the Process in Batch checkbox is enabled/checked.
  2. This can be overridden with the Submit Card/BANK Account button.

Delete Card After Processing

In case users do not want to retain a payment method after the transaction is processed, make sure to disable or uncheck the Save checkbox next to the Clear button. If the Save checkbox is unchecked, it will delete the card after the invoice is processed during the Daily Sales Reports/Updates. The card token will be deleted from the customer record and not retained for later use.

Multiple-Deposits in Sales Order Entry

To process multi-deposits, create an order in the Sales Order Entry screen, as per the usual process. Once the order has been successfully created follow these steps:

  1. Go to the Totals tab.
  2. The Deposit button now appears next to the Deposit Amount field.
Note

The Deposit button will only be available for the Payment Type of Credit Card or None. Cash, Check, or other Payment Types will grey out the Deposit button.

  1. Select the Deposit button beside the Deposit Amount field.
  2. On the new multi-deposit window, select New to start a deposit process.
  3. Optionally, check off the Send Email button to send a confirmation of when the deposit has been processed.
  1. Select or enter a card and amount to process, then use the Submit Card/Bank Account button to process the Deposit.
  2. The Amount cannot exceed more than 100% of the Amount Remaining.
  1. An Approved message appears in the Status column in the Deposits screen.
  1. Once finished processing, click OK to record the deposit to the multi-deposit table.
  2. A New deposit can be created by selecting the New button.
  3. A Deposit can also be Voided by selecting the Void button.
  1. A popup appears confirming the transaction has been voided.
  2. Once finished making deposits, click Accept on the multi-deposit table to record the total to standard Sage processing using the EBZMD payment type automatically.
Important Compatibility Information

The Sales Order Multi-Deposit feature is designed to coexist with Sage’s Multi Sales Order per Invoice feature, however there is no direct integration of the two, as dictated by the Sage feature’s Order Entry, credit card deposit, and payment limitations.

Customer Payment Methods

Users can update customer information and payment methods manually and automatically sync them with the portal, as well as Request Payment Methods from customers and allow them to enter their own payment methods.

Request Payment Methods

The EBizCharge Request Payment Method Utility allows users to request payment methods from customers individually or in bulk, resend pending requests, and import payments that customers add through a secure webform back into Sage 100. The utility window has three tabs:

  1. Send Requests
  2. Pending Requests
  3. Added Payment Methods

To navigate to the utility window, select Accounts Receivable, expand the Utilities menu, and select EBizCharge Request Payment Method Utility.

Send Requests

Merchants can use the Send Requests tab to email a payment method request to customers. Custom filters are an additional feature in which merchants can use to further organize their lists. To populate the list, select an option from the Display dropdown menu and then clicking Load List. Users may receive a popup message letting them know the list may take several minutes to load if they select a filter that applies to many customers.

Select one, multiple, or use the Select All button to send a new payment method request to all customers in the list. The selection from the Email Template dropdown will determine how the email request will appear to customers. Click Send Requests to email the requests to customers.

Note

The Email Source is the location in Sage 100 default customer email addresses are pulled from. Customer pulls the email address from the customer profile and Primary Contact/Customer pulls from the contact. If a contact has no email address or the customer has no primary contact, the email address will default back to what is listed on the customer profile.

A progress popup will display loading bar as the requests are sent, and that popup will be replaced with another displaying a confirmation message when complete. Once the requests are sent, the information will be automatically transferred to the Pending Requests tab.

Customers will receive the customized EBizCharge Secure Payment Method Form at the email address on file, where they can add a credit card or bank account (if enabled).

Pending Requests

On the Pending Requests tab, expand the Date Added dropdown menu, make a select, and click Load List. The list displays details about the customer, the date and time the last request was sent, and the email address it was sent to. Users can Export the full list or just the filtered list as a CSV file.

Select one, multiple, or use the Select All button and then click Resend to email additional payment method requests.

Similar to the Send New tab, users will see a loading bar popup and then another popup confirming the number of requests successfully resent. Additionally, users can click Remove From List to not see a pending request in that list again.

