Sometimes, the caretaker/foster/adopter wants to pay for the services of an animal’s appointment. This must be done before invoicing the Volume Client for the animal.
To record an individual’s payment:
- Edit the appointment from the Check/In Checkout list and go to the Financial tab.
- You will see a checkbox labeled “The animal’s owner/caretaker is making a payment.”
- Once this is selected, the available payment options will appear:
- Cash
- Check
- Credit Card (POS)
- Credit Card (Manual)
- Write Off
- Select the payment type and enter the amount the owner/caretaker is contributing for this appointment. Then click Make Payment.
Important: Any remaining balance for this appointment will be added to the Volume Client’s (VC) invoice at the time of billing.
Do not record the Volume Client’s payment under the Financial tab. The VC should be invoiced, and any payments from them should be applied directly to that invoice.
Credit Card (E-Payment) cannot be used with owner payments towards a Volume Client appointment.
Note that when paying for services this way, the Credit Card (E-payment) option will not be available in the Financial tab. Payments must be processed with Cash, Check, Credit Card (POS), or Credit Card (Manual).
The e-payment option creates a payment profile with the client the appointment is scheduled under. The person paying is not listed as the client and so the payment profile is inaccurately created in the merchant system. This can lead to other transaction problems. Our developers have spent lots of time trying to create an e-pay option for owner/caretakers in the VC appointment but unfortunately, it is not possible at this time.
Important: If your clinic uses the integrated MX Merchant for card processing and performs a high number of transactions, you may consider purchasing a terminal. Read more about purchasing a terminal from MP Group HERE.
Why a terminal? Credit Card (E-Payment) is not an option on the Financial tab for Volume Clients and you can take payments through the terminal by swiping or keying in the card number.