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 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 Payment button. A payment row appears. Select Card as the payment type (the payment type may have a different name depending on your organisation settings). Confirm the sum with the customer if needed and select the checkbox button to add the payment.

3. Select the terminal and confirm

A dialogue opens. Select the correct terminal and then the Process card button. 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 payment

The payment prompt is sent to the payment terminal, and the customer can proceed with the payment according to the instructions on the terminal screen. Before the customer has started the payment on the terminal, you can still abort the payment if necessary.

Simplified Workflow

With the simplified workflow, the invoice finalisation and payment steps are combined.

1. To finalise the invoice and add the payment, select Card payment on the invoice page.
   • Before selecting the payment option, you can select a terminal from the drop-down menu on the right side of the Card payment button on the invoice page. You can also select or change the terminal in the next step.
2. In the Card payment dialogue, select Process card to confirm the payment. This step also finalises the invoice.

Before the customer has started the payment on the terminal, you can still abort the payment if necessary.

Reverse (Cancel) a Payment

You can reverse a completed payment using the Reversal button on the payment row. In the payment reversal dialogue, select Process card to proceed. If necessary, you can also abort the reversal.

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. If the payment was made without contact, it it reversed automatically, and the customer does not have to show or swipe the card at the terminal.

After the reversal is complete, another payment row is 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

If the reason for payment reversal is a return of goods, you may also need to create a credit note to adjust the inventory levels properly.

1. Select the Credit note button on the invoice page.
2. On the credit note, make sure to select the correct quantity to be credited and confirm.
3. Finalise the credit note by selecting Finalise - Not yet paid.
4. Return to the original invoice page and select Pay with credit note.
5. A confirmation dialogue opens. Select 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.

Updated 02 November 2023 12:18