Setting Up SagePay

SagePay is a credit card solutions provider (formerly called Protx), providing services across the world. It allows you to receive payments directly from customers buying through your website, or take payment or make refunds manually yourself from back-office against an individual order or customer account.

SagePay are offering Brightpearl customers a special offer; no set-up or annual fees and free processing for the first 3 months if you take their merchant and gateway package together; click here to apply.

Selling & Taking Payments Online (Sagepay Form)

Ecommerce sales use SagePay "Form" method to take payment from your customers using a secure payment page hosted on the Sagepay servers. You don't need to worry about getting an SSL certificate since all the credit card payment information is handled by SagePay.

You will need to ask your chosen bank for a Merchant account; they will normally confirm your merchant details with SagePay within 3-5 working days. You will also need to sign up with Sagepay to get them to handle the payment processing side of things.

Read more on the Sagepay website about Merchant accounts

Get a SagePay account:

1. Go to www.sagepay.co.uk
2. Click the Apply Now button.
3. Follow the on-screen instructions to create your SagePay account.

Setting up SagePay for ecommerce sales

When you've signed up with SagePay got your details, log into your Brightpearl account and complete the following steps:

1. Go to Setup > Other > Payment methods.
2. Click Set up SagePay Form link.
3. Enter the name and description for the payment method as you would like them to appear on your website (if you're planning to use SagePay for ecommerce).
4. Select the Yes radio button to make SagePay active for the website and portal.
5. Select Test mode from the Test mode drop-down menu (we will change this once you are happy with the setup).
6. Select the bank account nominal code that payments made via this payment method should be recorded in (this is for accounting only and will not actually go into your bank account. We recommend setting up an "Uncleared card funds" account or similar, which you can reconcile when payments clear the account.
7. Select the status that orders should be updated to when paid for via this payment method.
8. Enter your SagePay Vendor Name as it appears in your SagePay account.
9. Enter your SagePay web payments password. Your password is the auto-generated encryption password sent to your registered email address by SagePay.
10. Click the Save changes button.
11. Run some test transactions from your website using SagePay as the payment method; make up some card details.
12. Check that the payments are recorded in your accounts module and that the customer account balance is updated.
13. Once you are happy that your SagePay payment method is integrated correctly with your Brightpearl account, go back to your Brightpearl account and go to Setup > Other > Payment methods.
14. Click Set up SagePay Form link again.
15. Select Live mode from the Test mode drop-down menu.
16. Click the Save changes button.
17. Delete any journals generated from your SagePay tests.

SagePay is now ready to use on your website!

Back-office Card Processing (SagePay Direct)

It's easy to take card payments over the phone using SagePay "Direct" - whereby you can take "Customer not present" card transactions from within the Brightpearl system, much like a virtual terminal. The payment is automatically allocated to the customer's accounting history.

If you take payment for a sale that's not yet invoiced, then the amount will be allocated as "payment on account", so that when the sale is later invoiced, the amounts tally up against each other.

You can also use the console to take payments against an outstanding balance, which may cover multiple invoices - from the customer allocate payment screen, click "create payment on account" to open the console as usual. You'll notice that there's no order reference in the box; so the payment will just go onto the customer's account.

You will need to ask your chosen bank for a Merchant account; they will normally confirm your merchant details with SagePay within 3-5 working days. You will also need to sign up with SagePay to get them to handle the payment processing side of things:

1. Go to www.sagepay.co.uk
2. Click the Apply Now button.
3. Follow the on-screen instructions to create your SagePay account.

Setting up SagePay for back-offce MOTO (Mail Order Telephone Order) transactions

You will need first set up Brightpearl in Simulator mode to allow you to identify your IP address, which you must then add to your SagePay account, which lets our servers talk to their servers to authorise the transaction.

