quick start guide salary payments for sage vip payroll & … · quick start guide salary...

Quick Start GuideSalary Payments for Sage VIP Payroll & HR

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Our easy to use guide will get you up and running in no time!

Sage Pay allows you to seamlessly transfer your salary payments from Sage VIP Payroll directly to South African bank accounts.

This guide will assist you to:

9 Issue a service key ( used to connect Sage VIP Payroll & HR to your Sage Pay Account).

9 Insert a service key into Sage VIP Payroll & HR.

9 Submit a salary batch to Sage Pay.

9 Print a batch report.

9 Authorise a salary batch.

9 View batch reports.

Login

1. Navigate to https://merchant.sagepay.co.za.

2. Insert your Username, Password & PIN. Press the green login button.

3. These credentials would have been emailed to you when your account was activated, should you not have them, please contact your system superuser to reset your password or contact the Sage Pay help desk on 0861 338 338.





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How to issue a Service Key

Service keys allow Sage Pay to validate and verify data sent by the Sage VIP Payroll & HR application.

Service Keys are a vital part of system security and should be treated with the utmost confidentiality. Sage VIP Payroll & HR requires 2 service keys:

9 Credit Data

9 Salary Payments

Important Note: Always keep your Service Keys safe.

1. Click the grey ‘Account Profile’ tab on the left side of the screen.

2. Click Sage Connect.

3. Click on ‘Credit Data’ from the sub menu and complete the required fields.

Please Note: Remember to select the Sage VIP Payroll & HR postback URL.

4. Select the Sage VIP Payroll Credit Data Postback Url.

5. Select submit.

6. See page 4 how to insert your service key into your Sage VIP Payroll & HR software.

1. Select the Account Profile tab on the black taskbar.

2. Click the grey Account Profile tab on the left hand side of the screen.

3. Click Sage Connect.

4. Click on ‘Salary Payments’ from the sub menu and complete the required fields.

5. Select the Sage VIP Payroll Salary Payments Postback Url.

6. Select submit.

7. See page 4 how to insert your service key into your Sage VIP Payroll & HR software.

Notes:

• Ignore errors – Selected: any validation errors in the batch is ignored & only successful transactions processed.

• Auto forward – Selected: the batch will be moved to the next valid pay date; if your current date selection is invalid – i.e. Sunday.

• Lock batch on upload – Selected: the batch cannot be edited -& changes must be made in the payroll & resubmitted.





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How to insert a Service Key.

1. Open your Sage VIP Payroll & HR software.

2. Select Interface -> Export Control -> ACB

3. Under “Your Selection”, Select Sage Pay and close

4. The screen will now change and allow you to insert your Sage Pay details

5. Insert your:

• Sage Pay Account Number (found on the top right hand side of your Sage Pay account online)

• Sage Pay Salary Service Key (as issued on page 3 of this guide)

• Sage Pay Credit Data Service Key (as issued on page 3 of this guide)

Note :

These service keys would also have been emailed to the address used to set the service keys up. Please store them in a responsible manner





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How to submit salary batches to Sage Pay

Sage Pay offers two (2) Payment services1. Dated Service - great for salaries or wages.

• Closes (must be authorized on Sage Pay system) by 13h00 on Monday to Friday (excluding public holidays) one (1) business day prior to the action date.

• Payroll value transfer must take place by latest 13h00, one (1) business day prior to the action date.

• Payments allowed Monday to Saturday (excluding public holidays)

• All banks customers’ see the value the on the Action Date (all bank accounts (irrespective of bank, branch or account type) updated at 00:01 of action date)

2. Same Day Service - great for creditor payments / bonuses.

• Closes at 13h00 (must be authorized on Sage Pay system) on Monday to Friday (excluding public holidays) on the action date.

• Payroll value transfer must take place by latest 13h00 on the action date.

• Payments allowed Monday to Friday (excluding public holidays)

• FNB customers see the value after 15h00 on the action date

• All other banks customers see the value the following business day; back dated to the previous day

Read more about Sage Pay’s payment services

Sage VIP Payroll & HR will by default send a dated service file. You can change the date on your Sage Pay account.

1. Select Interfaces -> Export data -> ACB Payroll data.

http://www.sagepay.co.za/sagepay/salary_creditor_payments.asp





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How to submit salary batches to Sage Pay(continued)

2. Select the action date (Please note the date must be future dated – you may change this again on the Sage Pay system)

VIP will by default transfer a file to Sage Pay as a DATED SERVICE file.

