This guide will show you how to use and navigate through ePay within Microsoft Business Central. The different functionalities in ePay such as managing Customer Profiles, authorizing, and processing sales orders and invoices will be covered in this document.

1) In Business Central, search for “ePay”. Confirm that ePay Setup comes up. Click ePay Setup.

2) On the ePay Setup Card, click Test Connection.

If either of these two do not work, contact your IT department or the ePay team, because the installation & configuration of ePay is not completed.

 

 

 

ePay Setup Card – Integration

Field Name	Functionality
Gateway	Corresponding merchant provider selector.
Identifier ID	Unique ID to identify for gateway
URL	URL needed to connect to the Gateway
API Token	Corresponding Token for the API information
API Key	Corresponding Key for the API information
Payment Portal URL	URL to link to payment portal
E-Mail Pay URL	URL to link to e-mail pay

 

ePay Setup Card – Automation

Field Name	Functionality
Auto Authorize while Release	Allows automatic authorization of sales orders with ePay
Auto Capture while Posting	Allows the automatic Capture of funds when a sales order is posted using ePay
Auto Close Invoice with Email Pay	Allows the automatic closing of an Invoice through the use of Email Pay
Retrieve Transaction while Release Only	Allows the option to retrieve the transaction to BC while the order is being released. If this is not selected transaction will be retrieved while validating the Your Ref Number.
Enable E-Mail Receipts	Allows for E-Mail Receipts to automatically be sent to customers when funds are captured
Cash Receipts Enabled	Allows for cash receipts to automatically be created in the cash receipts journal when funds are captured
Enable Prepayment Deposits	Allows for prepayment deposits to be allowed
Allow Partial Payments	Allows for partial payments to be allowed as an option

 

ePay Setup Card – Defaults

Field Name	Functionality
Convenience/Additional Fee	Establishes an additional fee for using ePay. Selecting “Is Percentage” will convert it from a fixed amount to a percentage amount.
Account	Establishes the account of where the payments for ePay will go.

These are some of the key selections when creating an ePay Setup Card. Automation Features are handy for later steps.

1) In Business Central, locate the Customers List.

2) Locate the corresponding customer and choose the Customer No. to open the Customer Card.

 

3) Locate and select ePay on the action pane. Click on Profiles. This will display all the customer’s ePay profiles.

 

4) Select New
Note: This example is for CardPointe. Other merchants may look different.

 

5) For Credit Cards:
Fill in the corresponding information required and Save.

 

For ACH:
Enable the ACH Button. Fill in the corresponding information required and Save.

 

The customer now should have a completed ePay Customer Profile.

 

ePay Profile List

Field Name	Functionality
Default	Has a visual check to display which profile is set to default. Unchecked are not default
Profile ID	Corresponding ID
Identifier ID	Corresponding ID to a profile
Account ID	Unique number that is created once a new profile is made
Type	Payment type (Credit Card, ACH)
Account No	Saves only the last 4 digits of the credit card
Token	This is the unique token that associates to the credit card info

The information above should help define what certain fields in the ePay Profiles are for better understanding.

1) Navigate to the Customer’s ePay Profiles (See 2.1 for help)

2) Search for the corresponding customer profile to edit. The arrow shows which customer profile is being selected.

3) Once selected, click Manage, then Edit.

 

4) From here, edit any necessary fields with new information. Once finished, select Update Profile or check that the changes were saved in the top right.

 

Profile Card

Field Name	Functionality
New	Creates a new ePay Customer Profile with the corresponding info
Update Profile	Updates the customer profile card
Transactions	Shows the transactions associated with that profile card
Make Default	Makes the profile card default
Remove Default	Removes this profile card from being default
Delete Profile	Deletes the ePay profile

The above information shows some of the useful functionalities within a profile card for ePay.

 

1) Navigate to the Customer’s ePay Profiles (See 2.1 for help)
2) Select the profile you want to make default. Once selected, click Make Default. Verify that the profile has a checked default box next to it.

 

3) To remove a profile from being default, select the profile and click Remove Default. Verify that the profile no longer has a checked default box.

1) Head to Business Central. Use the search tool and search “Payment Method”. Select Payment Methods.

 

2) Click the “ePay Payment Method” box for all payment methods that are to be used by ePay. Ensure that the changes were saved in the top right.

 
These payment methods should now be ePay enabled.

4) For payments where you require authorization before release, toggle the box for ePay Requires Auth Before Release.
Note: This toggle requires ePay Payment Method enabled in the ePay Setup Card first (see section 1 for help).

 

Payment Methods List

Field Name	Functionality
ePay Payment Method	Allows for the payment method to be ePay applicable
ePay Requires Auth before Release	Requires authentication of funds before the release of any shipment of product for ePay

 

 

 

1) Head over to Business Central and login with your admin account.
2) Click on Sales, then Sales Orders. Select the Order No. you want to authorize.

3) Select ePay. Click on Authorize to authorize the transaction.

4) Select the existing payment profile or insert new card/ACH details. Note that the convenience fee established in the ePay Setup Card is applied and added to the total amount.
5) Click Submit once all information is added.

The Sales Order should now be authorized.

