Sage Mobile Payments Sage Payment Solutions

User Guide 10/12

© 2012 Sage Software, Inc. © 2012 Sage Payment Solutions, Inc. All rights reserved. Sage, the Sage logos, and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., Sage Payment Solutions, Inc., or their affiliated entities. All other trademarks are property of their respective owners.

For additional assistance with this and other products and services, visit our web site at: www.sagepayments.com.

User Guide 1

Table of Contents Table of Contents ................................................................................................................... i

Understanding Sage Mobile Payments ................................................................................... ii

Activating Your Sage Mobile Payments Account ..................................................................... 3

How to activate your account ................................................................................................................................ 3 How to change your password ............................................................................................................................... 3

Starting Sage Mobile Payments .............................................................................................. 4

How to log on to Sage Mobile Payments ............................................................................................................... 4

Using Invoice Presentment and Payment ............................................................................... 5

How to pair your mobile device with Sage Exchange Portal .................................................................................. 5 How to add a connection ....................................................................................................................................... 6 How to configure settings and change your password .......................................................................................... 7 How to search for an invoice.................................................................................................................................. 8 How to pay an invoice ............................................................................................................................................ 8

Using Sage Mobile Payments ............................................................................................... 10

How to log on to Sage Mobile Payments ............................................................................................................. 10 How to configure settings and change your password ........................................................................................ 10 How to process a credit (or debit) card sale ........................................................................................................ 11 How to process a cash sale .................................................................................................................................. 12

Creating offline transactions ....................................................................................................................................... 13 How to manually enable and use Offline mode ................................................................................................... 14

Processing Voids and Refunds and Using History .................................................................. 15

How to process a void .......................................................................................................................................... 15 How to process a refund in Sage Mobile Payments ............................................................................................. 15 How to use history ............................................................................................................................................... 16

Using the Sage Mobile Payments Web Site........................................................................... 17

How to use Sage Mobile Payments from My Apps .............................................................................................. 17 How to launch Sage Mobile Payments – Web Edition ......................................................................................... 18

Understanding Sage Mobile Payments

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Understanding Sage Mobile PaymentsSage Mobile Payments consists of a swiper device that attaches to your mobile phone and a mobile phone application. Together, these items turn your phone into a payment terminal where you can accept credit and debit card transactions (PIN debit transactions are not allowed) – anytime, anywhere.

Note: See devices.roamdata.com for a list of compatible mobile devices. You may also contact Sage Payment Solutions for more information at: 1.888.477.8570 or mobilesupport@sagepayments.com.

The Sage Mobile Payments application includes two sub-applications; Invoice Presentment and Payment (IPP) and Sage Mobile Payments. Additionally, you must pair your mobile device with Sage Exchange Portal before you can access invoices or enable postback.

Note: Invoice Presentment and Payment is included only if the support representative enabled it in for your account when you signed-up for the service.

Use Invoice Presentment and Payment to:

• Search by customer name, customer ID, invoice number, or keyword to quickly locate open invoices in your supported accounting system.

• Apply payments to invoices.

Use Sage Mobile Payments to:

• Accept sale transactions for cash and all major credit and debit cards including MasterCard, Visa, American Express, and Discover.

• Process other transactions such as voids and refunds for credit and cash transactions. You can also set the tax rate and add a gratuity to a transaction.

• Record customer details from sales to add contacts and to build a customer base for targeted marketing.

• Send receipt email messages to customer email addresses for cash and credit card sales. Merchants always receive a copy of the receipt for every sale.

• Create an offline transaction when cellular or wireless service is unavailable, where you can securely store credit card information then process the transaction later when service is available.

• Export transaction data, which allows you to work with and organize the data in other applications.

• Process secure transactions. Sage Payment Solutions applies DES3 encryption to all transactions to ensure protection for you and your customers.

