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Guide To Credit Card Processing Terms for Sage 100 Users

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Confused by the various credit card processing terms used by your merchant? Chances are that you are not alone!

American Payments has a blog post which explains the top 40 credit card processing terms –and their meaning.

Some terms covered include:

  • AVS
  • Interchange Fees – Interchange Plus
  • Level 3 Processing
  • Tiered Pricing
  • Europay, MasterCard, and VISA – EMV
  • PCI-DSS
  • Self-Assessment Questionnaire – SAQ
  • Gateway
  • Tokenization

Sage 100 can integrate with various credit card processors and allow you to automatically charge a customers card upon shipment or as a deposit prior to beginning the process of shipment.

We recommend that you periodically review your credit card fees and compare them to a competitive quote to ensure you are receiving the best rate.

If you are swiping cards manually and entering them after-the-fact into Sage then it’s probably worthwhile for you to review an integrated credit card solution that saves you processing steps.

Read more about the top 40 credit card terms

How To Setup Sage 100 or Sage100cloud for Integrated Credit Card or ACH Processing

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Both Sage 100 and Sage 100cloud natively support integrated credit card and ACH processing.

Before you start processing credit cards you’ll need to select a credit card processing company who provides the back-end access to a merchant account as well as their secure processing vault which holds the credit card data of your customers.

Sage 100cloud can receive pre-authorizations on credit cards prior to processing a shipment which ensures that funds are available prior to the order being placed in the hands of your shippers. If you know the total of the order in advance you can also process a charge as a deposit which charges the full amount of the order immediately.

Note: Refer to your processing agreements with the credit card company for information on how long these pre-authorization holds are good for. In many cases, you can adjust the length of time that the hold is placed on a customer card by contacting your credit card processor.

Credit card processing within Sage 100 can occur in these areas:

  • Sales Order Processing (most common to get a pre-authorization prior to sending an order to pick)
  • Sales Order Invoice Processing (once shipped the pre-authorization hold is removed and the card is charged for the final total)
  • Accounts Receivable Cash Receipts Processing (when a customer wants to pay a balance by credit card)
    • Click2Pay is a free feature offered by American Payment Solutions where you can add a link to the existing Sage 100cloud paperless office invoice so your customer can click the link and pay directly from the invoice.
  • Accounts Receivable Invoice Data Entry

Note: Processing multiple credit cards against one sales order within Sage 100 is not possible without a third-party add-on.

In most cases, when you select an integrated credit card processor you will also need to use whatever merchant they offer as an integrated solution. While there can be instances where you bring your own merchant account those rates are typically higher than what you’ll receive by using the credit card providers own merchant.

Initial activation of the credit card feature happens within your Sage 100 company maintenance panel as shown.  This screen also shows the activation of Click2Pay which will allow the company to include a link on all emailed invoices so the customer can click and pay directly.

As you add credit card information to individual customers, you’ll notice that a pop-up box intercepts the information. This takes the financial information and stores it securely in an encrypted payment vault away from your Sage 100cloud data files. This use of an encrypted vault allows Sage 100cloud to maintain compliance with PCI processing standards.

 

The Submit Card button is available only if the Credit Card Processing module is registered, the Enable Credit Card Processing check box is selected in Company Maintenance, and the payment type has a valid processor connection established in Payment Type Maintenance.

When you are ready to use a credit card from a customer to pay for an order, you’ll always navigate to the payment tab as shown below. Payments may be entered as deposits (charged immediately) or Authorization which places a hold on the customer’s card until you ship the order and charge the final amount to their credit card.

 

In some cases, you may be able to save additional money by taking advantage of Level 3 credit card processing in Sage 100cloud.

Level 2 and Level 3 are for business to business (B2B), not business to consumer (B2C) transactions. A qualifying business switching to Level 3 can save thousands of dollars per year! Not all credit card processors and not all cards networks offer Level 3. To realize these savings, merchants must seek out a Level 3 processor. For example, APS is a Level 3 processor and gateway that seamlessly integrates with multiple ERP systems and eCommerce solutions. Mastercard and Visa are two card networks that offer Level 3 but not all networks do.

Level 3 is ideal for business to business (B2B) and business to government (B2G) transactions. Standard B2C cards do not qualify for Level 3 discounted rates. Only corporate or purchasing cards (P-Cards) are accepted for Level 3 transactions where the issuer allows. Qualifying for Level 3 has the most comprehensive data requirements, as illustrated below.

 

If your company is accepting B2B or P-Cards then you should ensure that whatever processor you are using is also submitting those cards for Level 3 processing. Not all transactions may qualify but it’s worth looking into even if only a few higher volume customers meet the requirements.

A more detailed setup guide for Sage 100cloud credit card processing can be found here:

 

Credit Card Processing Setup Instructions for Sage 100 – APS Payments User Guide

American Payment Solutions Announces Important Credit Card APSPAYS Update

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If you are using American Payment Solutions / APSPAYS for your integrated Sage 100 / Sage 100cloud credit card processing please read the following notice.

Following significant feedback from the global PCI community and security experts, the Payment Card Industry Security Standards Council (PCI SSC), a global forum for the development of payment card security standards, today announced a change to the date that organizations who process payments must migrate to TLS 1.1 encryption or higher. The previous date of June 2016 has been moved to June 2018.

