Introduction

Provet Cloud provides two distinct invoice finalisation and payment processing workflows - standard (default) and simplified. Refer to appropriate sections below. The process is the same for counter sales and consultation invoices.

Standard workflow

1. Finalise the invoice

With the standard workflow, invoice finalisation and payment steps are separated. Finalise the invoice by selecting the green "Finalise invoice" button on the invoice page. Then, on the dialogue that opens, select "Finalise - Not yet paid".

2. Add a card payment

On the finalised invoice page, select the blue "Payment" button. A payment row will appear. On the row, select the payment type to be "Card". This can be named differently based on your organisation settings. Confirm the sum with the customer if needed and select the green checkbox button to add the payment.

3. Select the terminal and confirm

After selecting the green checkbox button, a dialogue will appear. On it, select the correct terminal and select the green "Process card" option to start the payment process. Provet Cloud will remember the terminal selection, so the next time you add a payment, your previous choice will be the default. Consult your clinic admin or Provet Cloud support if you are unsure about the selection.

4. Customer phase

After selecting the green "Process card" option, the payment prompt is sent to the payment terminal, and the customer should proceed with the payment based on the instructions on the terminal screen. You also have the option to "Abort payment" at this phase, before the customer has started the payment.

After the customer has paid and the payment was accepted, the process is complete!

Simplified workflow

1. Add a card payment

With the simplified workflow, the finalisation and payment steps are consolidated into one, and you can immediately choose the card payment option from the invoice page. To select between terminals, use the green drop-down menu on the right from the card payment option.

2. Confirm

A confirmation dialogue opens which also allows you to select the terminal again if needed. Select "Process card" to confirm to initiate the payment. This step also finalises the invoice. You can also abort the payment as with the standard workflow. If you chose to abort, you also have to add another payment as with the standard workflow.

How to reverse (cancel) a payment?

Payment reversal

Once payment is completed, it is also possible to reverse it, using the red "Reversal" button on the payment row. A dialogue will open with an additional confirmation, select "Process card" to proceed with the reversal. There's also a similar abort payment option phase.

If the payment was made using contact payment (chip + PIN code), the customer has to insert the card into the terminal again for the reversal to work. If the payment were made without contact, it would be reversed automatically - the customer does not have to show/swipe the card at the terminal.

After the reversal is complete, another payment row will be added to the invoice page, with a negative value to cancel out the original payment. After this, you can proceed with adding a new payment to the invoice.

NOTE: Terminal selection is not possible when reversing a payment, the reversal has to be done with the same terminal that was used for the original payment.

TIP: You can also view payment info using the white eye button.

Returning the goods

In case the reason for payment reversal was the return of goods, you may also need to use the credit note functionality to adjust the inventory levels properly.

1. Start the regular credit note process by selecting the blue "Credit note" button on the invoice page.
2. On the credit note, makes sure to select the correct quantity to be credited and confirm.
3. Finalise the credit with the "Finalise - Not yet paid" option.
4. Do not take further steps on the credit note page - instead, return to the original invoice page.
5. On the original invoice page, select the blue "Pay with credit note" option.
6. A confirmation dialogue will open. Check the "Verify credit note use" checkbox and select "Confirm". Both the invoice and the credit note will be marked as paid according to the credit note. Inventory level of selected goods will be adjusted to take the return into account.

TIP: Refer to our credit note section for in-depth instructions about using credit notes.

Troubleshooting

The payment request didn't arrive at the terminal

If the problem persists and no payment requests reach the terminal, and the terminal does not seem to react in any way to the requests, the cause of the issue is most likely with the setup of the terminals: the port forwarding rules or possibly a firewall is blocking the requests before they reach the terminal. A possible solution is to look at the local network's port forwarding and firewall rules and check that they have been correctly configured as described in the integration's technical setup guide.

The payment was made successfully in the terminal but did not come to Provet Cloud

The cause of the error can be a temporary network connection issue somewhere between the terminal and Provet Cloud. If the problem does not go away after some time, Provet Cloud's technical support should be contacted.

There is an error about a "card collision" shown in Provet Cloud and/or in the terminal

This error often occurs when multiple cards are presented to the terminal at once when making a contactless payment. The solution is to make sure that only one card is brought near the terminal during a contactless payment. It is common when the customer attempts to just swipe their wallet, for example.

The error message "Use another card" is shown in Provet Cloud or in the terminal

This error can occur with contactless payments with Visa cards. The contactless limit of the card might have been exceeded, or the card cannot otherwise be used for the payment. A possible solution is to try to use the chip reader with the card or switch to another card.

The error message "Card not usable" or "Limit exceeded" is shown in Provet Cloud or in the terminal

This error can occur with contactless payments with other than Visa cards. The contactless limit of the card might have been exceeded, or the card cannot otherwise be used for the payment. A possible solution is to try to use the chip reader with the card or switch to another card.