3. Select Nett pay amount or Selected amount.

4. Click continue

5. Select run type, click continue.





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1. Select your required printing option and click continue.

2. The total Nett amount is displayed after printing is complete, select Continue.

3. If you have another payroll to process, please select that payroll now and jump back to page 6 in this guide. If you are done and do not want to process any further batches, please select Close





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4. The following dialogue wil appear once the file/s have been successfully transmitted to Sage Pay. It might take up to 5 minutes depending on your internet speed and the file size. Please be patient

5. If you see this dialogue the file was successfully sent to Sage Pay and you may click OK and sign into your Sage Pay account and authorise the release of the data.

6. Select OK.

7. You may now authorise the file on Sage Pay.

8. If you see the following error, it means that the file could not be sent to Sage Pay due to a technical error either with your software or your internet connection. Please go to the directory (usually C:\Premier) you defined on page 6 of this guide and manually upload the file keeping the cut off times in mind. Your Sage Pay account manager would be able to assist you with this process (Tel 0861 338 338).






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How to download your pre-authorisation report from Sage Pay.

1. Sign into your Sage Pay account with the credentials supplied on registration.

2. Select the ‘Services’ tab on the black taskbar.

3. Select ‘Payments’ from the dropdown menu.

4. Click the grey ‘Payments’ tab on the left hand side of the screen.

5. Select Salaries -> Manage salary batches.

6. The list of salary batches will now be displayed.

1. To download your Pre-Authorisation Report, select ‘Edit clients’ on the left side of the Salary Batches table.

2. To download your salary batch report, click on the green ‘Download’ button above the right hand side of the table.

3. Your Salary batch report will be displayed on the screen. Click on the ‘Save’ icon and select your preferred format to download your report.

4. The batch will automatically start downloading and save in your default downloads folder.

Notes:

The Pre-Authorisation report details all salary payment transactions uploaded to Sage Pay from Sage VIP Payroll & HR. Certain transactions may have been rejected due to validation failure of banking details. These details will be emailed to you by Sage Pay or you can access it by selecting Account profile -> Integration Tools -> Batch file upload report.





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How to authorise a Salary Batch

1. Select ‘Manage Salary Batches’ from the ‘Payments’ submenu. The list of salary batches will be displayed.

2. Select the ‘Authorise’ button next to the batch that you would like to process.

Notes:

Batches can be unauthorised until 1pm on the date they are to be processed on the Same day service and by 1pm one business day before the payments day for the Dated payment service.

Please refer to the cutoff times on page 5.

3. The confirm batch authorisation screen is displayed. This is a summary of the salary batch including charges, notifications and a choice of funding options: • Pay against available balance if there is sufficient credit in your Sage Pay account. • Transfer funds if you need to fund the Sage Pay clearing account for payment.

4. Read and accept the terms and conditions, then select ‘Authorise’.





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How to authorise a Salary Batch(continued)

1. Should you elect to pay using available balance you will then be re-directed to the Confirm Batch authorisations screen.

2. Click ‘OK’

3. Your Salary Batch is now authorised and will be scheduled to run on the selected date.

1. If you are paying using the transfer funds option, you will be prompted to insert the following information. • The date when the transfer will be made, • The Sage Pay account you will be transferring to, • The amount to be transferred, • The Extra fields are optional for reconciliation purposes.

2. Click on ‘Print report’ in order to obtain details of the Sage Pay clearing that you need to fund. Note: Please ensure your transfer has the correct reference.

3. Click ‘Authorise’ to confirm your bank transfer.

4. Your Salary Batch is now authorised and will be scheduled to run on the selected date.





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Still stuck? Contact your personal Account Manager on 0861 338 338

or email us on [email protected]

How to download your Post Batch Processing Report

1. Select the ‘Services’ tab on the black taskbar.

2. Select ‘Payments’ from the dropdown menu.

3. Click the grey ‘Payments’ tab on the left side of the screen.

4. Select Salaries -> Batch Report.

5. Click on the printer icon to the left of the batch.

6. Click on the ‘Save’ icon and select your preferred format to download your report.

7. The batch will automatically start downloading and save in your default downloads folder.

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