The original deadline date for migration, June 2016, was included in the most recent
version of the PCI Data Security Standard, version 3.1 (PCI DSS 3.1), which was
published in April of 2015. The new deadline date, June 2018, will be included in the
next version of the PCI Data Security Standard, which is expected in 2016. – Read More

Urgent TLS 1.0 & SSLv3 Disablement

Due to industry-wide mandates by the Payment Card Industry Council, the APSPAYS Gateway will remove support of transactions transmitted via SSLv3 and TLS 1.0 encryptions as of March 31, 2018.

The APSPAYS/Sage 100 revisions below have been updated to comply with the new PCI regulations. Compliance with these regulations requires the installation of the revisions, at minimum.

Below are the required updates for Sage 100 and Sage 100cloud credit card processing:

Download Revisions

Sage 100 2013 v5.00: http://asiservicecenter.com/additions/APS500Setup20.exe

Sage 100 2014 v5.10: http://asiservicecenter.com/additions/APS510Setup18.exe

Sage 100 2015 v5.20: http://asiservicecenter.com/additions/APS520Setup14.exe

Sage 100 2016 v5.30: http://asiservicecenter.com/additions/APS530Setup16.exe

Sage 100 2017 v5.40: http://asiservicecenter.com/additions/APS540Setup11.exe

Sage 100 2018 v6.00: http://asiservicecenter.com/additions/APS600Setup02.exe

For more information on how to enable TLS 1.1 or higher see:

Microsoft – Update to enabled TLS 1.1 and TLS 1.2 as a default secure protocols in Win HTTP in Windows – link

Support for SSL/TLS protocols on Windows – source

Merchants not compliant with these regulations by March 31, 2018 will be unable to use the APSPAYS/Sage 100 Credit Card Processing Module.

If you have any questions or need assistance, please contact APS directly at 888.685.1900 and ask for the Integrations department or email us at Integrations@apsmerchants.com.

Here’s One Way To Pay Sage 100 Accounts Payable Invoices By Credit Card

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Yesterday the question of how to pay off accounts payable invoices by credit card was asked in my 90 Minds group.

While Sage 100 allows vendors to be marked as credit card vendors and facilitates a way to allocate the amount paid from the credit card payment the process can be a little cumbersome.

Enter Zevez. This integration, which can be free initially (about $1,500 yearly after the first year) to certain American Express cardholders, automatically generates payment vouchers which an be used to advise vendors to charge a credit card for the specified amount.

The Zevez solution works with nearly all versions of Sage 100 (reportedly up to version 2016) and generates a data file which Sage 100 Visual Integrator uses to record the proper account for credit card vendors.

From the Zevez website:

RewardWorks software integrates with your existing software to improve your Accounts Payable system. Now you can process, pay, post and reconcile invoices using a credit card instead of a check. RewardWorks enables you to make hundreds of invoice payments on your card with just a few clicks.

Call Zevez for a customized report to identify which vendors you can pay by card, and see how much your company can earn with RewardWorks.

RewardWorks is visual, intuitive and easy to learn. Our training plan will ensure that your accounts payable staff is comfortable using RewardWorks so you can begin paying invoices by card. To get you started, Zevez will provide you with a detailed list of your vendors that accept cards. RewardWorks manages vendor acceptance terms, invoices and card information all within a completely secure environment.

Behind your secure firewall, RewardWorks safely communicates with your accounting system to present invoices for payment that have already been entered, so no additional data entry is required. Invoices paid in RewardWorks are immediately updated in your accounting system, maintaining vendor identity, audit ability and accounting system integrity.Our dramatically improved payment posting and reconciliation experience gives accounting control of the card payment process.

Vendor Reports
A Vendor Report is a great way to know which of your vendors already accept credit cards and how much you could earn in reward points just by using your credit card to pay some of your bills. Vendor Reports can be a stand alone product to tell you which vendors you could pay using a card or you can use it to jump start your RW software usage. Large volume vendors are called directly and presented in a detailed, customized report. Other vendors are matched to a large database we have. The report can give you an idea of what overall charge volume potential you have in your current accounts payable.

RewardWorks integrates with accounts payable software to help track and batch credit card payments. It makes it easy to earn lots of reward points by using your credit card to pay for accounts payable. Combining a Vendor Report with RewardWorks software will help you earn the most reward points faster.

 

 

For more information contact us.

How To Delete A Credit Card in Sage 100

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The Sage 100 knowledgebase offers this advice for removing a credit card from a customer account:

  1. Open Accounts Receivable, Main menu, Customer Maintenance
  2. For Customer No., select the customer
  3. Click the Additional tab
  4. If deleting Primary Credit Card, highlight the Card ID and press the Delete key
  5. For non-primary cards click Credit Cards button to open Customer Credit Card Maintenance
  6. Select the Card ID from the lookup
  7. Click Delete (if the Delete button is not available, the card is the Primary Card)
  8. Close the Customer Credit Card Maintenance window
  9. Back in Customer Maintenance, click Accept

I have discovered another reason the delete button may be grayed out.

Why Is The Delete Button Grayed Out When Attempting To Remove A Customer Credit Card?

If you are attempting the deletion from a user account without the Sage 100 user rights to REMOVE a customer, then you will also see the DELETE button as grayed out until you assign the appropriate Sage 100 rights as shown below.

The user must be assigned to at least one role where the REMOVE option is checked or they will see a grayed out delete button when trying to delete a customer credit card – even if they follow all the instructions above.

 

 

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