18315: Drake Pay - Integration in Drake Tax

Drake Pay is fully integrated with Drake Tax so that you can accept payments from your clients (taxpayers) quickly and easily.

The video Drake Pay demonstrates how to apply for and use this new solution. Also see Drake Pay Transactions (with a POS Device) and Drake Pay Transactions (Without POS device).

Initial Setup 

Once you are approved to use Drake Pay, you must ensure that your Drake Software account is properly connected with Drake Tax before collecting payments.

1. From the Home window of Drake Tax, go to Setup > Firms. The Firm Setup window is opened.
2. Select firm number 1 and click Edit (or double-click firm number 1) to activate the bottom pane of the Firm Setup window.
3. Verify that your EFIN is registered with Drake Software via a green check mark and the text You are approved to e-file. If it is not, be sure to Confirm your EFIN.
   
   
   
   
4. Click Save when finished.
   

Point of Sale (POS) Device (optional)

Data Cap DC Direct^TM devices are compatible with Drake Pay. For more information about purchasing a compatible device, see KB 18413.

To set up your POS device:

1. From the Drake Tax Home window, go to Setup > Printing and Device Setup > Drake Pay.
2. Enter a Name for the device.
3. Enter the device’s Serial Number.
   
   NOTE: If you have a Ingenico Desk 3500, enter the last 16 digits of the serial number.
   
4. Click Add. The device is added to the Device List.​
   
   
   
   
5. Exit the window once all devices have been configured.
   

NOTES:
- The option Execute a parameter download for selected device will update your selected POS device with the latest Drake Pay settings.
- If your POS device is not functioning properly, click Reset beside Execute a pad reset for selected device.
- To make changes to or delete a POS device, select the device from the Device List, and either edit details as needed and Update the device, or Delete the device completely.
- POS devices do not have to be physically connected to the computer but must be connected to the Internet to transmit payments.
- If you want to limit who can access POS configurations, remove the option for Drake Pay from the group security for a set of preparers (Setup > Preparers > Security > Edit Group Security Settings > applicable Group ID > Security Settings tab > Setup tab > Printing and Device Setup > Drake Pay).

Processing Payments from Data Entry

Set up pricing or enter an amount due for preparing the return. If you have configured pricing for returns, this is applied automatically after you calculate the completed return. See Related Links below for information about pricing setup in Drake Tax. Then for each return, do the following: 

1. In View/Print mode, review the client's Bill. Make any necessary adjustments using the BILL screen or the Fee Override field on screen 1. If you make any changes, be sure to recalculate the return. ​
2. From the Data Entry Menu, click Payments to open the Drake Pay window.
3. The Amount Due flows from the client's Bill and is used to automatically complete the required Amount to Pay field. Override the Amount to Pay, if necessary, and enter an Invoice Memo, if desired.
4. (optional; signature pads only) Select Generate e-sign receipt, if necessary.

Your next steps depend on whether you are collecting a payment from a client who is in your office or are sending a digital invoice that your client will pay via the online Drake Pay payment portal.

Remote Payments (Payment Requests)

On the Send Payment Request tab, enter an Email to send the invoice to. Click Send request when finished.

NOTE: Partial payments are not available at this time. The client must be able to pay the Amount to Pay in full, otherwise the request must be cancelled. If you need to establish a payment plan with your client, consider sending several smaller invoices.

Once you submit the payment request, the client receives an email, allowing them to view and pay the invoice. You will receive an email when payment is complete. For more information on payment requests, see KB 18583.

NOTE: At this time, the Drake Tax BILL screen is not updated when the taxpayer submits a payment online via the Drake Pay payment page. This functionality will be added in a later update.

In-Person Payments (Manual Card Entry or POS Device)​

Use the In-person Transaction tab to manually enter the client's payment details or use a POS device to collect payment.

Manual Card Entry

1. For Transaction type, select Manual card entry.
2. Enter the client's payment details. Drake Software recommends also entering the client's email so that they receive a PDF receipt of the transaction.
3. Click Process Payment. Successful payments are automatically carried to the BILL screen in the tax return.
   
   
   
   

POS Device

 NOTE: See KB 18413 for additional information on POS devices.

1. For Transaction type, select POS device card swipe.
2. Choose the applicable Swipe device name.
3. Ensure your POS device is properly connected to the Internet, and click Process Payment.
4. Follow the on-screen prompts on your POS device to complete the transaction. Successful payments are automatically carried to the BILL screen in the tax return.
   
   
   
   

Issues

If you click on the Payments icon and see the following informational screen, verify your application status by going to the Drake Software Support website and selecting Products > Drake Pay. ​If the application is accepted, reconfirm your EFIN on Setup > Firms and be sure to click Save. Afterward, recalculate the return and attempt to process the payment again.