Payments and Refunds

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Types of Payments and Methods

Taking Traditional Card Payments

Single-step Invoice Finalisation (Recommended Workflow)

Two-step Invoice Finalisation

Note On Consultation Summary Emails

Refunds

Recurring Payments

Types of Payments and Methods

In Provet Cloud, various types of payments can be handled with Provet Pay:

  • Payments for counter sale and consultation invoices
  • Prepayments
  • Health plan payments - both one-off and recurring payments

Available technical payment methods:

  • Card swipe - using the traditional card payments with a physical payment terminal.
  • Card on file - tokenized payments where the shopper's (Provet Cloud client, animal owner) payment card info is saved in the system, categorised as a point-of-sale payment. No physical card is needed.
  • Online payments - ability to pay by an online link.
  • Mail order, telephone order (MOTO) payments.

Taking Traditional Card Payments

The workflow is different depending on whether the single-step invoice finalisation workflow (recommended) is enabled for your department (clinic). To adjust the workflow, the clinic administrator can use the setting Enable single-step finalization and payment for invoices and counter sales under department (location) settings.

Single-step Invoice Finalisation (Recommended Workflow)

  1. On the invoice page, choose Provet Pay from the bottom menu bar.
  2. If you want to make a partial payment, edit the sum in the Pay field.
  3. If you have more than one physical payment terminal, make sure the correct one is selected in the Payment details section.
  4. Optionally, you can choose to save the cardholder details with the I have consent from the customer to save the payment method checkbox.
  5. Select Charge to start the payment processing. The terminal will prompt the client (shopper) to swipe the card, and if the transaction is successful, it will be shown on the invoice page under the payments section with the payment type 'Provet Pay'.

Two-step Invoice Finalisation

  1. On the invoice page, choose Finalise invoice from the bottom-right.
  2. Select Finalise - Not yet paid.
  3. Select +Payment.
  4. From the payment type drop-down menu, choose Provet Pay.
  5. Select the green tick button. The Provet Pay dialogue opens.
  6. If you want to make a partial payment, edit the sum in the Pay field.
  7. If you have more than one physical payment terminal, make sure the correct one is selected in the Payment details section.
  8. Optionally, you can choose to save the cardholder details with the I have consent from the customer to save the payment method checkbox.
  9. Select Charge to start payment processing. The terminal will prompt the client (shopper) to swipe the card, and if the transaction is successful, it will be shown on the invoice page under the payments section with the payment type 'Provet Pay'.

Note On Consultation Summary Emails

With consultation summary email department (location) settings, it is possible to include an Invoice/receipt attachment.

If the attachment is selected, the Provet Pay receipt will also be attached if the following conditions are met:

  • The invoice has been finalised within the last 24 hours.
  • The invoice does not include patients who are marked as deceased.

summary_email_settings.jpg

Refunds

It is possible to refund a Provet Pay payment directly to the shopper's card. Note that this refund option is controlled by the department (location) setting Enable payment terminal refund button.

On the invoice page:

  1. Under the Payments section, on the Provet Pay payment row, select Refund. The Provet Pay dialogue opens.
  2. Optionally, adjust the refund amount.
  3. Type the Refund reason.
  4. Select Refund to start the refund process.
NOTE: This refund option should be used if no inventory items will be returned to stock. If some items need to be returned, a credit note workflow should be used instead.

Following Payment Statuses

You can follow payment statuses on Records > Invoices or on client pages (Billing > Invoices). The status is shown in the Payment link status column. Some statuses also show additional information in the information tip (i icon).

Recurring Payments

Recurring health plan payments can be set up with Provet Pay.

For more information about starting a health plan subscription with recurring payments, see Adding a Patient to a Health Plan.

For more information about managing ongoing health plan subscriptions and adjusting their payment methods, see Managing Health Plan Subscriptions.

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