Paya: Processing Payment via ACH and Credit Card

Paya: Processing Payment via ACH and Credit Card

Overview

Paya enables you to securely process customer payments in CustomBooks™ using credit cards and ACH (bank transfers). This integration allows you to accept payments directly from invoices, sales orders, or manually through cash receipts.

Payment Methods

There are two primary ways to process customer payments using Paya:
  1. Customer-Initiated Payments
    1. Via emailed Sales Invoices or Sales Orders with a Make Payment button
  2. User-Initiated Payments
    1. Charging a saved payment method through a Cash Receipt or Customer Prepayments

Before You Begin

  1. Ensure that Paya is properly connected to CustomBooks™.
  2. If the integration is not yet set up, complete the Paya connection process before proceeding.

Option 1: Emailing Invoices or Sales Orders with a Make Payment Button

With Paya connected to CustomBooks™, you can simplify the payment process by emailing Sales Orders and Invoices that include a 'Make Payment' button. This feature allows your customers to pay quickly and easily online.

Steps:

  1. Create a Sales Invoice or Sales Order.
  2. Email the document to your customer.
  3. The email will include a Make Payment button.

Customer Payment Experience:

  1. The customer clicks the Make Payment button.
  2. They are redirected to a secure payment screen.
  3. The customer:
    1. Confirms or enters the payment amount
    2. Clicks Make Payment
                                                 
  4. Selects a payment method:
    1. Credit Card
    2. ACH (bank account)
  5. Enters payment details and clicks Pay via Credit Card / Pay via Bank.


What Happens Next:

  1. Paya securely processes the transaction.
  2. Funds are deposited into your connected bank account.
  3. CustomBooks™ automatically:
    1. Creates a Cash Receipt
    2. Includes the transaction in an automatically generated Bank Deposit

Option 2: Charging a Customer via Cash Receipt or Prepayments

You can handle credit card and ACH payments directly within CustomBooks™. After completing a one-time setup and registering the customer’s payment information, you can easily process payments using the Cash Receipt or Prepayment feature.

Step 1: Registering the Customer's Card or ACH Debit Bank Account in CustomBooks™

  1. Open the Customer Card by navigating to List → Customers.
  2. Find the customer, then double-click their name to open their record.
  3. On the Payment Methods tab, click the Add drop-down, then select either Add Card or Add ACH Debit Bank Account.
  4. Select Paya, then enter the customer information and credit card details or ACH bank information.


Note: Complete credit card or ACH details cannot be viewed within CustomBooks™; the information is securely stored with Paya.

Once registration is successful, the payment method is securely saved and available for future transactions.


Step 2: Processing Customer Payments in CustomBooks™

Once you’ve stored a customer’s credit card details in their company record in CustomBooks™, you can easily charge or pay an invoice or sales order without re-entering the card information. Follow these steps to process a payment using the saved payment information:

Charging via Cash Receipt

  1. Create a Cash Receipt - You can either create a new Cash Receipt or generate one directly from the Sales Invoice.
  2. Initiate the Payment - Click the Generate drop-down button, select Charge with, and then choose Paya.
  3. Complete the Payment - Select the payment method that was stored/saved on the customer's profile. Then click Charge.
                       
  4. The customer’s card will be charged, and a Paya transaction detail will automatically be recorded on the Cash Receipt.
                        
  5. Then Save the Cash Receipt.

Charging via Prepayment

  1. Generate Prepayment - You can generate the prepayment from the Sales Order.
  2. Initiate the Payment - Click the Generate drop-down button, select Charge with, and then choose Paya.
  3. Complete the Payment - Select the payment method that was stored/saved on the customer's profile. Then click Charge.
                         
  4. The customer’s card will be charged, and a Paya transaction detail will automatically be recorded on the Prepayment.
                        
  5. Then Save the Prepayment.

Important Notes & Best Practices

  1. Security - All payment information is stored securely by Paya. CustomBooks™ does not store full card or bank details.
  2. Automatic Recording - Payments processed via Paya are automatically recorded, reducing manual entry and reconciliation work.
  3. Bank Deposits - Deposits are grouped and recorded automatically once funds are received in your bank account.
  4. Sales Orders vs. Invoices:
    1. Sales Invoice: Payment completes the transaction.
    2. Sales Order: Payment is recorded as a pre-payment until fulfilled.

With Paya fully integrated into CustomBooks™, you can now efficiently manage credit card and ACH payments, ensuring a smooth and secure transaction process for your business and customers. For more detailed information or troubleshooting tips, you can visit this link for Paya FAQs.

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