Added Payment Methods

Once customers have added a payment method using the secure webform, this will be visible in the Added Payment Methods tab. Added payment methods must be imported into Sage 100 to use them when processing transactions. On the Pending Requests tab, expand the Date Added dropdown menu, make a select, and click Load List. Users can Export the full list or just the filtered list as a CSV file.

Select one, multiple, or use the Select All button to import all payments methods from the list. Users may toggle the Remove expired cards checkbox to automatically remove any expired credit cards from a customer’s profile if they have added an updated payment method using the Request Payment Methods Utility. Click Import to proceed.

Similar to the Send New and Request Payment Methods tab, users will see a loading bar popup and then another popup confirming the number of payment methods successfully imported.

Update Customer Information

Updated customer information is automatically synced with and reflected in the portal. To update customer information, follow these steps:

  1. Click on the Accounts Receivable module, and then Customer Maintenance.
  2. In the new window, select a customer to edit by typing in a Customer No. or click the magnifying glass to select one from the Customer List window.
  3. Update the desired areas.
  4. Click Accept at the bottom of the Customer Maintenance window.

The update will immediately sync with the gateway, causing the Customer Maintenance window to be briefly disabled as the sync is completed.

Manually Update Credit Card

To update card information, follow these steps:

  1. Click on the Accounts Receivable module, and then Customer Maintenance.
  2. In the new window, select a customer to edit by typing in a Customer No. or click the magnifying glass to select one from the Customer List window.
  3. Select the Additional tab.
  4. Click on the Credit Cards/BANK ACCOUNT button to open the Customer Credit Card Payment Maintenance window.
  5. Press the magnifying glass icon to open a third window, Customer Payment List, and select a credit card to modify. This will return the user to the previous window.
  1. Modify credit card and billing address information as needed.
  2. Click Accept at the bottom of the Customer Credit Card Payment Maintenance window.
The Customer Credit Card Payment Maintenance window will be momentarily disabled as the update is immediately synced with the gateway.

Payment Processing on Invoices

The ability to process payments on Invoices via EBizCharge is available with these options:

There two ways to pay invoices by credit card:

Pay by Credit Card

To Pay by Credit Card with EBizCharge, follow these steps:

  1. Create an Invoice or use an existing one.
  2. Under the Totals tab use the Deposit Payment Type dropdown menu to select the Credit Card option.
  3. This will transfer to the Payment tab to enter credit card details.
  4. Enter a new card or select a saved card to process the payment.

Pay by a New Card

  1. To add a new card, enter a Payment ID in the Payment ID
  2. Select or enter a credit card Payment Type.
  3. This will open the Customer Credit card Payment Maintenance window.
  4. Use the add new button to open EBizCharge Credit Card number entry window.
  5. Enter the Credit Card Number and CVV option.
  6. Click submit to return to the Customer Credit Card Payment Maintenance window.
  1. Enter the expiration date into the Expiration Date field.
  2. Billing Address should pre-fill but can be changed if desired.
  3. Click Accept to save the new card.

Pay by Saved Card

To retrieve a saved card, follow these steps:

  1. Click on the Accounts Receivable module, and then Invoice Data Entry.
  2. In the A/R Invoice Data Entry Batch window, enter or search for a Batch Number.
  1. Use the Payment ID Lookup icon (Magnifying Glass).
  2. Choose the desired Payment ID from the list.
  3. Click the Select button to return to the order.
  4. Click Accept.

Deposit on Invoices

To accept a deposit on Invoices, follow these steps:

  1. Once a valid payment ID has been selected on the Payment ID. Ensure that the payment type is Deposit in the Transaction Type dropdown menu.
  2. In the Deposit Amount field, enter a dollar amount up to the order total charge.
  1. Use Submit Card/BANK Account button to process the transaction or the Accept button to save the invoice.

Payment Authorization

To accept a Payment on Invoices, follow these steps:

  1. Once a valid Payment ID has been entered on the Payment tab, ensure that the payment type is Payment in the Transaction Type dropdown menu.
  2. The order total will pre-fill in the auth amount but can be changed if merchants want to authorize for less.

