18.2.2.1. Owner/Caretaker Payment on Volume Appointment

*THE BIG WHAT
A payment tool exists on the Financial tab of Volume Client appointments to apply a direct payment from the animal’s personal owner or caretaker. This direct payment will be deducted from the amount owed by the VC when invoiced.

Caretaker/Foster/Adopter Payment for Volume Client Appointment

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 tick box to select “The animal’s owner/caretaker is making a payment.”
Once ticked, the payment options will appear.
The payment options are Cash, Check, Credit Card (POS), Credit Card (Manual), and Write Off.

Caretaker/Adopter/Foster Payment

Choose the payment type and amount the owner/caretaker contributes to this appointment. Then click Make Payment

Any remainder due on this appointment will be part of the Volume Client’s invoice when billed out. You should not record the payment from the Volume Client on the Financial tab. The VC should be invoiced and all other payments applied to the 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.

*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.