Payment Gateway Hub

The problem: money moves outside the ERP and gets reconciled by hand

Most SAP Business One sites accept card and wallet payments already. The trouble is where it happens: in a gateway portal, on a terminal, in a payment link someone emailed, or inside a web checkout. None of those write back to the A/R Invoice they paid. So a person downloads a settlement report, matches lines to invoices in a spreadsheet, keys Incoming Payments by hand, and posts a Journal Entry for gateway fees that is really an estimate. Refunds are worse — issued in the gateway, remembered in SAP B1 later, if at all.

Every new gateway makes it worse, because each one gets its own one-off script or its own manual process. Chargebacks arrive weeks later with no link to the original document. The bank account never quite agrees, and the difference is written off as "fees".

ECOSIRE builds one configurable payment layer inside SAP Business One, so authorisation, capture, refund, fee posting and settlement reconciliation all happen against the documents that created the receivable.

What ECOSIRE builds

The hub is a SAP Business One add-on built on the Service Layer (REST) and the DI API for document and payment posting, with UDO/UDF/UDT extensibility holding gateway configuration, transaction records and reconciliation state. Gateway-specific logic sits behind a single internal adapter interface, so adding a second or third provider later is a new adapter rather than a new integration project.

Taking payment against a real document

From an A/R Invoice, Sales Order or A/R Down Payment Invoice, a user can request payment. The add-on supports hosted payment pages, tokenised card-on-file for repeat customers, and payment links delivered with the document — so no card data ever lands in your company database. Where your gateways support it, authorisation and capture are separate steps, letting you authorise at order entry and capture at Delivery. Partial captures and split payments across methods are handled at the document level.

Posting that stands up to an audit

A successful capture creates an Incoming Payment applied to the correct invoice, using a payment method and G/L account mapped per gateway and per currency. Gateway fees post to a configured expense account, either per transaction or aggregated at settlement, depending on how your accountant wants to see them. Where the gateway settles net, the difference between gross capture and net deposit posts as a Journal Entry against a clearing account so the bank line reconciles exactly. Every posting carries the gateway transaction reference in a UDF, which is the link that makes later disputes tractable.

Refunds, voids and chargebacks

Refunds are initiated from SAP Business One against the original transaction, full or partial, and post an A/R Credit Memo and outgoing payment per your configured treatment. Voids before settlement are distinguished from refunds after it, because they post differently. Chargebacks and reversals received from the gateway are matched back to the original document and flagged for the credit team rather than appearing as an unexplained bank difference. Refund authority is gated through SAP Business One approval procedures, so a refund above a threshold requires the approver you already have configured.

Settlement reconciliation

The hub ingests gateway settlement and payout files, matches each line to its captured transaction and its posted Incoming Payment, and produces a three-way reconciliation: gateway says, SAP B1 says, bank says. Unmatched lines in either direction are listed with their reason — timing, fee variance, refund netting, missing capture. A Crystal Report settlement summary gives finance the period view they need at close.

Operating it safely

Webhook and callback handling is idempotent, so a provider retrying a notification cannot post a payment twice; the transaction reference is checked before any document is written. Failed or pending transactions sit in a queue with the full gateway response retained for triage, never silently dropped. Credentials are held encrypted with separate sandbox and production profiles per company database, and card data is deliberately kept out of scope through tokenisation and hosted pages — the add-on stores tokens and references, not PANs.

Who this is for

SAP Business One sites taking card, wallet or online bank payments across more than one channel or more than one provider — distributors invoicing with payment links, service businesses on recurring card-on-file billing, retail and hospitality with terminal settlements, and any finance team whose month-end includes a manual gateway reconciliation. Multi-currency and multi-entity groups are explicitly in scope, with per-company gateway profiles.

Compatibility

SAP Business One 10.0 on Microsoft SQL Server or SAP HANA, on-premise or cloud-hosted. Delivered per tenant, installed into your test company database against gateway sandbox credentials before production.

How delivery works

1. Scoping call. We list the gateways and payment methods in scope, the currencies, your G/L and payment-method mapping, how fees should be posted, and where refund approval sits. 2. Fixed quote. A written scope naming each gateway adapter, each document type, the posting rules and the reconciliation outputs, at a fixed price. Additional gateways are priced per adapter so you can see exactly what a second provider costs. 3. Build. Typical lead time is one working week from scope sign-off. More gateways, more currencies or unusual fee structures extend that, and the quote states it. 4. Install in test. Installed into your test company database with sandbox credentials. We run captures, partial captures, refunds, voids and a full settlement import with your own chart of accounts, and your accountant checks the resulting postings before anything goes live. 5. Production. Installed into production, live credentials configured, and monitored through the first settlement cycle — because the first real settlement file is the true test. 6. Support. A defined support window covering defects, posting adjustments and handover questions.

This is build-to-order software. Nothing is available to download today and there is no trial: the hub is developed for your gateways, your currencies and your chart of accounts.