Completing the Transaction

A transaction can be submitted for completion in one of two ways:

  1. Manually submit the card by using the Submit Card/Bank Account button.
  1. If a Payment ID and Payment Amount are present on the Payment tab, users can click the Accept button to automatically charge and save.
Note

• If the AVS Verification option is enabled on the Payment Type, user will get the AVS/CVV Verification popup at this time.

• If the AVS Verification option is not enabled, the Auth No. and Transaction ID fields will be silently filled.

Pay by Bank Account

To process a payment via bank account on an invoice, follow these steps:

  1. Create a new Invoice or use an existing one.
  2. Under the Totals tab use the Deposit Payment Type from the dropdown menu to select bank account as a Payment Method.
  3. This will transfer to the Payment tab to enter the bank account details.
  4. Enter a new bank account or select a saved bank account.

There are two ways to pay an invoice via Bank Account:

Pay by new Bank Account

To add a new bank account, follow these steps:

  1. To add a new bank account, enter a Payment ID in the Payment ID field.
  2. Select or enter an bank account payment type.
  3. This will open the Customer Credit Card Payment Maintenance window.
  4. Use the add new button to open EBizCharge Bank Account Checking Account Entry window.
  5. Enter the Checking Account number, Routing No, and the Account Type.
  6. Click Submit to return to the Customer Credit Card Payment Maintenance window.
  7. Enter the Bank Name. This is optional.
  8. Billing Address should pre-fill but can be changed if desired.
  9. Click Accept to save the new bank account information.

Pay by a Saved Bank Account

Follow these steps:

  1. Use the Payment ID Lookup icon (Magnifying Glass).
  2. Choose the desired Payment ID from the list.
  3. Click the Select button to return to the order.

Send an Email Receipt

In case an email receipt is needed to be sent for the transaction, ensure Send E-mail checkbox is checked before submitting the transaction.

Process in Batch

To delay the credit card charge until the invoice is completed with the Daily Sales Reports/Updates, ensure Process in Batch checkbox is enabled/checked.

This can be overridden with the Submit Card/Bank Account button.

Delete Card After Processing

In case users do not want to retain a payment method after the transaction is processed, make sure to disable or uncheck the Save checkbox next to the Clear button. If the Save checkbox is unchecked, it will delete the card after the invoice is processed during the Daily Sales Reports/Updates. The card token will be deleted from the Customer record and not retained for future use.

Refund Transaction

To refund a transaction, follow these steps:

  1. Click on the Sales Order module, and then Invoice Data Entry.
  2. In the S/O Invoice Data Entry window, enter or search for an Invoice Number.
  3. Enter or search for a Customer No.
  4. Enter or search for an invoice to add to Apply Inv. No. from the Invoice List window.
  1. Select the Lines tab.
  2. Enter an Item Code or search for one by clicking the magnifying glass, and then selecting one from the Item List window.
  1. Click the Totals tab.
  2. Select a Depoit Payment Type.
  1. After selecting a payment type, the S/O Invoice Data Entry window will automatically redirect to the Payment tab.
  2. Enter or search for a Payment ID and select one from the Customer Payment List window to select an already saved payment method.
  3. Click Submit Card/Bank Account.

EBizCharge implements its own duplicate detection and warns the user before attemplting to apply a refund/credit that already exists. Duplications are detected by checking if a record using the same invoice number and dollar amount against the same last 4 digits of a credit card is present in the gateway.

Note

When configuring, the Duplication Detection Module must be turned on. Ensure that duplicate folding is not turned on. For further assistance with configuring, please contact EBizCharge’s 24/7 Support team.

If a duplicate refund is detected upon click Submit Card/Bank Account, or the Accept button, a warning message will pop up in a new window. From here, users can select from one of three options:

  1. Continue – issue the credit.
  2. Retreive – pull existing transaction information and apply it to the credit memo.
  3. Cancel – return to the document without making any changes.

If the duplicate credit is found during the sales journal update, the update will be paused and the user will see the following error:

The error message provides sufficient information for users to find the exact credit memo and choose to proceed anyway, delete the credit memo, or pull it from the gateway.

