Accept Payments on Invoices in Business Central

Accept Payments on Invoices in Business Central

Accept Payments on Invoices in Business Central helps finance teams and accounts receivable users collect customer payments from Business Central invoices, posted sales invoices, customer records, and related payment workflows while keeping payment status, receipts, authorization review, and reconciliation activity connected to Business Central.

This intent page focuses on invoice payment workflows documented for the System Solutions LLC Credit Card Processing functionality, including customer invoice payments by credit card, debit card, ACH, card on file, automatic payment, Pay API, payment terminals, authorized transaction review, and reconciliation support.

Solution Overview

Finance managers and accounts receivable users often need to collect payment directly from customer invoices without separating the payment process from Business Central. The documented payment processing workflow supports payments from posted sales invoices, posted sales credit memos, customer records, customer account payment pages, and payment method driven posting flows.

The documented functionality allows Business Central users to perform credit card, debit card, and ACH payments to sales invoices and credit memos. The payment process can use configured payment terminals, Pay API, TranCloud, DC Direct, Moneris Canada settings, saved cards, automatic payments, authorization review, receipt review, and reconciliation analysis.

Typical users include accounts receivable staff collecting invoices, finance managers reviewing customer payment activity, Business Central administrators configuring payment methods and terminals, and implementation teams connecting payment workflows to Business Central customer and invoice records.

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Accept Payments on Invoices in Business Central Overview

The documented extension supports payment activity against Business Central sales invoices, posted sales invoices, posted sales credit memos, and customer account balances. Users can start payment from a customer record, posted document, or payment method driven posting process, depending on the configured payment workflow.

Accept Payments on Invoices in Business Central Features

• Customer invoice payments using credit card and debit card processing.
• ACH payments through the Datacap Pay API platform when ACH is set up for the merchant.
• Payment Processing Setup records that control gateway platform, payment behavior, receipt behavior, automatic payments, emailing, testing options, and related pages.
• Payment Processing Terminals configured by payment method, location, and Business Central user.
• Pay to Customer Account workflow for direct customer payments.
• Posted Sales Invoice and Posted Sales Credit Memo payment actions.
• Card-on-file tokenization for future invoice and customer payments.
• Automatic payments using Business Central Job Queue entries for monthly, weekly, or daily customer balance payment workflows.
• Authorized transaction review, receipt review, signature review, document assignment, and Analysis Mode reconciliation.

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Invoice Payment Entry Points

The source guide documents multiple places where a credit card payment can be initiated in Business Central. For invoice payment workflows, the most relevant starting points are the Customer Payment page, Customer Card, Posted Sales Invoice, Posted Sales Credit Memo, and posting a sale with a payment method configured for payment processing.

• Customer Payment page: Can be accessed from Payment Processing Setup > Related > Pay to Customer Account and used to freely pay any customer or invoice.
• Customer Card: Actions > Payment Processing > Pay allows a user to make a payment directly to the customer, with invoice selection when needed.
• Posted Sales Invoice: Actions > Payment Processing > Pay allows a payment directly to a posted sales invoice.
• Posted Sales Credit Memo: Actions > Payment Processing > Pay allows a payment workflow from the posted sales credit memo area.
• Posting a sale: When the Payment Method Code on a Sales Order, Sales Invoice, Credit Memo, or Sales Return Order is configured in the payment terminal, posting can automatically open the payment page.

If payment is approved during the posting workflow, posting continues. If payment is canceled or declined, posting stops so corrections can be made and the payment can be attempted again. If a partial amount is approved, posting continues and the remaining amount should be paid directly on the posted invoice or posted credit memo.

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Payment Processing Setup for Invoice Payments

The Payment Processing Setup page is used to create and open a setup record for the payment processing workflow. For invoice payment collection, the setup controls how Business Central connects to the payment platform, posts customer payments, records transaction details, and manages related payment actions.

Invoice Payment Configuration Fields

• Payment Processing Code: Specifies the unique code for the payment processing setup. Multiple setup records can be created and assigned to specific logged in users.
• Customer Payment No. Series: Used for document numbers when payments are made through the Customer Payment page or preauthorizations.
• Customer Payment Journal Batch: Used to post payments made through the Customer Payment page or preauthorizations.
• Credit Card Platform: Specifies the Datacap connection platform, including TranCloud, TranCloud for Moneris Canada, DC Direct, or Pay API.
• Merchant ID: Provided by Datacap.
• Tran Device ID: Provided by Datacap or printed on a TranCloud device label for the TranCloud platform.
• Datacap Pay API Public Key: Provided by Datacap for Pay API.
• Pay API Setup Code: Links a Pay API setup when tokens need to be shared between platforms for cards on file.

