Take the card payment and let the ledger post itself.
SagePay is DataFlow’s UK card-payment gateway for sales invoices and counter sales. When the payment authorises, DataFlow posts it — debtor down, bank up — and flips the document to Paid, whether the customer pays from an email link or a member of staff takes the card inside DataFlow.
The problem
When taking the card and posting it are two jobs.
If the card is taken on a separate terminal and the ledger is updated afterwards, the payment and the document drift apart.
The payment posted by hand
The card is authorised on a standalone terminal, then someone re-keys the receipt into the ledger later — slow, and a soft spot for mismatched figures.
Chasing invoices with no easy way to pay
Customers are asked to pay by bank transfer or to phone through a card, so invoices sit unpaid longer than they need to while the document stays open.
Refunds that lose the thread
A refund is put through as a fresh transaction with no link back to the original payment, so matching it to the right sale becomes an afternoon of detective work.
Card numbers taken over the phone
Staff read out and key card details given down the phone, which is slow, easy to mishear, and puts you on the wrong side of the card-security rules you are meant to keep.
Overview
How the card payment reaches the ledger.
One authorisation, and the document and the ledger move together.
SagePay card payments on invoices and counter sales
SagePay is the UK card-payment gateway for sales invoices and counter sales. Authorisation happens against the document you are working on.
Invoicesand counter sales take card payments
SagePayUK card-payment gateway
Authorisation posts the payment and flips the document to Paid
On authorisation the debtor comes down and the bank goes up. Merchant fees are configurable, and the document is marked Paid.
On authorisationthe payment posts to the ledger
Marked Paidthe document updates in the same step
Email payment request through the Dataflow.Pay portal
An "Email payment request" link opens the Dataflow.Pay portal on the document. A hosted web page for customers, or an embedded control for staff.
Email linkcustomers pay from the document
Two modeshosted web page or embedded in DataFlow
Server-to-server callback, refunds and merchant setup
A secure callback confirms the payment and flips the document to Paid. Refunds go back through the original transaction reference.
Server-to-servercallback confirms the payment
Original referencerefunds tied back to the sale
Explore more
More integrations.
Other ways DataFlow connects to the payment, banking and finance services around the ledger.
On sales invoices and counter sales. When the payment authorises, DataFlow posts it — the debtor comes down and the bank goes up, with merchant fees configurable — and the document is marked Paid in the same step.
How do customers pay from an invoice?
An "Email payment request" link on the document opens the Dataflow.Pay portal, a small hosted site. It shows the document detail, captures billing details, and redirects the customer to SagePay's hosted card page. A secure callback then flips the document to Paid.
Can staff take a card payment inside DataFlow?
Yes. The Dataflow.Pay portal runs in two modes — a hosted web page for customers, and an embedded control so a member of staff can take a card payment inside DataFlow.
How are refunds handled?
Refunds are sent back through the original transaction reference, so the credit stays tied to the sale it came from.