Payment Processing with a Credit Memo

To process a payment with a Credit Memo, follow these steps:

  1. A credit memo can be manually generated from the S/O Invoice Data Entry module or automatically generated from the Return Merchandize Authorization (RMA) module.
  1. On the Totals tab, make sure your Deposit Payment Type is set to Credit Card.
  1. On the Payments tab, enter or select a card to refund to with the Payment ID Lookup icon (Magnifying Glass).
  1. Enter the amount to Refund in the Auth Amount section.
  2. Click Submit Card/Bank Account button.

Send an Email Receipt

  1. In case an email receipt is needed to be sent for the transaction, ensure Send Email checkbox is enabled before submitting the transaction.

Process in Batch

  1. To delay the credit card charge until the Credit Memo is completed with the Daily Sales Reports/Updates, ensure Process in Batch checkbox is enabled/checked.
  2. This can be overridden with the Submit Card/Bank Account button.

Delete Card After Processing

In case users do not want to retain a payment method after the transaction is processed, make sure to disable or uncheck the Save checkbox next to the Clear button. If the Save checkbox is unchecked, it will delete the card after the invoice is processed during the Daily Sales Reports/Updates. The card token will be deleted from the Customer record and not retained for future use.

Payment Processing with EMV

To process a payment with an EMV device, the device must first be set up and connected to the EBizCharge merchant console. This section describes processing payment by EMV device from the Sales Order and Accounts Receivable modules.

Pay SO Invoice and SO Sales with EMV

Once setup, follow these steps to use the EMV device for Invoice Data Entry and Sales Order Entry as they are both under the Sales Order module in Sage 100.

  1. Navigate to Sales Orders > Sales Order Entry (or Invoice Data Entry).
  1. Generate the document per established Invoice or sales orders creation processes.
  2. On the Totals tab select the Credit Card option from the Deposit Payment Type dropdown.
  3. On the Payment tab go to the EBizCharge dropdown to select EMV.
  1. This will open the Payment processing website.
  1. Select the device.
  2. Click the Start Processing button.
  1. The popup appears displaying the status.
  2. Complete the transaction on the EMV device.
  3. Transaction results will be displayed.
  1. Send a receipt via email to the Email address by entering it in the email field.
  2. Return to Sage 100 and use the EBizCharge dropdown to choose Get EMV Payment option.
  1. This will pull in the transaction and card details to apply to the document.

Pay A/R Invoice with EMV

To Pay by EMV device with EBizCharge, follow these steps:

  1. In the A/R Invoice Data Entry window, generate or enter an Invoice Number.
  2. Click the Header tab.
  3. Enter a customer or search for one by clicking the magnifying glass, and then selecting one from the Customer List window.
  1. Select the Lines tab.
  2. Enter an Item Code or search for one by clicking the magnifying glass, and then selecting one from the Miscellaneous Items List window.
  1. Next, select the Payment tab.
  2. Click on the eBizCharge dropdown button and select EMV or Get EMV Payment.
  3. Click Accept.

Pay A/R Cash Receipt with EMV

To process a Cash Receipts Deposit using an EMV device, follow these steps:

  1. Click on the Accounts Receivable module, and then Cash Receipts Entry.
  2. In the A/R Cash Receipts Entry Batch window, enter or search for a Batch Number.
  3. Click Accept.
  1. The A/R Cash Receipts Entry Batch window will be replaced with the Cash Receipts Deposit window.
  2. Generate a Deposit Number or search for one by clicking the magnifying glass and selecting one from the Deposit List window.
  3. Enter an amount in the Credit Card Deposit Amount.
  4. Click Accept.
  1. The Cash Receipts Deposit window be replaced by the Cash Receipts Entry window.
  2. Enter a customer or search for one by clicking the magnifying glass, and then selecting one from the Customer List window.
  3. Enter or search for an Entry No.
  1. Remain on the Header tab and enter a Payment Amount.
  2. Enter an amount into Amount Received.
Note

The Amount Received can be different than the amount entered on the Cash Receipts Deposit window— users can enter an unlimited number of receipts, as long as the end total of all receipts is equal to the Deposit amount.