 

Payment Card

Field Name	Functionality
Total Amount	The total amount from the sales order plus the convenience fee
Convenience/Additional	Convenience fee established in the ePay Setup Card used against the total from the sales order
Select Existing Profile	Selects a customer payment profile. Establishing one can be found in Section 2: How to Manage Customer Profile
New Card/ACH Details	Information for a new card/ACH can be inserted here. Clicking Save Profile will establish the info as a new customer payment profile

 

1) Search for ePay and select ePay Setup

 

2) Under Automation, select the field for “Auto Authorize while Release”.

Note: If ePay Requires Auth before Release is enabled under the payment method, authorization will still be required before any release.

 

 

Note: To Reauthorize you must have completed an authorization in 4.1 or 4.2 first. Additionally, selecting authorize without voiding will result in this message.

 

1) Head over to the Sales Order Card. (see 4.1 for help)
2) Select ePay. Select Transactions.

 

3) Select the authorized payment. The arrow will denote which is selected.

4) Select Void.

 

5) Head back using the arrow key in the top left. Select Authorize. Follow steps #3-5 in 4.1 to finish the authorization.

 

The Sales Order should now be successfully reauthorized.

Sales Orders may have been authorized already in some cases or may not. The funds can be captured in both cases.
To see if the sales order has been authorized before the order is invoiced, going to the ePay Transactions List will show whether it has been authorized.

 

 

1) Head to Business Central. Select Sales and Sales Orders. Select the No.

 

2) Click Posting, then Post. Select either Invoice or Ship & Invoice.

Note: If ePay Requires Authorization before Release is enabled for the payment method used, an error message will appear saying that Authorization is needed first. Authorize the Sales Order to proceed. (see Section 1 or 4.2 for help)

3) Head to its Posted Sales Invoice. Select ePay. Select Charge. Insert Payment information and click Submit (see 4.1 for help).

The Posted Sales Invoice should now be processed and closed. Funds should be authorized and captured.
 

 

 

 

The method shown has Auto Authorize while Release & Auto Capture while Posting enabled in the Automation section of the ePay Setup Card (see Section 1 for help)

 

1) Head to Business Central. Select Sales and Sales Orders. Select the No.

 

2) Click Posting, then Post. Select either Invoice or Ship & Invoice.

 

3) Head to the Posted Sales Invoice. The Posted Sales Invoice should automatically have authorized and captured the funds for the Sales Invoice.

Note: If you have Cash Receipts Enabled & Post Cash Receipts While Capture enabled from the ePay Setup Card then the Sales Invoice will be closed.

 

 

 

 

This section only applies to Posted Sales Invoices that have not had their funds authorized and captured.

1) Head to Business Central. Search Posted Sales Invoice. Select the No. to authorize and capture funds from.

 

2) Select ePay. Select Charge

 

3) Insert the necessary payment information. Select Submit. *Note the added convenience fee that was established in the ePay Setup Card.

 
The Posted Sales Invoice should now have the funds authorized and captured.

 

1) Head to Business Central. Search for Service Orders. Select the No. to authorize.

 

2) Ensure that the Service Order status is set to Finished. Select Release and Release to Ship.

Note: If Auto Authorize while Release is enabled from the ePay Setup Card and there is a payment method code selected, step 3 will already be completed. Verify this by selecting ePay and then Transactions.

 

3) If Auto Authorize while Release is disabled in the ePay Setup Card, then this process will have to be done manually.

To manually do this, select ePay. Select Authorize and submit the payment (see 4.1 step 5 for help).

 

4) Select Posting. Select Post. Select the posting option.

 

The service order should now be a Posted Service Invoice.

 

1) Head to Business Central. Search for Service Invoices. Select the No. to authorize.

 

2) Select ePay. Select Authorize.

3) Insert the necessary payment information. Select Submit.

 

4) Now that the Service Invoice has been authorized, the Service Invoice should be posted. Select Approve. Select Post.

 

The service invoice has now been authorized and posted.

This section only applies to Posted Service Invoices that have not had their funds authorized and captured.

1) Head to Business Central. Search Posted Service Invoices. Select the No. to authorize and capture from.

 
2) Select ePay. Select Charge.

 

3) Insert the necessary payment information. Select Submit. *Note the added convenience fee that was established in the ePay Setup Card.

 

4) Select ePay. Select Transactions. Verify that the funds were authorized and captured.

 

The Posted Service Invoice should now have the funds authorized and captured.

1) Head to Business Central. Search for Cash Receipt Journals.

2) Select the appropriate Batch Name.

3) Select the appropriate Account Number for the customer.

4) Copy the Document No. Select Process. Select Apply Entries.

 

5) Paste the Document No. into the Applies-to ID section for all applicable Posted Sales Invoices. Select OK.

 

6) Repeat the process for any other invoices for the batch.

7) Select the Customer Account using the arrow. Select ePay. Select Charge. Insert Payment Information and select Submit.

 

8) Select Post/Print. Select Post.

 

9) The Journal Lines have now been posted and the customer account balance should reflect this change in payment.

Verify this by viewing the customer card. Balance should now reflect the amount of change. Selecting ePay and Transactions will also display the record.