This article describes how to take payments and refunds with Vetera Pay in Vetera. With Vetera Pay, you can take card payments with a payment terminal, card on file payments, online payments with a payment link, and mail order and telephone order (MOTO) payments.
Types of Payments and Payment Methods
In Vetera, you can use Vetera Pay for these payments:
Counter sale and consultation invoices
Prepayments
Health plan payments, both one-off and recurring payments
Available payment methods:
Card swipe: Card payments with a physical payment terminal.
Card on file: Tokenized payments where the payment card details of the client (shopper) are saved in Vetera. A card on file payment is a point-of-sale payment. No physical card is needed.
Online payments: The client pays with an online link.
Mail order and telephone order (MOTO) payments.
Take a Card Payment with the Payment Terminal
The steps depend on whether the single-step invoice finalization workflow is enabled for your clinic location. To change the workflow, the clinic administrator can use the setting Enable single-step finalization and payment for invoices and counter sales in the clinic location settings.
Single-Step Invoice Finalization
On the invoice page, select Vetera Pay in the bottom menu bar.
To make a partial payment, change the amount in the Amount to charge field.
If you have more than one payment terminal, check that the correct terminal is selected in the Terminal field.
To save the card details, select the Save this card after payment. The customer consents to saving the card. checkbox. This step is optional.
Select Charge. The terminal asks the client (shopper) to tap, insert, or swipe the card.
When the payment is successful, the payment shows in the Payments section of the invoice page with the payment type 'Vetera Pay'.
Two-Step Invoice Finalization
On the invoice page, select Finalize in the bottom-right corner.
Select Finalize - Not yet paid.
In the Payment section, select Vetera Pay. The Vetera Pay dialog opens.
To make a partial payment, change the amount in the Amount to charge field.
If you have more than one payment terminal, check that the correct terminal is selected in the Terminal field.
To save the card details, select the Save this card after payment. The customer consents to saving the card. checkbox. This step is optional.
Select Charge. The terminal asks the client (shopper) to tap, insert, or swipe the card.
When the payment is successful, the payment shows in the Payments section of the invoice page with the payment type 'Vetera Pay'.
Vetera Pay Receipt in Consultation Summary Emails
The consultation summary email can include the invoice or receipt as an attachment. To include the attachment, go to Settings > General > Clinic location > Summary email > Invoice/receipt attachment.
When the attachment is selected, the Vetera Pay receipt is also attached if these conditions are met:
The invoice was finalized within the last 24 hours.
The invoice does not include patients who are marked as deceased.
Refund a Vetera Pay Payment
You can refund a Vetera Pay payment directly to the card of the client (shopper). The refund option is controlled by the clinic location setting Enable payment terminal refund button in Settings > General > Clinic location > Invoices.
To refund a payment on the invoice page:
In the Payments section, on the Vetera Pay payment row, select Refund. The Vetera Pay dialog opens.
Change the refund amount if needed.
Enter the Refund reason.
Select Refund.
The refund process starts.
Note: Use this refund option when no inventory items are returned to stock. If items are returned to stock, also follow the credit note workflow. To refund and credit a Vetera Pay payment, refund the payment first, and then create the credit note. If money paid with Vetera Pay is moved to prepayments with a credit note, the money cannot be refunded to Vetera Pay.
Follow Payment Statuses
You can follow payment statuses in Billing > Invoices, or on the client page in Billing > Invoices. The status shows in the Payment link status column. For some statuses, the information tip (i) shows more information.
If a card payment does not go through, check the payment status before you take the card again. This prevents duplicate payments. For more information, see Maintain Your Vetera Pay Payment Terminal.
Recurring Payments
You can set up recurring health plan payments with Vetera Pay.
For more information about how to start a health plan subscription with recurring payments, see Add a Patient to a Health Plan.
For more information about how to manage health plan subscriptions and change their payment methods, see Change or Remove a Health Plan Subscription Payment Card.