  1. Select the Lines tab.
  2. Enter or search for Invoice No.
Note

Users can view added line items in the EBizCharge gateway. The maximum number is 49 invoices.

  1. Select the Payment tab.
  2. Click on the eBizCharge dropdown button and select EMV or Get EMV Payment.
  3. Click Accept.

Refund Transactions Processed with EMV

Users can refund transactions processed with an EMV device. This functionality can also be used to issue a refund in instances where the credit card used in the original transaction is deleted.

The transaction will credit, void, or adjust the amount to capture depending on the amount and settled status of the original transaction. The appropriate action will be automatically determined based on the circumstances, and described in the table below:

Transaction Status Credit Amount Results
Not settled
Equal to sale amount
Void original sale, and record voided transaction authorization in Sage 100
Not settled
Less than sale amount
Reduce capture amount of original sale minus the credited amount and record the authorization in Sage 100
Settled
Equal to or less than sale amount
Refund the capture amount
Settled/not settled
More than sale amount
Issue warning/error

*Sage 100 does not support refunds for more than the amount on the original linked invoice

Follow the steps below to perform a refund:

  1. Create a credit memo manually from the S/O Invoice Data Entry module, or automatically from the Return Merchandize Authorization (RMA) module.
  2. Enter or search for the original transaction’s invoice in Apply to Inv. No.
  1. Enter or search for the Item Code of the item or be returned in the Lines header.
  1. Go to the Totals tab and set the Deposit Payment Type to Credit Card.
  1. This will automatically transition the window to the Payments tab and present a message asking the user if they want to issue a referenced credit from the original transaction instead.
  2. Click No to return to the form and enter or search for a credit card to issue a credit against.
  3. Click Yes to use the original transaction.

Payment Processing with Cash Receipt Entry

To process payments for released invoices in Accounts Receivables module, follow these steps:

  1. Navigate to Accounts Receivables > Cash Receipts Entry.
  1. Generate a Cash Receipt deposit for a Credit Card.
  1. Select a customer to receive the payment.
  2. Create a deposit entry and enter the amount received.
  3. Select the invoices to apply the payment to.
  4. Navigate to the Payment tab.

Process a Prepayment

  1. On the Lines tab, enter NOINV or NOEXIST in the Invoice No. field.
  2. A popup window will appear asking the user whether the transaction is a prepayment. Click Yes to continue the prepayment.
Note

Entering anything other than an existing and valid invoice number into Invoice No. will trigger this prompt.

Pay by Credit Card

There two ways to pay by credit card:

Pay by a New Card

  1. To add a new card, enter a Payment ID in the Payment ID
  2. Select or enter a credit card payment type.
  3. This will open the Customer Credit Card Payment Maintenance window.
  4. Use the add new button to open EBizCharge Credit Card number entry window.
  1. Enter the Credit Card Number and CVV option.
  2. Click submit to return to the Customer Credit Card Payment Maintenance window.
  3. Enter the expiration date into the Expiration Date field.
  4. Billing Address should pre-fill but can be changed if desired.
  5. Click Accept to save the new card.

Pay by a Saved Card

To retrieve a saved card, follow these steps:

  1. Use the Payment ID lookup button (magnifying glass icon).
  2. Choose the desired Payment ID from the list.
  3. Click the Select button to return to the order.

Send an Email Receipt

In case an email receipt is needed to be sent for the transaction, ensure Send E-mail checkbox is checked before submitting the transaction.

Process in Batch

To delay the credit card charge until the invoice is completed with the Cash Receipts Journal update, ensure Process in Batch checkbox is enabled/checked.

This can be overridden by manually submitting the card.

Delete Card After Processing

In case users do not want to retain a payment method after the transaction is processed, make sure to disable or uncheck the Save checkbox next to the Clear button. If the Save checkbox is unchecked, it will delete the card after the invoice is processed during the Daily Sales Reports/Updates. The card token will be deleted from the Customer record and not retained for future use.

