18558: Drake Pay - Integration in Drake Accounting (DAS)

Beginning with Drake Accounting 2024, you can use Drake Pay to collect receivables payments from clients via credit card, debit card, or contactless payment options. For an overview of Drake Pay, or to sign up, visit the Drake Pay information page. For Drake Pay FAQs, see KB 18314.

Point-of-Sale (POS) Device Setup

Once you are approved to use Drake Pay, you can choose to set up and use a POS device to collect payments; you can also choose to manually enter your client’s credit or debit card information or send your clients a digital invoice, which they can pay via a Drake Pay payment page.

Data Cap DC Direct^TM devices are compatible with Drake Pay. These devices do not have to be physically connected to the computer but must be connected to the Internet to transmit payments. For more information about purchasing and registering a compatible device, see KB 18413.

Import Setup

If you are already set up to use Drake Pay in Drake Tax, you can simply Import your existing Drake Tax POS devices into DAS. In DAS, go to Firm > Drake Pay Setup, click Import, navigate to your desired DRAKEYY folder (such as DRAKE23 for Drake Tax 2023), and click OK. If you do not have your Drake Pay device set up in Drake Tax, you must manually set up your device in Drake Accounting (see Manual Setup below).

NOTE: If you are not signed up and approved to use Drake Pay, all Drake Pay screens are replaced with an About Drake Pay screen. Drake Pay is automatically connected to your DAS program as long as the Business Identification information entered at Firm > Firm Information Setup is tied to an approved Drake Pay application.

Manual Setup

To manually set up your POS device in DAS:

1. Go to Firm > Drake Pay Setup.
2. Click New to add your device.
3. Enter the Device Name and Serial Number.
4. To update the device with the latest Drake Pay settings, click Download.
5. Save your changes.
   
   

NOTES:
- If your POS device is not functioning properly, select the device from the list, and click Reset Device.
- To make changes to or delete a POS device, select the device from the list, and either edit details as needed and Download any updates, or Delete the device completely.
- Use the Reset button to clear and reset an existing Device Name and Serial Number.

Collecting Payments

​​Payments processed using Drake Pay are reflected at both Receivables > Invoices and Receivables > Payments > Invoice Payments, as well as your Drake Pay Manager. (See KB 18332 for additional information on the Drake Pay Manager.) Invoice numbers created with Drake Pay begin with DP; the subsequent number matches that of the Drake Pay Manager.

There are multiple ways to collect payments in DAS. Most Drake Pay transactions share the same steps; minute differences depend on the DAS location from which you initiate the payment.

Payments can be collected using the following methods:

• For on-the-fly receivables payments if an invoice does not currently exist, use Receivables > Payments > Drake Pay.
• To collect a payment for an existing invoice, use either Receivables > Invoices or Receivables > Payments > Invoice Payments.
• To collect payments in full for multiple existing invoices from the same client, use Receivables > Payments > Batch Payments.

Additionally, payment can be collected by sending a client a digital invoice, which they pay via a secure, unique Drake Pay payment page (Send Payment Request tab), or in person (In-person Transaction tab).

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• Receivables > Payments > Drake Pay

1. Enter the total Amount Due and the current amount being paid (Amount to Pay).
2. Select the applicable Invoice Transaction and Payment Transaction accounts or create a <New Account>. Account information flows from Receivables > GL Account Setup.
3. (optional) Enter a Memo, identifying what the charge is for.
   
4. Select the applicable Customer. Customer information flows from Receivables > Customer Setup and appears automatically when a Customer is selected.
   
5. Choose the applicable Send Payment Request or In-person Transaction (manual card entry or POS device) tab.
   • (digital invoice) On the Send Payment Request tab, enter an Email to send the invoice to, and Process the request. See KB 18583 for more information on remote payments.
     
   • (manual card entry) On the In-person Transaction tab, select a Transaction Type of Manual Card Entry. Enter the client’s payment information, determine if you want to send the client a Receipt Email, and Process the request.
   • (POS device) On the In-person Transaction tab, select a Transaction Type of POS Device Card Swipe. Select the applicable Swipe device name, determine if you want to send the client a Receipt Email, and Process the request. Follow the prompts on your POS device. You are notified when payment is complete.
     

• Receivables > Invoices

1. Choose the appropriate Customer Name and Invoice Number.
2. In the Payment section, click Drake Pay to open the Drake Pay window.
   
   
   
   
3. (optional) Enter a Memo, identifying what the charge is for.
4. Select the applicable Customer. Customer information flows from Receivables > Customer Setup and appears automatically when a Customer is selected.
   
5. Choose the applicable Send Payment Request or In-person Transaction (manual card entry or POS device) tab.
   • (digital invoice) On the Send Payment Request tab, enter an Email to send the invoice to, and Process the request. See KB 18583 for more information on remote payments.
     
   • (manual card entry) On the In-person Transaction tab, select a Transaction Type of Manual Card Entry. Enter the client’s payment information, determine if you want to send the client a Receipt Email, and Process the request.
   • (POS device) On the In-person Transaction tab, select a Transaction Type of POS Device Card Swipe. Select the applicable Swipe device name, determine if you want to send the client a Receipt Email, and Process the request. Follow the prompts on your POS device. You are notified when payment is complete.

• Receivables > Payments > Invoice Payments

1. Choose the appropriate Customer Name and Invoice Number.
2. In the Payment section, click the sunburst icon  to create a new transaction.
   
3. Click Drake Pay to open the Drake Pay window.
   
   
   
   
4. (optional) Enter a Memo, identifying what the charge is for.
5. Select the applicable Customer. Customer information flows from Receivables > Customer Setup and appears automatically when a Customer is selected.
6. Choose the applicable Send Payment Request or In-person Transaction (manual card entry or POS device) tab.
   • (digital invoice) On the Send Payment Request tab, enter an Email to send the invoice to, and Process the request. See KB 18583 for more information on remote payments.
   • (manual card entry) On the In-person Transaction tab, select a Transaction Type of Manual Card Entry. Enter the client’s payment information, determine if you want to send the client a Receipt Email, and Process the request.
   • (POS device) On the In-person Transaction tab, select a Transaction Type of POS Device Card Swipe. Select the applicable Swipe device name, determine if you want to send the client a Receipt Email, and Process the request. Follow the prompts on your POS device. You are notified when payment is complete.

• Receivables > Payments > Batch Payments

IMPORTANT: This method cannot be used to process partial payments or invoices for multiple clients. Any invoices selected during the batch process must be paid in full.

1. Choose the appropriate Customer.
2. Select the Invoices the client is paying in full.
   
3. Click Drake Pay to open the Drake Pay window.
   
   
   
   
4. (optional) Enter a Memo, identifying what the charge is for.
5. Select the applicable Customer. Customer information flows from Receivables > Customer Setup and appears automatically when a Customer is selected.
6. Choose the applicable Send Payment Request or In-person Transaction (manual card entry or POS device) tab.
   • (digital invoice) On the Send Payment Request tab, enter an Email to send the invoice to, and Process the request. See KB 18583 for more information on remote payments.
   • (manual card entry) On the In-person Transaction tab, select a Transaction Type of Manual Card Entry. Enter the client’s payment information, determine if you want to send the client a Receipt Email, and Process the request.
   • (POS device) On the In-person Transaction tab, select a Transaction Type of POS Device Card Swipe. Select the applicable Swipe device name, determine if you want to send the client a Receipt Email, and Process the request. Follow the prompts on your POS device. You are notified when payment is complete.