Sage Payment Solutions also includes the Sage Mobile Payments – Web Edition, which allows you to access your Sage applications on your Microsoft Windows or Apple Macintosh workstation. You can launch Sage Mobile Payment – Web Edition on your workstation after logging on to the Sage Mobile Payments web site (mysagemobile.com). See “Using Sage Mobile Payments – Web Edition” for additional information about Sage Mobile Payments – Web Edition.

Note: Your device may display content differently than the images included in this Guide.

Activating Your Sage Mobile Payments Account

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Activating Your Sage Mobile Payments Account After signing up for service, you will receive an activation email message that contains your user name and a temporary password. Follow the instructions in the email message to download the Sage Mobile Payments application on your mobile device then note your user name and temporary password. Press the Login button in the email message or follow the steps below to activate your account.

Note: You cannot use Sage Mobile Payments on your mobile device or the Sage Mobile Payments – Web Edition on a workstation until you activate your account.

How to activate your account

1. Go to www.mysagemobile.com.

2. Enter your user name and password in the User ID and Password fields.

3. Press Login to log on to the Sage Mobile Payments portal.

After successfully logging on to Sage Mobile Payments, follow the steps below to change your password.

How to change your password

1. Select My Account > Update Account Info to open the Account Info page.

2. Press Change Password.

3. Enter the new password in the New Password field.

4. Re-enter the new password in the Retype Password field.

5. Press Submit to submit the new password.

6. Press Logout to log off of Sage Mobile Payments portal.

Starting Sage Mobile Payments

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Starting Sage Mobile Payments The Sage Mobile Payments application includes two functions; Invoice Presentment and Payment and Sage Mobile Payments. The Invoice Presentment and Payment function is included only if the support representative enabled in for your account when you signed-up for the service.

How to log on to Sage Mobile Payments

1. Open the Sage Mobile Payments application on your mobile device.

2. Enter your user name in the Username field.

3. Enter your temporary password in the Password field.

4. Press Log In to log on to Sage Mobile Payments.

5. Press:

• Invoice Presentment and Payment – To open the Login screen for the Invoice Presentment and Payment application. Log on to Invoice Presentment and Payment then see “Using Invoice Presentment and Payment” for instructions on how to pair your mobile device with Sage Exchange Portal and how to use the application.

or

• Sage Mobile Payments – To open the Login screen for Sage Mobile Payments. Log on to Sage Mobile Payments then see “Using Sage Mobile Payments” for additional information about using the application.

Using Invoice Presentment and Payment

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Using Invoice Presentment and Payment After successfully logging on to Invoice Presentment and Payment, you must pair your mobile device with Sage Exchange Portal and create a connection. Follow the steps below to complete the pairing process, create a connection, and to use Invoice Presentment and Payment.

Note: Only one mobile login can be used per paired mobile device (1:1 pairing between a mobile user's login and Sage Exchange Portal). If you want to use a second mobile device with a mobile account, you must contact a Sage Payment Solutions support representative and request to “add a line."

How to pair your mobile device with Sage Exchange Portal

1. Press Continue on your mobile phone to open the Enable Invoice Payment screen.

2. Go to https://www.sageexchange/sep/ to access Sage Exchange Portal then enter your login credentials in the User Name and Password fields.

3. Press the My Connections tab to open the My Connections page.

4. Press Components to open the Components page.

Press Add Component to open the Pairing page, where Sage Exchange Portal initiates the pairing process and creates an access code for the mobile device.

5. Make note of the access code or press Email Access Code to email the access code to your mobile device.

6. Enter (or copy) the access code to the Enable Invoice Payment screen on your mobile device then press Save.

Note: Sage Exchange Portal uses the identification code in the Device Identifier field on the Enable Invoice Payment screen to identify the mobile device. After pairing a device with Sage Exchange Portal, you can view the device identifier code on the Component Details page (My Connections > My Components > Details).

Using Invoice Presentment and Payment

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7. The mobile device displays Access code accepted when the pairing process is complete and Sage Exchange Portal opens the Component Details page.