Pay by Bank Account

To process a payment via bank account on a Cash Receipt, follow these steps:

  1. Navigate to Accounts Receivables > Cash Receipts Entry.
  2. Generate a Cash Receipt deposit for an BANK ACCOUNT payment.
  3. Select a customer to receive the payment.
  1. Create a deposit entry and enter the amount received.
  2. Select the invoices to apply the payment to.
  3. Navigate to the Payment tab.
  4. Enter a new bank account or select a saved bank account.

There are two ways to pay by bank account:

Pay by a new Bank Account

To add a new bank account, follow these steps:

  1. To add a new bank account, enter a Payment ID in the Payment ID field.
  2. Select or enter an bank account payment type.
  3. This will open the Customer Credit Card Payment Maintenance window.
  4. Use the add new button to open EBizCharge Bank Account Checking Account Entry window.
  5. Enter the Checking Account number, Routing No, and the Account Type.
  6. Click Submit to return to the Customer Credit Card Payment Maintenance window.
  1. Enter the Bank Name. This is optional.
  2. Billing Address should pre-fill but can be changed if desired.
  3. Click Accept to save the new BANK account information.

Pay by a Saved Bank Account

  1. Use the Payment ID lookup button (magnifying glass icon).
  2. Choose the desired Payment ID from the list.
  3. Click the Select button to return to the order.

Email Payment

The ability for Email Payment requests to be sent for Sales Orders (SO) on Payments and Deposits is available. Further, the EBizCharge button on the Sales Order Entry > Payment screen has been modified to include the following options in a dropdown menu:

  • Send Email Pay
  • Get Email Pay Payment

Email Pay for Sales Orders can be requested as a Payment (Pre-auth) * or a Deposit from the Sales Order Entry screen, by selecting the EBizCharge button.

Users can choose from the dropdown, whether they would like to request a Payment (Pre-auth) or a Deposit.

Partial and/or Full Deposit Amount

Once users select the Send Email Pay option from the dropdown, the Sales Order E-mail Pay Request popup modal appears. Users can select and customize their Sales Order Email Pay Request from the following:

  • Email Template: Uses the Default Template to create the email payment request, unless any others have been selected and specified.
  • Transaction Type: Two transaction types can be selected from the dropdown menu.
    • Deposit
    • Payment
Note

• *Pre-Authorization (Pre-auth) functionality is referred to as Payment in Sage 100.

  • Order Amount: This a read-only field of the Sales Order total amount, which is pulled from the Totals tab in the Sales Order Entry screen.
  • Amount Requested: Users can enter the dollar amount they wish to send manually or click on the percentage buttons to pre-fill the amounts for partial and/or full deposit (i.e., 10%, 25%, 50%, or 100%).
Follow these steps to populate partial or full deposit amounts for further payment processing:
  1. Create and Save a Sales Order.
  2. Use the EBizCharge Send Email Pay button from the dropdown.
  3. Select Email Template and Transaction Type.
  4. Select the desired amount button (10%, 25%, 50%, or 100%) or manually enter any dollar amount desired to request the email payment for.
    • The corresponding amount in the Amount Requested field is calculated and populated by percentages from the dollar value in the Order Amount field.
  1. Click Proceed to send the email payment request.
Note

• Once created, a Sales Order must be saved prior to sending requests for Email Pay for Sales Orders. In case a Sales Order is not saved, an error message will appear when sending Email Pay and prevent the request from being sent to customers.

Apply Partial Payment and Request Further Payment

To apply a partial payment and send another request for payment on the same invoice, follow these steps:

  1. After receiving payment, select the Received Payments tab in the same Email Pay for Invoice Utility window.
  2. Select an Invoice Date and click Load List.
  3. Toggle the Selection checkbox to select payments to apply.
  4. Click Apply to Sage 100.
  1. The Invoice ePayment Download Report window will appear confirming the payment(s) applied successfully and provides additional information.
  1. Return to the Send New tab, select an Invoice Date, and again click Load List.
  2. Locate the invoice(s) with a partial payment applied to request further payment for.
  3. Toggle the Selection checkbox.
  4. Modify the Requested, if requesting less than the remaining amount.
  5. Click Send Requests.

