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Setting up Koble Payments in Koble ERP

Instructions on how to setup Koble Payments in Koble ERP

Make sure you have a Koble Payments account setup and are approved and ready to start processing. Please reach out to your Account Manager if you are unsure.

Please note that at this time, Koble ERP only supports one Koble Payments account per company data set.

Setting up Koble Payments

This is the first step to using Koble Payments and will enable the Virtual Terminal for manual entry.

  1. Login to Koble Payments Portal: https://paymentsportal.koblesystems.com/
    1. Go to Settings > Account Information.
    2. Copy the Merchant ID (starts with "P1_mer_").
  2. Log in to Koble ERP as an administrator (may need to click on the "Administrator" tab)
    1. From the Home Page, click the "..." next to "General" and click on "Card Settings".
    2. Click "+ Create New".
    3. Give your account a name/Description. This can be anything you want to help you identify the account.
    4. Paste the Merchant ID from step 1b into the Merchant ID field.
  3. Go back to the Koble Payments Portal and go to Settings > API Keys > API Keys.

    1. Click Add API Key.

    2. Set the Name to "Private Key", set the Status to "Active", and set the Type to "Private", and click Add.
    3. click Add API Key again.
    4. Set the Name to "Public Key", set the Status to "Active", and set the Type to "Public", and click Add.
  4. Click the copy button to copy the API Key from the Koble Payments Portal and paste the respective field in Koble ERP. Do this for both keys.
  5. Click "Continue".
  6. Koble ERP will then setup your Koble Payments Account. If you receive any errors during this process, double check that you copied the correct information from the Koble Payments Portal and placed it in the correct fields. If you continue to get errors, please reach out to support.
  7. Follow the steps in the section below if you need to add devices.
  8. If your data was imported from EBMS, you may need to create/modify some financial accounts.

Congratulations! Koble Payments is setup and you are ready to begin using the Virtual Terminal for manual entry in Koble ERP.

Adding Koble Payments devices to Koble ERP

Not all businesses take in-person transactions. But if you do and you have devices you need to setup, follow these steps to do so.

  1. Make sure you have setup the account following the steps above. If you have JUST completed the account setup, you can skip to 2c
  2. Log in to Koble ERP as an administrator (may need to click on the "Administrator" tab). 
    1. From the Home Page, click the "..." next to "General" and click on "Card Settings".
    2. Click on your Koble Payments account.
    3. Click on "+ Create new".
    4. Set the Lane number (should be a whole number, cannot be duplicated with another lane).
    5. Give the device a name.
    6. Enter the Activation Code shown on the device.
    7. Click "Continue".
    8. The device will pair and reboot twice.
      1. If you receive any errors during the pairing process, reboot the device and wait for a new activation code then try again.
    9. Close the window and the device will be added to your account.
  3. Repeat steps 2c - 2h for each additional device.

Congratulations! You are ready to start using Koble Payments Devices in Koble ERP.

Defining a Koble Payments Financial Account & Payment Type

Because of the differences in the way Koble ERP and EBMS handle payment methods & financial accounts, if your data was imported from EBMS, you may need to setup a Payment Type to be associated with the Koble Payments account.

  1. From the "Home" page, go "Financials" and click on "Financial Accounts".
    1. Find your existing Undeposited Credit Card account and click on it.
      1. If you don't have one, you can create one under Assets using the "Undeposited Credit Card Funds" classification.
    2. Click on the "Financial Accounts" tab.
    3. Click on Classification and set it to "Undeposted Credit Card Funds".
      1. If you get an error about invalid for outgoing, then you have this financial account associated with both incoming and outgoing payments. You will need to correct this or create a new account to use for undeposited credit card funds with Koble Payments.
    4. Once the account type is changed, close that window and go back to the home screen.
  2. Click on the "..." next to "Financial" and click on "Payment Types".
    1. Scroll to the bottom of the "Incoming Payment Types" column and click on the empty row there.
      1. If you have an existing payment type you want to use, you can find it in the list, select that, and skip to step 2c.
    2. Name the payment type something identifieable (Like "Credit Card").
      1. If at any point you get a prompt about allowing for all customers, you can pick whichever option you would like (I'd recommend "Yes").
    3. Set the Financial account to the Undeposited Credit Card account you modified or created above.
    4. Close the window.
  3. Open an invoice and make a payment - when you select the payment type you setup in step 2 (in this example, "Koble Payments"), you should get a box to allow you to select a device or manually enter the card number.