V8 - SOS Pay setup checklist

Some actions must be executed in SOS Inventory to ready the system for handling payment transactions along with MerchantTrack ACH and credit card processing.

1. Grant ACH and credit card processing privileges in SOS Inventory to users who need access to SOS Pay.
    
   edit_noteNOTE: Only administrators may grant user privileges.
   • Go to Company menu > Miscellaneous > User administration. On the Users list, select Add new for a new user, or locate the appropriate existing user and click on the user's name. On the User page, enable Process credit card or ACH payments. If the user needs the ability to view the Payments list, enable View payments received from QuickBooks also. Save and close when finished.
      

2. Select the invoice template to be used when the customer downloads a copy of the invoice after making an online payment. 
   • See Form templates for more information on selecting and, if desired, modifying a form template.
   • If you are a veteran SOS Inventory user, you may already have an existing template for invoices that you normally use for email attachments. You may use the same invoice template for online payments, if preferred.
      
3. Under Payment settings (Settings > Payment settings), specify your desired settings for credit card processing and payment transactions. The Payment setting field descriptions are explained below:

   • Avs options. Address Verification System (AVS) options include Zip code must match and Accept all.

   • Cvv options. Credit verification value (a three- or four-digit CVV2 card code) options include Accept all and CVV must match.

   • Prefix. This field is optional. If a value is entered, it will be placed automatically before the system-generated payment reference numbers. For example, if the prefix is 2021-, payment reference numbers would be 2021-1, 2021-2, etc.

   • Next number. Enter a beginning value if you want to reset your payment reference numbering.

   • Company name. Your company name as you wish it to appear to customers making an online payment.

   • Invoice template. The template your customers see if they download the PDF of an invoice when making an online payment, as specified in Step 2.

   • Notify email. This field is optional. The address(es) to which notifications are emailed when online payments are received from customers. Use a comma between email addresses if multiple addresses are entered.
      

4. Specify the default deposit asset and deposit liability accounts to which the system will designate payments.
   • The accounts must be created in QuickBooks and then synced to SOS Inventory.
   • In SOS Inventory, go to the general Sales settings (Settings > Sales settings > General). From the Default deposit asset account and Default deposit liability account dropdown lists, select the appropriate account from each, then Save and close.
      
5. Set up payment methods, either in SOS Inventory or in QuickBooks Online, for all that your company will accept. The two MerchantTrack payment methods, SOS Pay – ACH and SOS Pay – credit card, are automatically included as payment methods when SOS Pay is enabled.
    
6. If you want your customers to have the option of paying their invoices online, configure Tracking email settings for invoices.
   • The system adds a Payment link field to each invoice transaction when it is saved. The link connects to a secure payment page where the customer can pay the invoice online.
   • The payment link can be included as part of the body of an email message when the invoice record's Email action (accessible on the Invoices list) is used to send an invoice to a customer. In the Invoice field on the Tracking email settings page (Settings > Tracking email config), copy the bracketed merge field code [PaymentLink] that is below the text box and paste the code in the body of your email message (see the screenshot below), then Save and close. SOS Inventory will automatically pull the payment link into the body of the email when the invoice is sent to the customer.
     
     
      
7. Add custom fields for Payment transactions (only if desired and within the number permitted for your SOS Inventory subscription plan).

SOS Inventory users with SOS Pay privileges have full access to all features in MerchantTrack. No additional MerchantTrack setup is needed.