1. Go to Setup > Other > Payment methods
2. Click the Set up SagePay Direct link.
3. Enter your vendor name.
4. Select the transaction type - will payment be taken now or deferred? Read more
5. Select the accounting nominal code for recording these transactions.
6. Select the currency.
7. Select the payment mode of Simulator.
8. Click the Save settings button and close the window.
9. Attempt to process a payment against an order or customer; you'll be denied since your IP address is not on the list of allowed IPs in your SagePay account.
10. Copy the IP address given to you in the red error box.
11. Log into your SagePay admin console.
12. Go to Administration > Account parameters.
13. About half way down the page, there's a section called "Valid IP addresses for this account". Enter the Brightpearl IP into the IP field, and 255.255.255.255 into the subnet mask field.
14. Save your changes.
15. Run some test transactions from your orders using SagePay as the payment method; make up some card details.
16. Check that the payments are recorded in your accounts module and that the customer account balance is updated.
17. Once you are happy that your SagePay payment method is integrated correctly with your Brightpearl account, go back to your Brightpearl account and go to Setup > Other > Payment methods.
18. Click Set up Sagepay Direct link again.
19. Select Live mode from the Test mode drop-down menu.
20. Click the Save changes button.
21. Delete any journals generated from your Sagepay tests.

SagePay is now ready to use in back-office!

Refunds via the Admin Console

You can also refund customers via your Brightpearl account, as long as the original payment was made using the Brightpearl console. Soon we'll also be adding the ability to make refunds for ecommerce sales.

1. Search for and open the Sales credit.
2. Click the Do refund button at the bottom.
3. The allocate payment window is displayed, click the take card payment with SagePay link.
4. Listed on-screen will be all the payments that the customer has made to you using the SagePay console; you can only refund payments originally made through SagePay. Click the relevant transaction, and choose the amount you'd like to refund. You can only refund up to the original amount.
5. Click the Take payment button.

When you process, the accounting transactions will be done for you in the background, against the Sales Credit, so that when you process the sales credit (post it to accounts), everything will balance up.

Prepayments & Deferred Payments

SagePay can be used to record:

• Prepayments - you have received the money but not yet invoiced the order
• Deferred payments - you have invoiced the order but not yet received the money

Prepayments

Prepayments are made if you have selected a payment type of "Payment" or "Payment now" on your SagePay settings in Brightpearl.

When you process the payment the accounting will automatically be created, updating your bank account nominal code and recording the payment against the customer record. When the order is invoiced the payment will automatically be allocated against it, clearing the items off the account.

Deferred Payments

If you are processing payments where the funds have not yet been received, the payment type in the Brightpearl settings for SagePay should be set to "Deferred". When the card is processed using the on-screen system, the amount is added into the "provisional" box on the order. This is because you have not yet received the funds, and the money should not be shown in the accounting system. You will need to release the funds both in your SagePay account and Brightpearl account when the money is received.

Releasing Deferred Funds

Typically you will reach the end of a day and you will have shipped a number of sales that contain "provisional funds" to clear. You need to log in to your SagePay account and release these.

To transfer the balance from the "provisional" box into the accounting system of Brightpearl, you can:

• Invoice the sale - any amount in the provisional box will be allocated against the sale using the Tax date of the order, into the bank account specified by the payment method on the sales order.
• Use the "release funds" feature - in the Sales List report (see below).

You can also follow these steps to allocate the released funds. We suggest that if you want to use this list of sales to cross reference against your payment provider system, that you print/export the list BEFORE allocating payment, since the sales will be harder to find once the amount has been allocated.

1. Go to Sales > List All Sales/Quotes.
2. Click Show filters to search for the relevant orders. Select Yes in the Payment to release field to show only sales that have an outstanding "provisional" value.
3. Click Filter report to display the search results.
4. Select the sales by ticking the checkbox on the left.
5. Select Release payment from the -More actions- drop-down menu above the listing.
6. Click Submit.

The following must be true for a sale to have the funds allocated using this process:

• The sale must not yet be paid in full (using Sales Receipts in the accounting)
• The sale must have a payment method set
• The payment method must be set to a bank account
• There must be an amount in the "provisional" box