The same Invoice Email Pay Report window will appear confirming the additional request(s) sent successfully.

Email Pay for Sales Orders Utility

A menu item in Sales Order > Utilities > Email Pay for Sales Order Utility. This feature allows the managing Email Pay for Sales Orders in Bulk, via three separate tabs:

  • Send New
  • Pending Requests
  • Received Payments

This feature allows sending, resending, and downloading email payments in bulk for Sales Orders marked with a Terms Code > EBizChargeEmailPay which can be populated via the look up icon.

Users can send and receive individual email pay requests from the Sales Order form. The two work interchangeably (i.e., requests can be sent from SO and payments can be imported in bulk form).

Follow these steps:

  1. Navigate to Sage100.
  2. Select Sales Order Module.
  3. Create SO (Sales Order Entry) with Terms Code > EBizEmail Pay.
  4. Open the Email Pay for Sales Orders Utility screen.
  5. Select the Load List button, and it will populate the list based on the filter selection.
  6. Select the desired Sales Order, send an Email Pay request for.
  7. Select the Send Requests button.
  8. Sales Order Email Pay Upload Report appears displaying the results of the Send Requests action.
  1. Merchant’s customers will pay the Pending Requests using the links provided in the email.
  2. Requests can be removed/canceled with the Delete from Pending tab. This button allows merchants to delete the links from Pending Requests, if needed.
  3. The Resend button allows the Pending Requests to be sent again, select the rows for the requests that need to be Resent, if needed.
  1. Once paid, payments are displayed in the Received Payments screen.
  2. Select desired payments to import/apply back to Sage 100 by clicking on the Apply to Sage 100 button, so that they are applied to the Sales Order.
  1. After selecting the Apply to Sage 100 button, the Sales Order ePayment Download Report appears displaying the results of the action. Any errors will be listed in the Status Message column.
  1. Go to the Sales Order Entry screen.  Make sure that the pre-auth trans was processed on the order.
  2.  This can be confirmed by selecting the Payment tab where the Payment information is displayed on the document.

Email Pay for Invoices Utility

A menu item Invoice Upload Utility into the multi-tab form under the Accounts Receivable > Utilities > Email Pay for Invoices Utility is available in EBizCharge. This feature allows managing Email Pay Requests for Invoices in Bulk, via three separate tabs:

  • Send New
  • Pending Requests
  • Received Payments

These tabs facilitate sending, resending, and downloading Email Payments in bulk for posted invoices marked with a Terms Code > EBizChargeEmailPay which can be populated via the look up icon.

Select an Invoice Date and click Load List on each of the three tabs to display the list based on selected criteria.

Follow these steps:

  1. Navigate to Sage100.
  2. Select the Accounts Receivable module from the Sage 100 side navigation menu.
  3. Create an Invoice in the A/R Invoice Data Entry with Terms Code > EBizEmail Pay, that can be easily populated via the look up icon.
  1. Before the Invoice displays in the Email Pay for Invoices Utility, run the Sales Journal update (in Sage 100), when prompted, click Yes.
  2. Go to the Email Pay for Invoice Utility.
  3. On the Send New tab, select the Load List button to populate the list based on the filter selection.
  4. Select the amount desired for each invoice in the list.
  5. Select checkboxes for each row required to send a request for.
  6. Select Allowed Payment Method(s) to determine which payment method(s) will be visible to customers on the Email Pay form they will receive.
  7. Click Send Requests to send the requests.
Note

Available options in the Allowed Payment Method(s) dropdown menu will be determined by a setting on the integration server for the merchant’s listed EBizCharge Payment Method account (EBIZC payment method). The EBizCharge integration looks at the account tied to this payment method to determine available options for this setting. An additional setting is also required to be enabled to use this feature (“Allow developers to control CC/BANK ACCOUNT tabs in email payment forms”).

Verify that the requests are sent in the Invoice Email Pay Report window. Merchant’s customers should have received an email at the email address entered in the Send Requests screen. 