8. Enter the name of the mobile device in the Name field on the Component Details page in Sage Exchange Portal.

9. Press Save to save the name and to return to the Components page in Sage Exchange Portal.

How to add a connection

1. Press the My Connections tab to open the My Connections page.

2. Press Add Connection to open step 1 of the connection wizard.

3. Select the component you want to connect to in the From list then click Next to proceed to step 2 of the connection wizard.

Using Invoice Presentment and Payment

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4. Select the plugin to which you want to connect the mobile device in the To column.

Note: Invoice Payment and Presentment (IPP) must be enabled on the mobile device to successfully connect to the Invoice Payment plugin. If a mobile device is running only Sage Mobile Payments (without IPP), you must select the Cash Sale plugin.

5. Select the type of plugin in the Function column.

6. Click Next to proceed to step 3 of the connection wizard.

7. Select the appropriate general ledger account numbers and settings for each account.

Note: The configuration fields will vary depending on the selected plugin and data connection.

8. Click Next to create the connection and to return to the My Connections page, where the new connection listed. Optionally, log off of Sage Exchange Portal.

9. Press Continue on your mobile phone to open the Settings screen.

How to configure settings and change your password

1. Mark Enable Signature Capture on the Settings screen if you want to capture customer’s signatures.

Note: Use Enable Invoice Payment only if you need to repeat the pairing process with Sage Exchange Portal. For example, if the initial pairing fails or if you accidently revoke the device on Sage Exchange Portal.

2. Optionally, press Change Password to open the Settings – Change Password screen if you want to change your password:

a. Enter your current password in the Old Password field.

b. Enter the new password in the New Password field.

c. Re-enter the new password in the Repeat Password field.

d. Press Save to save the new password.

e. Press OK to close the password changed confirmation screen and to return to the Settings screen.

3. Press Save to save your selections and to open the Lookup Invoice screen.

Using Invoice Presentment and Payment

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How to search for an invoice

1. Select the search criteria in the Search by field on the Lookup Invoice screen:

a. Customer Name – To find an invoice by customer name.

b. Customer ID – To find an invoice by the customer identification number in your accounting system.

c. Invoice – To find an invoice by the number assigned to it in your accounting system.

d. Enter text – To open a text field where you can enter the customer name. Enter the customer name, ID, or invoice number in the Search for field.

2. Mark Past 12 months only if you want to search only within the past year.

3. Press Search to find invoices that meet your search criteria.

4. Press the invoice you want to view then press Select to open the Invoice Summary screen.

How to pay an invoice

1. Press Pay Now on the Invoice Summary screen to open the Invoice Payment screen.

2. Enter the payment amount in the Amount field. By default, Invoice Presentment and Payment sets the payment type as credit card. Press Cash Sale to change the payment type if you are accepting a cash payment.

3. Press Continue to open the Customer Data screen.

4. Enter the customer’s name and address then press Capture to open the Payment screen. The customer information you enter here is for merchant reference only. It is not included on the email receipt (described in step 6). Optionally, press Skip to skip directly to the Payment screen without entering the customer’s name and address.

Note: Depending on the credit card’s address verification settings (AVS), the transaction could be downgraded if you choose not enter the name and address information.

Using Invoice Presentment and Payment

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5. Press Swipe Card to swipe the credit card and to automatically populate the Card Number, Expiration Date, and CVV fields or enter the credit card details in the fields.

6. Enter the customer’s email address in the Email address field. Invoice Presentment and Payment automatically emails a receipt for the transaction to the email address you enter in this field.

7. Optionally, enter a number in the Invoice/Order # field, or text in the Additional notes field.

8. Press Submit Payment to submit and authorize the credit card payment.

9. Press OK on the receipt screen to open the Signature Capture screen.

Note: The Capture Signature screen opens only if you marked Enable Signature Capture on the Settings screen.

10. Ask the customer to verify the transaction amount and sign their name then press Done.

Using Sage Mobile Payments

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Using Sage Mobile Payments The Sage Mobile Payments application allows you to accept cash and credit card sales, process voids and refunds, access historical data, and create offline sales.

