Program: Digital Payment Batch Settlements

This program lets you manually settle digital batch payment transactions received through the Payment Gateway (and paid via PayThem) against your customer's Accounts Receivable invoices.

Exploring

Things you can do in this program include:

  • View pending digital batch payment transactions that were processed in PayThem but not yet posted in Syspro.

  • Reconcile pending transactions against your bank statement.

  • Select transactions for batch settlement and post them to the relevant customer invoices.

  • The status of the settled transactions will be updated in the ArBatchSettTrans table.

This program is accessed from the Program List of the Syspro menu:

  • Program List > Accounts Receivable > Transaction Processing

A payment gateway is a secure technology platform that facilitates the transfer of payment information between a customer, a merchant, and the financial institutions involved in a transaction. It acts as a digital bridge, authorizing and processing payments made through various channels (credit cards, debit cards, or digital wallets) by encrypting sensitive data and ensuring compliance with security standards.

In essence, it enables businesses to accept electronic payments safely and efficiently, whether online, in-store, or through integrated enterprise systems.

Batch settlements delays the posting of a digital payment against a customer's invoice until the operator confirms the payment against the actual bank statement. This separates the timing of the credit card transaction in PayThem from the timing of the AR posting in Syspro, allowing operators to reconcile against their bank deposits.

Starting

To use this feature, the following setup option(s) must be enabled/defined:

Setup Options > Preferences > Financials > Accounts Receivable

  • Batch settlement of payment transactions

    The Batch settlement of payment transactions setup option must be enabled.

    If this option is not enabled, digital batch payments are posted automatically against the customer's invoice when settled in PayThem and no transactions are written to the batch settlement table .

  • The Payment Gateway must be configured.

The following configuration options in Syspro may affect processing within this program or feature, including whether certain fields and options are accessible.

The Setup Options program lets you configure how Syspro behaves across all modules. These settings can affect processing within this program.

Setup Options > Preferences > Financials > Accounts Receivable

  • Batch settlement of payment transactions

Solving

When the Batch settlement of payment transactions setup option is enabled, digital batch payments are intentionally not posted automatically. The transaction is held in the ArBatchSettTrans table until confirming the settlement using the Digital Payment Batch Settlements program (Program List > Accounts Receivable > Transaction Processing).

The settlement amount in the Digital Payment Batch Settlements program reflects the amount captured by PayThem and cannot be edited. Roll up all the invoices in one batch payment to few the amount displayed on the bank statement. If the bank statement differs (for example due to merchant fees), settle the transaction at the full captured amount and record the fee separately using the Cash Book Deposits and Withdrawals program.

Refer to the FAQ below:

Follow these steps to record card fees:

  1. Capture the payment in Syspro.

    When a customer pays via the gateway, the full gross sales amount is recorded, (i.e. not the net amount after fees).

    For example:

    If the customer pays R1,000 with AMEX, you record R1,000 as the payment against the invoice.

  2. Record the merchant fee in Syspro.

    The payment processor (e.g. TranSafe) sends a settlement report with a breakdown by card type (e.g., Visa 2%, AMEX 3.5%) directly to the Syspro business.

    The merchant fee is posted as an expense to a specific GL account (e.g. Merchant Fees – AMEX or Merchant Fees – Visa).

Follow these steps to configure this in Syspro:

  1. Set up the integration so that the payment transactions are posted to a Payment Gateway Cash Book.

    You do this by specifying a Payment Gateway bank account against the customer at the Bank field within in Customers program.

  2. When you receive the settlement report, use the Cash Book Deposits and Withdrawals program to do the following:

    1. Record merchant fees

      Process a withdrawal from the Payment Gateway cash book to the relevant expense GL account for the merchant (credit card) fees.

    2. Record incoming funds

      Process an immediate transfer from the Payment Gateway cash book to the bank account that receives the actual deposit, reflecting the cash inflow.

This allows you to use the Payment Gateway Cash Book to monitor the accuracy and validity of merchant fees charged.

