Welcome to the collana pay onboarding.
This guide provides an overview of the process up to go-live and explains the most important setup steps.
The goal of the onboarding process is to prepare the technical integration, configure all systems correctly, and ensure together that payments can be processed smoothly.
Process Overview
The onboarding process is structured into several consecutive phases:
- Preparation
- System Setup
- Onboarding Session
- Payment Method Setup (Provider Accounts)
- ERP System Setup
- Testing Phase
- Go-Live
1. Preparation
Before the technical setup can begin, some information are required.
These include for example:
- how collana pay should be integrated (direct integration vs. import integration)
- which payment service providers (PSPs) will be used
- which payment methods should be offered
- how the sales processes are structured (e.g. shop, ERP, payment workflows)
This information helps prepare the setup optimally and allows typical integration steps to be considered in advance.
Preparation Checklist
To support the preparation process, an onboarding checklist is available.
The checklist contains an overview of the most important information and decisions required for onboarding, as well as steps that should be clarified internally or with involved partners in advance.
Within this onboarding guide, links to additional articles in the Support Center are also provided. These articles explain individual topics in more detail and can be used as a reference at any time to clarify questions or review specific steps.
If any questions remain or support is required, the collana pay team is of course always available to assist.
2. System Setup
In this phase, tenants and access credentials are created and provided.
This includes:
- a sandbox tenant (test environment)
- a live tenant (production environment)
In addition, access to the collana pay backend (copal) is provided.
Required users and their roles can be communicated to the support team via the checklist.
Within the backend it is possible to:
- configure payment methods
- manage settings
- later view transactions
The sandbox environment is used for testing, while the live tenant is intended for production use.
3. Onboarding Session
During the onboarding session (approx. 60 minutes), an introduction to the most important components is provided.
The following systems are presented and configured together:
- the collana pay backend (copal)
- the collana pay app in Business Central
- the Support Center
Preparation for the Onboarding Session
To make the most efficient use of the session, it is helpful to prepare several points in advance.
This includes in particular:
- becoming familiar with the standard processes of collana pay so that the session can focus directly on the specific setup
- ideally having the collana pay app already installed in Business Central
- having a signed contract with one or more payment service providers (PSPs)
- access to the PSP backend or the required credentials (e.g. API keys)
Once it is clear which PSP and payment methods will be used, the required credentials for setup can be shared in advance.
This allows the onboarding session to be used efficiently to complete the configuration together and clarify open questions or special requirements.
The onboarding session is also a good opportunity to discuss specific process requirements. If existing workflows differ from the standard processes, potential adjustments can be evaluated together. The earlier such requirements are communicated, the easier it is to plan necessary changes, for example in collana pay, the ERP system, or the shop, together with the respective partners.
4. Payment Provider Setup
To process payments, a Payment Service Provider (PSP) is required, for example:
- Mollie
- Adyen
- PayPal
The PSP is responsible for processing the selected payment methods, for example:
- credit card payments
- PayPal
- invoice payments
- iDEAL
Typically the following are required for setup:
- a contract with the PSP
- access to the PSP backend
- relevant credentials (e.g. API key) to store in the collana pay backend
5. ERP System Setup
Integration into the ERP system takes place via the collana pay app in Business Central.
The basic configuration is carried out using an Assisted Setup.
This guides through the most important configuration steps.
Admin rights in Business Central are required to allow communication between Business Central and collana pay.
If required, support can be provided together with the respective ERP partner to ensure a smooth integration into existing business processes.
6. Testing Phase
Before going live, a comprehensive testing phase is recommended.
A test matrix with recommended test cases is provided for this purpose. It helps verify typical scenarios systematically, such as:
- successful payments
- failed payments
- refunds
- different payment methods
The testing phase is an important part of the onboarding process, as it allows potential issues to be identified and resolved early.
7. Go-Live
Once all tests have been successfully completed, the system can go live.
From this point on, payments will be processed through the production environment.
Coordinating the Go-Live Date
Once a go-live date has been planned, it should be communicated as early as possible. This allows the start of live payments to be actively monitored and special attention to be given to the first live transactions.
If the date changes, a short update is also helpful. This ensures that sufficient time remains to accompany the go-live and respond quickly if something does not work as expected.
This helps ensure a smooth transition into production operations.
Contacts During Onboarding
During onboarding, several systems and partners typically work together. A clear assignment of responsibilities helps ensure that questions can be resolved quickly.
The collana pay support team primarily covers:
- collana pay itself
- the copal backend
- the integration of the collana pay app in Business Central
For questions related to other systems, the respective partners are usually the best point of contact:
ERP System
→ ERP partner
Shop System
→ shop provider or shop partner
Payment Service Provider
→ respective PSP provider
Of course, assistance is also gladly provided for topics outside the direct collana pay responsibility, for example when helping classify questions, coordinating between partners, or identifying the right contact person. The goal is always a smooth integration of all involved systems.