Follow the steps below to log on to and use Sage Mobile Payments. Skip step 1 if the application is already open on your mobile device. Additionally, you must log off of Invoice Presentment and Payment before using Sage Mobile Payments.

How to log on to Sage Mobile Payments

1. Open the Sage Mobile Payments application on your mobile device.

2. Press Sage Mobile Payments to open the Sage Mobile Payments login screen.

Note: The selection screen below displays only if Invoice Presentment and Payment is enabled for your account.

3. Enter your user name in the Username field.

4. Enter your password in the Password field.

5. Press Login to log on to Sage Mobile Payments and to open the Settings screen.

How to configure settings and change your password

1. Mark Enable Sales Tax if you want Sage Mobile Payments to calculate sales tax on each sale.

2. Enter the percentage you want to use to calculate sales tax in the Enter Sales Tax % field.

3. Mark Enable Tipping (gratuity) if you want to include a tip option on sales.

4. Mark Enable Signature Capture if you want to capture customer signatures on sales.

Using Sage Mobile Payments

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5. Optionally, press Change Password to open the Settings – Change Password screen if you want to change your password:

a. Enter your current password in the Old Password field.

b. Enter the new password in the New Password field.

c. Re-enter the new password in the Repeat Password field.

d. Press Save to save the new password.

e. Press OK to close the password changed confirmation screen and to return to the Settings screen.

6. Press Save to save your selections and to open the Sale screen.

How to process a credit (or debit) card sale

1. Enter the payment amount in the Amount field.

2. If necessary, edit the percentage in the Sales Tax % field.

3. Press a preset percentage in the Tip % field to automatically calculate the amount in the Tip Amount field.

Note: The Sales Tax %, Tip %, and Tip Amount fields display only if you enabled them on the Settings screen.

4. Click Calculate (or Continue if did not enable the Sales Tax % and Tip fields) to open the Totals screen, where you can review the details of the sale.

5. Press Continue to open the Customer Data.

6. Enter the customer’s name and address then press Capture to open the Payment screen. The customer information you enter here is for merchant reference only. It is not included on the email receipt (described in step 8). Optionally, press Skip to skip directly to the Payment screen without entering the customer’s name and address.

Note: Depending on the credit card’s address verification settings (AVS), the transaction could be downgraded if you choose not enter the name and address information.

Using Sage Mobile Payments

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7. Press Swipe Card to swipe the credit card and to automatically populate the Card Number, Expiration Date, and CVV fields or enter the credit card details in the fields.

8. Enter the customer’s email address in the Email address field. Sage Mobile Payments automatically emails a receipt for the transaction to the email address you enter in this field.

9. Optionally, enter a number in the Invoice/Order # field, or text in the Additional notes field.

10. Click Submit Payment to submit the payment and to return to the Sale screen.

How to process a cash sale

1. Enter the payment amount in the Amount field.

2. Press Cash Sale to change the payment type.

3. If necessary, edit the percentage in the Sales Tax % field.

4. Press a preset percentage in the Tip % field to automatically calculate the amount in the Tip Amount field.

Note: The Sales Tax %, Tip %, and Tip Amount fields display only if you enabled them on the Settings screen.

5. Click Calculate (or Continue if did not enable the Sales Tax % and Tip fields) to open the Totals screen, where you can review the details of the sale.

6. Press Continue to open the Cash Sale screen.

7. Optionally, enter notes about the sale in the Notes field. This text will be included on the receipt.

8. Mark Send Receipt if you want to send an e-mail copy of the receipt to the customer.

9. Enter the customer’s email address in the Email field then press Next.

10. Optionally, enter the customer’s phone number in the Home Phone field.

Using Sage Mobile Payments

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11. Mark Collect Cust. Data if you want to enter the customer’s name and address.

Note: If you enter the customer’s phone number in the Home Phone field and mark Collect Cust. Data, Sage Mobile Payments will run a reverse lookup when you click Next. A reverse lookup is an online search that uses the customer’s home phone number to find their name and address information. Sage Mobile Payments automatically populates the customer’s name and address if the information is found.

