There are two “Apply Payment” screens, one for public appointments and one for volume appointments. This chapter covers public Apply Payment.
Some clinics will collect payment in the AM, and some in the PM. If your clinic collects payments in the AM, you will enter payment on the Financial tab in checkout. Typically, a few patients throughout the day will add a few little items like a nail trim or flea medication. These add-on items are commonly things the owner (and clinic) were not aware the pet needed at the time they made their original payment. So instead of a sticky note on the patient’s charge, we offer the Public Apply Payment page.
Note: All charges must be paid off by the end of the day so you can reconcile your drawer.
Enter A Payment Via The Public Apply Payment Screen
- If your clinic takes payment in the AM, there should only be a few outstanding charges here. If your clinic takes payment at pickup, all charges will be here. In any event, to enter a payment, click the Details button on the client you’d like to pay off.
- Tick the patient(s) that are being paid for, select the drop-down to enter a tender type, and type in the amount.
Tip: Make one payment transaction for multiple animals under the same public client by using Accounting > Apply Payment. View the details of what the client owes, and select the animals you wish to have the payment go towards.
- Then click Make Payment.
Note: If your clinic uses HQ’s “point of sale” or POS credit card processing, when you click the Credit Card (POS) option for payment, the credit card machine screen will indicate the transaction amount and that it is ready for the card. Insert, tap, or swipe the card.
- Public clients will often make a donation to the clinic. In that scenario, you enter in the full amount they are paying. In the image above, they owe $319. If they give $320 and want to make a $1.00 donation, you will enter $320 in the “Amount” field. A new button will emerge to “Choose Overpayment,” and the options here are to “Apply toward a donation” or to “Leave as credit.”
- Your clinic should have a “Donations pot” setup that diverts the donations to a donations fund. If you do not see this as an option, set one up by going to Settings > Funding Partnerships (see later sections to learn how to do this).
Print A Receipt
It’s often necessary to print receipts. To do so, navigate to Accounting > Receipts
From here, you can click individual receipts by clicking the printer icon in the receipt column or print all receipts at one time by clicking the print all button. It’s easier to email the receipt if your client is OK with it. You can email receipts from this screen also. After you print (or email), you’ll notice a little red number next to the icon. This lets you know that you’ve printed or emailed the receipt. If there isn’t a red number, it means you didn’t print or email the receipt.
Note: If you tried to email and it didn’t work, you may not have an email on file.
Can The Wording On Receipts Be Changed?
Receipts are standardized and non-editable. In settings, you can input standard text on each receipt, such as “like us on Facebook,” but nothing else is editable or changeable.