Invoices sent via the Send New tab will now appear in the Pending Requests tab.  To see, manage, or delete pending requests, follow these steps:

  1. Select the Pending Requests tab.
  2. Requests can be removed/canceled with the Delete from Pending tab. This button allows merchants to delete the links from Pending Requests, if needed.
  1. The Resend button allows the Pending Requests to be sent again, if needed upon checking the selection checkboxes.
Customers can pay the invoice using the link in the secure An invoice is ready for payment email. After customers have paid using the link, go to the Received Payments tab in the Email Pay for Invoice Utility. To see, manage, and apply received payments, follow these steps:
  1. Select the Received Payments tab and select the desired Received Payments to import into Sage 100 (the ERP) by toggling the Select checkbox(es).
  2. Click the Apply to Sage 100 button to apply the selected payment(s) to the document(s), as needed.
  1. Verify that the payment has been applied by looking at the log displaying the entry.

EBizCharge Sync Invoice Utility

EBizCharge provides the ability to update the EBizCharge Sync Invoice Utility with two tabs:

  • Upload Invoices
  • Received Payments

This is discussed in detail below:

Upload Invoices and Received Payments​

This tab provides the ability to upload selected invoices to the EBizCharge Portal. Additionally, the option is available to Select Not Uploaded invoices, if desired. This functionality is similar to the Email Pay for Invoice Utility.

Follow these steps:

  1. Go to Accounts Receivable > EBiz Sync Invoice Utility.
  2. Use the selections filter to find the desired invoices for sync.
  3. The Invoices will be limited by Invoices that have an EBizCharge connect compatible terms code. Terms code will merchant-specific.
  1. Once the filtered invoices are loaded, use the Select All, Select Not Uploaded, or manually select invoices to upload.
Note

By default, paid invoices will not be included in this list. Check the Show invoices with $0.00 balance filter to include invoices with $0 balances in the list, or enable the setting to check it by default. See the Sync $0.00 Balance Invoices (EBizCharge Options) section for more information.

  1. Use the Upload Invoices button to sync to the portal
  1. A results window will popup with results.
  1. Customers will then make a payment in the customer portal.
  1. Once it’s been paid by the customer in the Customer portal use the Load List button to load received payments.
  2. Use the Select All or manual selection to choose the payments to download.
  3. Use Apply to Sage 100 button to download and generate cash receipts.
  1. A results window will popup.
  1. This will generate a cash receipt entry for the EBizCharge Connect Auto Batch.

EBizCharge Help & Contact US

EBizCharge Help & Contact Us section is featured in the Accounts Receivable section. This has been created for merchants to have access to the contact information of Knowledge Base and EBizCharge Support.

A simple modal displays two sections of texts: Knowledge Base and EBizCharge Support.

The Knowledge Base section contains two links to the respective bases while also providing the ticket and respective passwords. The Contact EBizCharge Support section contains the phone and email contact number and email address.

EBizCharge Transaction History

EBizCharge provides the ability to view all transactions in one location, including those that did not originate in Sage 100. This accessed by navigating to Accounts Receivable > Utilities > EBizCharge Transaction History.

Important

EBizCharge Transaction History is only supported in Sage 100 6.2 and higher. This feature will be hidden for users running lower versions of Sage 100.

Users must click Load List to populate the table. Filters can be applied from the Selections section, and individual columns can be sorted in ascending or descending order by clicking on the column header.

In addition to viewing transaction data, users can also export their transaction data as an Excel file. They can also email or print a receipt for a selected transaction.

Export

Clicking the Export as CSV button will bring up the Export Transaction History popup, displaying the location and file name automatically selected. Users can adjust this directly or click the file folder icon to browse for a location or adjust the name before clicking Export.

Email Receipt

Clicking the Email Receipt button will prompt a popup to appear, displaying the Transaction ID of the selected transaction. Select an Email template, enter an address in the Email Receipt to field, and then click Send.

Print Receipt

Clicking the Print Receipt button will prompt a popup to appear, displaying the Transaction ID of the selected transaction. Select an Email template and then click Print.

Still need answers?

Let our support team help. They’re located at our headquarters in Irvine, California and are ready to help.

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Irvine, CA 92618

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Office: 1.888.500.7798

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