Invoice Payment Options

• Allow ACH Payments: Enables ACH payments for Pay API when ACH has been set up for the Datacap merchant.
• Pay Immediately: Initiates payment as soon as the credit card page opens.
• Close After Approved: Closes the payment page after approval conditions are complete.
• Receipt Text: Controls whether full receipt text, authorization fields, or EMV fields are saved where supported.
• Save Cards on File: Determines whether accepted cards are stored as customer-specific tokenized payment methods for future purchases.
• Disallow Partial Authorizations: Requires full authorization or the transaction is declined.
• Add Surcharge to Credit Card Sale: Adds a percent surcharge when enabled, subject to regional surcharge laws.
• Waive Surcharge for Payments to Customer Account: Prevents surcharge from being added when payment is made directly to a customer account.

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Payment Terminals for Invoice Payment Methods

A payment terminal corresponds to a specific setup used to process payments. For invoice payment workflows, a payment terminal can associate a Business Central payment method with a specific Payment Processing Code, platform, merchant ID, location, user, device, or PIN pad configuration.

Each Payment Processing Terminals record must at least specify a Payment Method and Payment Processing Code. Location and User are optional and can be used when different store, counter, or user workflows need different terminal settings.

• Payment Method Code: Opens the payment page with the configured payment terminal settings.
• Location Code: Assigns terminal settings to a location or leaves the setup as default.
• User ID: Assigns terminal settings to a Business Central user or leaves the setup as default.
• Payment Processing Code: Determines the payment platform, merchant ID, and other setup settings.
• PIN Pad Serial No. / Tran Device ID: Specifies a PIN pad serial number for DC Direct or Tran Device ID for TranCloud.
• PIN Pad IP Address and Port: Defines communication settings for TranCloud card devices.
• Terminal ID: Used when the processor provides a terminal ID, and required for Moneris.
• User Merchant ID: Allows a user-specific Merchant ID if needed.

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Credit Card and ACH Invoice Payments

After a payment starts, the Credit Card Payment page opens. The amount shows the amount to be charged, Pay proceeds with the payment, Status shows the transaction outcome, Approved shows the approved amount, Cancel stops the current transaction, Print Receipt can generate a receipt, and Close continues after approval.

With Pay API, the card can be entered directly into the Credit Card Payment page and no device is required. With device-based workflows, the card device asks the customer to insert or enter the card depending on the configured platform and options.

ACH Invoice Payments

ACH payments can be made using the Datacap Pay API platform. The documented workflow requires authorization method, routing number, account number, and other account details. The authorization acknowledgment must be checked before proceeding.

ACH payments must be properly authorized. A prearranged authorization method indicates that the customer completed an ACH authorization form or was recorded during a phone call authorizing the payment. A phone authorization method displays a script on the page with details automatically filled in. Email is sent after ACH payments, and the source guide states that emailing after ACH payments is a NACHA requirement.

Manual Card Entry and Voids

Manual Entry can be enabled before clicking Pay to manually input card information into the device. This option is not applicable to Pay API, which is always manually entered. The documented fields include credit card number, expiration date, security code, and billing ZIP code.

The Is Void option can be enabled before clicking Pay. The transaction type is determined by payment amount and the Is Void setting: sale, return, void sale, or void return.

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Card-on-File and Automatic Invoice Payments

Card-on-file functionality allows users to select a saved customer card instead of entering new payment information. The source guide describes this as Card on File for credit card processing and Account on File when making an ACH recurring payment.

The Save Cards on File setting controls whether cards are not saved, optionally saved during payment, or automatically saved after approval. Saved cards can later be selected on the payment page by choosing Card on File and selecting the card.

Automatic Invoice Payment Workflows

Merchants using the Datacap Pay API platform can set customers to make automatic payments. When this is enabled on the Payment Processing Setup page, a Payment Processing Fast Tab is visible on the Customer Card page.

