Payment Processors

Overview 

The Payment Processor screen provides the ability to have more than one Payment Processor account connected to your organization (org). More than one Payment Processor account can be included if you are using Stripe as your Payment Processor. You can also configure a Global Default Payment Processor in case a Payment Processor has not been specified on Billings.

The information on the Payment Processor screen will be used when you connect to Stripe. This screen also includes the ability to test your connection using the Test Mode.

Some of the fields that display on the Payment Processor screen are included based upon the selected Payment Processor Type: Stripe.

Do you want to:

• Add a Payment Processor for Sola
• Add a Payment Processor for Stripe
• Review Transaction Import Errors from Sola

Add a Payment Processor for Sola

1. Navigate to Accounting Home and click the Setup tab. Then, under the Utilities menu, click Payment Processors.
2. Click New. The New Payment Processor dialog box displays.
   
   
   
   
3. Under the Information section, complete the following:
   1. Enter a descriptive Name for this Payment Processor, which is a required field.
   2. Select Sola from the Type drop-down list.
      
      Note: If Last Sync information displays in this section, leave it blank. This will be automatically updated by the system with information related to the last time and date the “Create Payment Processing Journal Entries” batch job successfully ran.
      
      
   3. Leave the PaymentSite URL field blank for now.
      
      
4. Under the Configuration Options section, complete the following:
   
   1. Leave the Global Default Payment Processor checkbox blank for now. For more information, refer to the Payments Settings article. 
   2. If you want the Merchant Download Automation job to split the Journal Entry Lines (have one JEL, per transaction) that post to the Merchant GL Account on the related Payment Processor, select the Split Merchant JELs checkbox. Each JEL will be populated with the associated customer name in the Account field. Additionally, if you enable convenience fees, selecting this same checkbox provides the ability to split the Journal Entry Lines (one JEL, per transaction) that posts to the Unapplied A/R GL Account. And again, each JEL will be populated with the associated customer name in the Account field.
      

      Note: The Split Merchant JELs checkbox defaults to unchecked. If this is not selected, the Journal Entry Lines will not be split by each transaction and associated customer name.

   3. The Enable PaymentSITE Partial Payment checkbox defaults to selected. If you do not want to allow customers to make partial payments, de-select this checkbox. Otherwise, continue with the next step. 
   4. If you choose to include Convenience Fees, click the Enable Convenience Fees checkbox. 
      
      Note: The information about Convenience Fees will be added in the related section below. 
      
      
5. Under the GL Mapping section, complete the following:
   
   1. Search for and select a Default Ledger. This is a required field. 
      
      Note: This is the Ledger that will be used in the event that any payments are generated in Sola that are not associated with a specific Billing or Ledger.
      
      
   2. Search for and select the Bank GL Account. This is a required field, which represents your company’s bank account. This cannot be the same GL Account as your Merchant GL Account.
   3. Search for and select the Merchant GL Account. This is a required field. 
      
      Note: A Merchant Account allows you to accept and process electronic payment transactions. The Merchant GL Account entered here represents the bank account into which Sola payments are initially deposited. This GL Account must be a Balance Sheet type of GL Account and have the Bank or Credit Card Account checkbox selected.  This cannot be the same GL Account as your Bank GL Account.
      
      Note: The Merchant GL Account must be set up in the General Ledger Accounts screen before you can add it here. For information about adding a new GL Account, refer to the Create a New GL Account article. 
      
      
   4. Search for and select the Merchant Fees GL Account. This is a required field.
      
      Note: This GL Account is used for all related processing fees. This must be an Expense GL Account.
      
      Note: The Merchant Fees GL Account must be set up in the General Ledger Accounts screen before you can add it here. For information about adding a new GL Account, refer to the Create a New GL Account article. 
      
      
   5. Search for and select the Convenience Fees GL Account. This GL Account is to offset the fees that will be charged by Sola and included in the Merchant Fees GL Account, which will also be selected in this screen. This GL Account can be an Expense or Revenue GL Account. You can also use the same GL Account that was set up for the Merchant Fees GL Account.
      
      
6. Under the Convenience Fees section, complete the following:
   
   1. Click the Convenience Fee Mapping drop-down list to select the custom field that you selected in Sola to save the Electronic Transfer Fee amount.  
   2. Click the Original Amount Mapping drop-down list to select the custom field that you selected in Sola to save the original amount.  
   3. Click the Credit Card Convenience Fee Type drop-down list to select one of the types listed below. This identifies the way Convenience Fees will be calculated on credit cards. 
      Note: If entered, the Convenience Fee amount will be included on payment screens in Accounting Seed.
      