Using

  • Columns in a listview are sometimes hidden by default. You can reinstate them using the Field Chooser option from the context-sensitive menu (displayed by right-clicking a header column header in the listview). Select and drag the required column to a position in the listview header.

  • Fields on a pane are sometimes removed by default. You can reinstate them using the Field Selector option from the context-sensitive menu (displayed by right-clicking any field in the pane). Select and drag the required fields onto the pane.

    The captions for fields are also sometimes hidden. You can select the Show Captions option from the context-sensitive menu to see a list of them. Click on the relevant caption to reinstate it to the form.

    If the Show Captions option is grayed out, it means no captions are hidden for that form.

  • Press Ctrl+F1 within a listview or form to view a complete list of functions available.

Reconciliation and settling digital payments

Digital payments captured through the Syspro Supply Chain Portal or through the AR Payment Run program can be grouped into batches at the time of processing in PayThem.

The settlement workflow then follows these steps:

The Digital Payment Batch Settlements process is as follows:

  • Configure the selection criteria in the Options pane to narrow the batches displayed.

  • Select Start Processing to load the pending batches into the Transaction to Settle listview.

  • The listview displays each batch as a parent row, with the individual invoices paid in that batch grouped beneath it.

  • Expand a batch to view the individual invoices, Provider IDs and payment amounts that make up the batch total.

  • Collapse a batch to view only the total amount, which is the value that reconciles to the bank statement.

  • For each batch whose total matches an entry on the bank statement:

    • Select the check box against the batch.

    • Optionally enter the bank statement reference in the Reference column.

    • Once all matching batches are selected, choose the Settle Selected function from the toolbar.

      The payments within each selected batch are posted to the relevant customer invoices using the AR Payments and Adjustments business object. An informational message confirms the number of invoices that were settled.

  • View the customer's account in the Customer Query program or Syspro Supply Chain Portal to confirm that the invoice balance have been reduced.

The following lists the various statuses for a settlement of digital payments captured through the Syspro Supply Chain Portal or the AR Payment Run program.

Status Description

Pending

The payment was captured successfully in PayThem and is awaiting manual settlement against the bank statement. This is the default status when a transaction is written to the ArBatchSettTrans table.

Settled

The operator confirmed the payment against the bank statement (using Digital Payment Batch Settlements) and the customer's invoice was updated with the payment. The Accounts Receivable balance was decreased in Customer Query.

Rejected

The operator reviewed the pending transaction and determined that it must not be posted to the customer's account.

Referencing

This processes the selected criteria, thereby synchronizing the relevant files and tables. The function is enabled by making a selection from the available options.

This lets you change the currently configured review criteria.

Field Description

Payment date selection

Indicates the range of payment dates for which pending transactions are displayed. The payment date is the date on which the transaction was captured in PayThem.

Customer selection

Indicates the customer(s) for which to display pending digital payment transactions.

Invoice selection

Indicates the invoice(s) for which to display pending digital payment transactions.

Include paid settlement transactions

Select this to include transactions that have already been settled in the listview. This is useful for audit and review but cannot be used to action further settlements.

This lets you select all lines in the listview.

This lets you deselect all lines in the listview.

This lets you post the selected transactions to the relevant customer invoices and update the settlement status to Settled.

Field Description
Checkbox Use this checkbox in this column to select the transaction(s) to which you want to apply the Settle Selected function.

Customer

This indicates the customer code linked to the digital payment.

Sales order

This indicates the sales order number linked to the digital payment.

Payment amount

This indicates the amount captured by PayThem.

Payment date

This indicates the date on which the payment was captured in PayThem.

Currency

This indicates the currency in which the payment was captured.

Reference

Enter a reference for the settlement (typically the bank statement reference).

Settlement status

This indicates the current status of the transaction.

  • Pending

  • Rejected

  • Settled

Settlement date This indicates the date on which the transaction was settled or rejected. This field is blank for transactions in a status of Pending.
Operator This indicates the operator who actioned the settlement or rejection.