• Automatic Payment Schedule: Specifies when and how the customer should be charged, including monthly, weekly, or daily schedules with credit card or ACH payment.
• Last Automatic Payment: Shows the last successful automatic payment date.
• Automatic Payment Card or Account: Specifies the card or account enabled for automatic payments on the Cards on File page.
• Job Queue Entries: Automatic payments use Business Central Job Queue entries with parameter strings for monthly, weekly, or daily payment runs.

A card must be on file for automatic payments to work. The customer must first make at least one regular payment, and then the card must be enabled for Auto Payments.

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Payment Results, Receipts, and Voids

Regular sales made with TranCloud and DC Direct platforms generate receipt data, while Pay API and other card-not-present transactions made with any platform do not generate receipt data, so the extension creates its own receipt from the authorization code and other fields.

Receipt options include printing a simple credit card receipt, extending standard sales invoice and credit memo reports with credit card receipt lines, attaching receipt data to LS Express POS receipt slips using an extended report, or copying credit card receipt information to LS Express EFT receipt text when that option is enabled.

Invoice Payment Receipt Review

Users can select the transaction on the Credit Card Authorization page and choose Actions > Print Receipt. Users can also go to the Posted Sales Invoice page and choose Actions > Payment Processing > Print Last Receipt.

If an approved transaction requires a signature, the customer is prompted to sign. The Show Signature button displays the captured signature on the page, and the Sign button can prompt the customer to sign again when needed.

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Reviewing and Reconciling Invoice Payment Activity

Approved payments can be reviewed by searching Authorized Credit Card Transactions in Business Central or opening the page through related actions from the setup page. The list can be searched, sorted, or exported to Excel.

• View Receipt: View and print the payment receipt.
• View Signature: View captured signatures for TranCloud or DC Direct platforms when signatures are enabled.
• View Email: View the Pay API customer email sent after payment when emailing is enabled.
• Filter Records Without Document No.: Filter authorized payments that were not updated with a posted document number.
• Assign Document No.: Manually assign a document number to the selected payment.

The guide also documents viewing credit card payments from specific customer, posted sales invoice, and posted sales credit memo pages through Actions > Payment Processing > View Payments.

Business Central Invoice Payment Reconciliation

The source guide documents reconciliation using Authorized Credit Card Transactions Analysis Mode. A user can create a new analysis, filter by payment date, save an analysis view, and add Card Type as a field to display and subtotal by card type.

For customer invoice payments, this reconciliation workflow helps AR users compare Business Central authorization records with processor deposit totals and review payment activity by date or card type.

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Example Business Workflows

Workflow 1: Collect Payment from a Posted Sales Invoice

An AR user opens a Posted Sales Invoice, chooses Actions > Payment Processing > Pay, and processes the customer payment through the configured payment platform. The payment result, receipt, and authorization activity remain connected to the Business Central invoice payment process.

Workflow 2: Take a Customer Payment and Apply it to an Invoice

A user opens the Customer Card, chooses Actions > Payment Processing > Pay, selects the invoice when needed, and completes the credit card or ACH payment through the configured Datacap platform.

Workflow 3: Use Payment Method Posting to Open the Payment Page

A Business Central user sets the Payment Method Code on a Sales Order, Sales Invoice, Credit Memo, or Sales Return Order to a payment method configured in Payment Processing Terminals. Posting automatically opens the payment page, and the posting flow continues after payment approval.

Workflow 4: Use Card-on-File for Repeat Invoice Payments

A user saves an approved card on file, then selects the saved card for future invoice or customer payment workflows. If multiple platforms or merchant IDs are configured, token sharing can be used when the Datacap merchant IDs are in the same token sharing group.

Workflow 5: Automate Customer Balance Payments

A merchant using Pay API enables automatic payments, configures the customer automatic payment schedule, selects the card or ACH account enabled for Auto Payments, and uses Job Queue entries to process customer balances on the configured schedule.

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Conclusion

Accept Payments on Invoices in Business Central gives finance teams and Business Central users a documented way to connect customer invoice payments, credit card payments, ACH payments, card-on-file processing, automatic payments, payment receipts, authorization review, and reconciliation activity to Business Central customer and invoice records.

For organizations evaluating Business Central invoice payment integration, the strongest workflow is not only accepting a payment. The broader value is keeping payment capture, authorization status, receipts, customer records, posted invoices, and reconciliation review in the same operational process.