12. Click Next to open the Address screen (see step 13) or to process the sale (see step 14).

13. Enter the customer’s name and address in the fields or verify the information if you used the reverse lookup then click Continue to process the sale.

14. Click OK to close the Payment Submitted screen and to return to the Sale screen.

Note: After processing cash sales in Sage Mobile Payments, use the History button (see “How to use history”) or log on to My Sage Mobile (see “Using the Sage Mobile Payments Web Site”) to view a list of your cash sales. You will need this information to create corresponding general ledger transactions in your Cash Sales application.

Creating offline transactions

Sage Mobile Payments can create offline (also called store or forward) transactions if your mobile device does not have service. Offline transactions allow you to store sale data in Sage Mobile Payments then process the payment at a later time. Authorization does not occur when you create an offline transaction; you assume the risk that the credit card could be declined when you later process the transaction.

Note: You cannot process voids or refunds, access transaction history, or change your password when Sage Mobile Payments is in Offline mode.

Using Sage Mobile Payments

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There are two situations where you may create offline transactions:

• Forced - Where your mobile device loses service and Sage Mobile Payments automatically defaults to Offline mode. If you do not have (or lose) service, Sage Mobile Payments will prompt you to enter Offline mode. Click Continue to enable Offline mode then Continue again to confirm the setting.

• Manual – Where you have service on your mobile device but choose to manually enable Offline mode in Sage Mobile Payments. Follow the steps below to manually enable and to use Offline mode.

How to manually enable and use Offline mode

1. Log on to Sage Mobile Payments to open the Sale screen.

2. Press Offline to open the Offline Sales screen then press:

• Offline Credit Sale – To open the Offline Credit screen, where you can enter the details of the offline sale. You can swipe the customer’s credit card if you have a swiper device. If not, manually enter all of the customer’s information and credit card details.

Note: If you manually enter the credit card details, you are also required to enter the customer’s address and zip code.

• Offline Cash Sale – To open the Offline Cash screen, where you enter the details of the offline cash sale.

• Upload Stored Transactions – Press to upload your offline transactions when service is restored to your mobile device. If you log off without uploading your offline transactions, Sage Payment Services will prompt you to upload your offline transactions the next time you log on.

3. Once service is restored, log off of Sage Mobile Payments then log on again to disable Offline mode.

Processing Voids and Refunds and Using History

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Processing Voids and Refunds and Using History You can process a void, refund (not available in Invoice Presentment and Payment), or search history using either Invoice Presentment and Payment or Sage Mobile Payments. Follow the steps below to process these transactions.

How to process a void

Note: When you void an invoice payment, Invoice Presentment and Payment automatically deletes the corresponding receipt in your Invoice Payment application. Additionally, you can only void unsettled transactions. Use the refund procedure in your accounting software to refund a settled transaction.

1. Press Void on the Lookup Invoice screen or on the Sale screen to open the Void Sale screen.

2. Press the transaction you want to void then press Details to open the Transaction Details screen.

3. Press Void to void the sale and to open the Void this transaction? screen.

4. Press Void Now to void the sale.

5. Press Continue to close the Transaction voided confirmation screen and to return to the Lookup Invoice screen.

How to process a refund in Sage Mobile Payments

1. Open Sage Mobile Payments.

2. Press Refund on the Sale screen to open the Refund screen.

3. Press:

• Credit Sale Refund – To open the Credit Sale Refund screen if you want to issue a credit card refund. Enter the amount of the refund in the Refund Amount field. See step 4. or

• Cash Sale Refund – To open the Cash Sale Refund screen if you want to issue a cash refund. Enter the amount of the refund in the Refund Amount field. See step 5.

Processing Voids and Refunds and Using History

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4. Enter the credit card number of the account you want to refund in the Credit Card Number field and the expiration date in the Exp Date (MMYY) field. Alternately, press Swipe Card to swipe the credit card.

