eInvoicing is a service that works with Paya Connect to e-mail invoices to your customers. Customer invoice information is sent to Paya when you update the Sales Journal in the Accounts Receivable and Sales Order modules. In the Job Cost module, invoices information is set to Paya when the Job Billing Register is updated.
Paya then e-mails invoices to your customers using the e-mail address entered in Invoice Data Entry. Or if you have national accounts set up, the invoices are sent to the bill-to customer e-mail address entered in Customer Maintenance. Invoices generated from Job Cost use the e-mail address entered in Customer Maintenance.
Reminders and past-due notices for eInvoices are also sent from Paya. In the Paya merchant portal, you can specify the number of days before the invoice due date to send reminders and the number of days after the due date to send notices.
Note The eInvoicing feature is available if you purchased Sage 100 through a subscription plan.
The invoices sent through Paya are formatted based on a template that you can customize using Paya's merchant portal. If you use Paperless Office to create PDF versions of the invoices, the PDF files are also sent to Paya, and they are attached to the e-mails.
The e-mails include a link that your customers can use to make a payment. When making a payment, customers can sign in to the Paya customer portal. The portal displays a list of outstanding invoices that have been sent to Paya, and your customers can apply full or partial payments to one or more invoices. Payments applied to eInvoices made through Paya are then imported into Cash Receipts Entry so that you can review and post them.
A Paya merchant account is required to use eInvoicing. When you set up your account, Paya will provide you with a user ID and API key, which you will need to set up eInvoicing in Sage 100.
To enable eInvoicing in Sage 100
- Select Library Master Setup menu > System Configuration.
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On the Security tab, click the Edit button and enter your user ID and API key. Then click Validate to verify that the information entered is correct.
Note Your user ID and API key are provided by Paya.
- Select Library Master Main menu > Company Maintenance.
- Select a company and click the Payment tab.
- Select the Enable Payments for eInvoices check box, and click Accept.
- Repeat steps 4 and 5 for additional companies as needed.
You can now enable eInvoicing for your customers.
To enable eInvoicing for individual customers
- Select Accounts Receivable Main menu > Customer Maintenance.
- Select a customer and then click the Additional tab.
- Select the eInvoice Payments check box, and then click Accept.
When you process an invoice for this customer, the eInvoice Payments check box is automatically selected in Invoice Data Entry, and the invoice information is sent to Paya when you update the Sales Journal.
To enable eInvoicing for a range of customers
- Select Accounts Receivable Utility menu > Global Customer Field Change.
- On the Main tab, in the eInvoice Payments row, select Yes in the Change To column.
- On the Select tab, enter your selection criteria.
- Click Proceed.
When you process invoices for these customers, the eInvoice Payments check box is automatically selected in Invoice Data Entry, and the invoice information is sent to Paya when you update the Sales Journal.