      1. Flat Fee – selecting this option displays an additional field to enter a flat fee amount, which will always be the same Convenience Fee amount on every payment.
      2. Percent – selecting this option displays an additional field to enter a percentage amount. This will calculated the Convenience Fee as a percentage of the original payment amount.
   4. Click the ACH Convenience Fee Type drop-down list to select one of the types listed below.
      Note: If entered, the Convenience Fee amount will be included on payment screens in Accounting Seed.
      
      1. Flat Fee – selecting this option displays an additional field to enter a flat fee amount, which will always be the same Convenience Fee amount on every payment.
      2. Percent – selecting this option displays an additional field to enter a percentage amount. This will calculated the Convenience Fee as a percentage of the original payment amount.
7. Under the System Information section, complete the following:
   
   1. Leave the Test Mode checkbox blank.
      
      Important: You must have a Sola sandbox to test your connection. Then, when you save this Payment Processor, click Merchant Account Info and enter your two sandbox passwords in the xKey and iFieldsKey fields.  
      
      
      
      
8. Click Save.
   

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Add a Payment Processor for Stripe

1. Navigate to Accounting Home and click the Setup tab. Then, under the Utilities menu, click Payment Processors.
2. Click New. The New Payment Processor dialog box displays.
   
   
   
   
3. Under the Information section, complete the following:
   1. Enter a descriptive Name for this Payment Processor, which is a required field.
   2. Select Stripe from the Type drop-down list.
   3. Leave the Connected Account Token textbox blank. This field will be automatically populated when you connect the Payment Processor to your Stripe account. 
4. Under the Configuration Options section, leave the Global Default Payment Processor checkbox blank for now. For more information, refer to the Payments Settings article.
5. (Optional) Under the System Information section, prior to going live, if you want to test this Payment Processor when you connect to Stripe, select the Test Mode checkbox. Otherwise, leave this checkbox blank. 
6. Click Save. The new Payment Processor displays. 
7. Click Connect Payment Provider. The Connect Payment Provider Confirmation dialog box displays. 
   
   
   
   Note: If you clicked the Test Mode checkbox, a message displays to confirm the Test Mode selection. 
   
   
8. Click Connect.
9. Log into Stripe to establish a connection between this new Payment Processor and your Stripe account.
10. In Accounting Seed, access the Payment Settings screen to set a Global Default Payment Processor.

Review Transaction Import Errors from Sola

Note: The information in this section only pertains to Sola. This information is not applicable for Stripe users.

When the Merchant Download Automation job begins, it first analyzes payments in the recently settled Sola batch for any missing customer information. If missing customer information is found, the job aborts and creates a Transaction Import Errors record. The job cannot proceed until the Transaction Import Errors are resolved.

Note: You can access the Transaction Import Errors page by clicking the Related tab on the Payment Processor screen.

Best Practice: It is recommended that you check for Bank Deposits and Journal Entries every day (if you received payments on the previous day). If you do not locate any records, you can check in Sola to see if there is a batch of payments processed for the previous day. If a batch exists, the Transaction Import Errors page should be checked for possible errors.   

Error messages on the Transaction Import Errors page might be related to one of the following:

• The Custom 19 field was not added in Sola on the Billing Information section of the Accounting Settings screen. For more information, refer to the Complete Sola and PaymentSITE Configurations section of the Sola Onboarding Process article.
• A payment was made directly in Sola, and the Merchant Download Automation job does not have a way to identify the related Customer Account name in Accounting Seed.
  Note: To correct this situation, add the Customer Account name and/or the Billing number. Click the drop-down arrow that displays to the right of a row and select Edit. Then, from the Edit dialog box add the Customer Account name and/or the related Billing number.
  
  Note: Click here to view the above image in full screen. 

When all of the error messages have been cleared from the Transaction Import Errors page on the Related tab, the Run Merchant Download button is available on the top right portion of the Payment Processor screen. This job can be run to re-start the transaction import process. Otherwise, if you have this job scheduled to run each night, it will run as part of the normal nightly process. And, once the job runs successfully, the Last Sync field on the Payment Processor will be updated to reflect the last date and start time of the Merchant Download Automation job. 

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Summer '25 Preview 1 Release

Release Notes and Schedule

The OOTB (out of the box) Lightning page for Payment Processors has been updated to allow for an easier AR Automation onboarding process when adding a Sola Payment Processor.

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Spring '25 Preview 1 Release

Release Notes and Schedule

• The Split Merchant JELs checkbox was added for Sola Payment Processors.