5. Press Submit Refund to process the refund and to send an email message that contains a receipt for the refund.

How to use history

1. Press History on the Lookup Invoice screen or on the Sale screen to open the History screen.

2. Select the time period or area where you want to search history:

• Last 30 Days – Press to open the History- Last 30 Days screen, which lists your processed transactions from the past 30 days. Use the arrow keys at the top of the screen to move through the list. Press a transaction if you want to display the details or email a receipt.

• Current Batch – Press to open the History – Current Batch screen, which lists all transactions in the current batch. Press a transaction if you want to display the details or email a receipt.

• Transaction Errors – Press to open the Transaction Errors screen, which lists all transactions that were not processed due to transaction errors. Press a transaction to display the details or press Clear All to clear the list.

• Email Transactions – Press to open the Email Transactions screen, where you can press Email Last 30 Days to send yourself an email of transactions from the last 30 days or Email Current Batch to send yourself an email of transactions in the current batch. Press Send Email to send the email message, which lists the transactions in CSV (comma-separated value) format.

3. Press Back to return to the Lookup Invoice screen or to the Sale screen.

Using the Sage Mobile Payments Web Site

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Using the Sage Mobile Payments Web Site The Sage Mobile Payments web site (mysagemobile.com) allows you to manage your Sage mobile applications on your Microsoft Windows or Apple Macintosh workstation. The web site also includes Sage Mobile Payments – Web Edition, which allows you to run your mobile applications on the workstation.

The Sage Mobile Payments web site includes six buttons:

• Home – Click this button to return to your Home page, which lists your current services.

• My Account – Opens a menu, where you can choose to launch Sage Mobile Payments – Web Edition or to open the Account Info page. Use the Account Info page to change your password, edit your security question and answer, or edit your merchant information.

• My Apps – Opens a menu of your mobile applications. Click an application to open it on the web site. See “How to use Sage Mobile Payments from My Apps” for additional information.

• Training – Click to choose from a menu of training materials such as getting started information, videos, and helpful documents.

• Support – This button provides access to the Terms of Usage and to frequently asked questions (FAQs).

• Contact Us – Click this button to open the Contact Support page, where you can complete a form to submit a question or find the Customer Support telephone number and email address.

Follow the steps below to use the web site and to launch Sage Mobile Payment – Web Edition, where you can process transactions such as sales and issuing refunds.

How to use Sage Mobile Payments from My Apps

1. Log on to the Sage Mobile Payments web site at https://www.mysagemobile.com/index.aspx to open the Home page.

2. Click My Apps > Sage Mobile Payments to open the Recent Activity page, which displays a list of your recent transactions.

Using the Sage Mobile Payments Web Site

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3. Optionally, click Printable Version at the bottom of the list to open it on the Printable Version web page and to open the Print dialog box. Configure settings then click Print on the Print dialog box to print the report.

4. Optionally, click another report from the Reports menu on the left-hand side of the page to change the view:

• New Customers – To display a list of new customers. Use the View new customers from the last <n> days field to filter the list. You can also click Export customer data to csv to export the list to a *csv file.

or

• View Transactions – To display a list of all transactions for the current login on a new web page, where you can use filters to set the report criteria. The web page also allows you to search, print, or export the report data.

5. Click Logout to log off of the Sage Mobile Payments web site.

How to launch Sage Mobile Payments – Web Edition

Note: Do not use Sage Mobile Payments - Web Edition and Sage Mobile Payments on your mobile device at the same time.

1. Log on to the Sage Mobile Payments web site at https://www.mysagemobile.com/index.aspx to open the Home page.

2. Select My Account > Sage Mobile Payments – Web Edition to open the Sage Mobile Payments – Web Edition page.

3. Click Launch to open the Sage Mobile Payments – Web Edition window.

Note: If Sage Mobile Payments – Web Edition does not open, click the link below to download Java Runtime Environment (JRE).

4. Click Run to open the Login screen.

5. Enter your user name in the Username field and your password in the Password field.

6. Click Login to open the application, where you can use it as you would on your mobile device.