Entering A Deposit on an Internal Appointment
The only time staff enter deposits is when creating an appointment internally. A staff entered deposit will only occur when the client did not enter payment online when they made the appointment.
Here are the steps to make a deposit on an internal appointment:
1. Enter the appointment data for all animals and click the Confirm Appointment button to go to the last screen of appointment making (Step 3 – Confirm Appointment).
2. Here click the Add Deposit button.
Add Deposits on Step 3 when scheduling internally3. Choose the Payment Type: Cash, Check, Credit Card.
Assuming your clinic is set up with our merchant processing, the most common option for the Deposit Type will be Credit Card (E-Payment).
The first thing to note is at the top of the popup if the client already has a card on file. If they do, you can simply use the vaulted card by selecting it. Although the client may want to use a different card and if so you can select the Add New Card button.
Choose a payment type and enter deposit amount.
Deposit with a Vaulted Credit Card4. Next you’ll input the deposit amounts for each animal. Be careful here. If you make a mistake, you’ll need to refund the client and do it all over again. Not a pleasant process.
5. Once the deposit amounts are entered, click the Charge Deposit button to charge their credit card.
When is the client charged?
Immediately. The system will charge the card as soon as you click “Save Deposit.”
When you make the appointment, the client will get a receipt that looks like this. Note: They will get a receipt no matter the tender type (cash, check, e-payment).
Example of deposit receipt emailCarried To Patient Record
The deposit amount is then carried over to the patient record.
View the deposit in an appointment from the Financial tab.You can view deposits in Clients > Deposits:
Clients > Deposits pageCarried To Reconciliation Report
It’s also carried to the Accounting > Reconciliation report.
Carried To Financial Report
It’s also carried to the financial export and flagged as a deposit.
