The Gravity Payments integration is available within the US market only. The integration allows for the owed invoice amount to be directly processed through to the payment terminal, reducing the chances of a user entry error. Users do not need to manually apply payments to invoices or enter charge amounts when processing a card payment on a payment terminal.
Any Provet Cloud financial transaction with a client can be processed through the integration. This includes prepayments and refunds.
The integration configuration is performed by the Provet Cloud and Gravity Payments technical teams. Gravity Payments will notify the Provet Cloud team that your account with Gravity Payments is agreed upon and active. You will then be notified by the Provet Cloud team once the integration is configured by both teams.
Once the integration is configured, please contact Gravity Payments directly to schedule a final installation walk-through. This remote call will last approximately 60 minutes and is required to enable the integration formally. If any previous configurations with a Practice Management System are active, or if the payment terminal devices are currently in use, this is when those devices or other integrations would be disconnected and the new integration connection with Provet Cloud is activated.
Processing Standard Invoice Payments
1. Access a consultation or counter sales' finalized invoice
2. Select the brown Gravity Payments icon in the lower-left corner of the invoice page
The invoice must be finalized before the integration can be utilized.
3. Confirm payment details
A new tab opens to process the invoice payment. Informational fields such as payment amount are automatically transferred from the originating invoice. Any payment amount can be entered manually if needed though.
There will not be a payment type confirmation - such as Visa, Mastercard, Discover. All payments performed through the integration are recognized as 'Gravity Payments' as a payment type.
If multiple payment terminals are in use, the user must select a terminal through which the card will be processed using the Device drop-down menu.
4a. Card Present
Once the device has been selected, the green Card Present button will highlight and be available for use. Selecting the Card Present button will relay the defined information on this page to the specified payment terminal device. Once the payment terminal device prompts as ready for payment, displaying the payment amount, the client's card can be processed.
If the Card Present button was chosen by mistake, a Manual Entry button is still available to switch to manual processing.
4b. Card Not Present
If a card is not present, or the card details must be processed manually, the user can also select to run the card manually through this page by choosing Card not Present after selecting a device.
In this workflow, a credit card visual prompt will appear for the user to manually enter the credit card details. Once all credit card details have been provided, select the green Pay button to process the credit card and payment amount.
If any details have been entered with an error, an error alert will appear, as well as the information will be highlighted in red.
5. Confirm the payment was processed
Once the payment has been accepted and processed, the user will be returned to the originating Provet Cloud invoice page automatically. It is also ok for the user to manually navigate back to the invoice page if they'd prefer to not wait through the 2-second page refresh.
After the Gravity Payments integration refreshes back to the originating Provet Cloud invoice, you will notice a new payment row included in the Payments area of the invoice page.
Processing a prepayment from the client page
Processing a prepayment from a client page is almost identical to the workflow to process an invoice payment.
A brown Gravity Payments button is available on the client page in the upper right corner. Selecting the button will open a new tab, just as in step 3 above. The user will then complete the payment details either through processing a present credit card or by manually adding the details.
Once the card has been processed, the prepayment amount is automatically added to the client's account.
Processing a prepayment from an invoice
It is also possible to perform an overpayment for a prepayment during a normal invoice payment transaction (if your normal invoice/prepayment configurations support this workflow).
1. Access the finalized invoice and select the Gravity Payments button as in the standard invoice payment workflow
2. Confirm the total payment amount for both the invoice payment and prepayment in the Sum field
3. Complete the credit card processing as in the standard invoice payment workflow using either the Card Present or Card Not Present buttons
4. Confirm the payment was processed
As in the standard invoice payment workflow, a new payment row will appear with a transaction ID included. The payment row will appear for the total amount processed, both the invoice owed amount plus prepayment.
5. Transfer the prepayment (deposit) to the client's account for future use
If a prepayment balance is available on an invoice, an additional Transfer to prepayments button will appear for use. In the example above, prepayments have been translated to deposits. Other translations might be in use at your clinic.
Selecting the Transfer to prepayments button will open a confirmation prompt. Complete the transfer details which include a description and verification of transfer. When ready select Confirm to proceed.
6. Confirm prepayment transfer
Once the prepayment has been transferred to the client's account, you will see a second payment row visible, showing the transfer with the description entered in step 5 above. The invoice's due balance should read '0' when all funds have been appropriately allocated.
Performing a Refund
Initiating the refund
A refund transaction can be initiated from any finalized invoice or credit note using the Gravity Payments button available.
If the desired refund amount is not displayed within the Sum field automatically on the Gravity Payments page, manually enter the refund value, ensuring to begin with a negative (-) sign. Depending on where the refund is initiated from, the user may need to manually confirm the refund amount.
Processing a full refund
Refunds can only be processed automatically directly back to a credit card when a full refund is being issued. If a full refund is being offered, the previous payment details on file are shown under Refund Payments and available for selection. An example is provided below.
Once the refund payment row has been selected, selecting either Card Present or Card not Present will confirm the refund request and the refund will automatically be processed. A new refund payment row will appear under the original payment row, again with a transaction ID included for reference.
Processing a partial refund
If a partial refund is owed, the user cannot utilize the Refund Payments drop-down menu. A partial refund must be manually processed using the Card Present or Card not Present buttons. A negative (-) sign must be present in front of the refund amount in order to refund an amount versus charge an amount to the client's card.
Steps to process the refund transaction against a card are identical to the normal invoice payment workflow.