Provet

Petri Pihlajamaa

Invoicing and Payments

Invoicing and Payments Overview

This article provides an overview of invoicing and payment functionalities in Vetera, including how to fi...

Overview of Invoicing and Payments

General Invoice Settings

Settings &gt; General &gt; Clinic location &gt; Clinic location settings:



Selectable invoice page columns: Se...

Invoicing and Payments Settings

Note
This function is currently only available in a limited number of customer environments.

The Access financial data across all clinic ...

Manage Financial Visibility Across Multiple Clinic Locations

Invoicing and Payments Overview and Settings

In the single-step workflow, you finalise the invoice and add the payment at the same time, for example, when a client pays the invoice ri...

Single-Step Invoice Finalisation and Payment

If you agree with a client to receive the payment later, you follow the two-step workflow, first finalising the invoice and adding the pay...

Two-Step Invoice Finalisation and Payment

You can cancel and correct invoice payments if cancelling has been enabled in your Vetera clinic location settings and you have the requir...

Cancel or Correct a Payment on the Invoice Page

If your clients pay using manual bank transfers, you must enter the payments into Vetera manually.
Note that you cannot use Vetera Pay to ...

Register Payments Manually

You can verify VAT exemptions on dispensed medicines for the UK charity customer type as follows:



Invoice preview: Before finalising an...

Confirm VAT Exemptions for the UK Charity Customer Type

You can finalize and send invoices to multiple clients at once. Instead of processing each invoice individually, you can select a group of...

Send Invoices in Bulk

Finalising Invoices and Adding Payments

All client invoices and credit notes are listed on the Records &gt; Invoices page. You can use the text search field to search for invoice...

View the Invoice List

This article explains the format of invoice numbers generated in Vetera, including credit notes.
Invoice numbers in Vetera are generated b...

Invoice Numbering in Vetera

This article explains how to generate and share client statements in Vetera. Client statements provide a financial summary including invoi...

Generate Client Statements

Viewing Invoices

1. Create a new counter sale.

You can start creating a counter sale from different places in Vetera:



On a client page, select Counter ...

Perform a Counter Sale

When a client wants to buy items they have purchased before, you can view the client's product sales history and renew a previous counter ...

Renew a Counter Sale

Counter Sales

When the bonus system is in use, clients can use their bonus points to get a discount on an invoice.



On a draft invoice, select Tools &...

Use Bonus Points on an Invoice

When the bonus system is in use, bonus points are automatically added to clients when invoices are finalised. You can also add and remove ...

View and Add Bonus Points

The bonus system in Vetera is a reward system that allows clients to accumulate points as they spend money in the clinic. Some clinics off...

Bonus System Overview and Setup

Discount Schemes

You can set up automatic invoice discounts known as discount schemes in Vetera. When items are added during a consultati...

Overview of Discounts and Coupons

This guide explains how to configure various discount settings in Vetera, including managing user permissions, enabling client discounts, ...

Discount Settings

How to Set Up Automatic Discounts. You can create discount schemes in Vetera to automatically apply discounts to items during consultation...

Create a Discount Scheme

In addition to discount schemes, you can set up client-specific discounts. Client discounts can be set up is the functionality has been en...

Set Up a Client Discount

This article explains how to apply a mass discount to multiple items on an invoice using the mass discount function. This discount is appl...

Apply a Mass Discount on an Invoice

To view a discounts report, go to Reports &gt; Financial &gt; Discounts.
A discount report gives a quick overview of applied discounts. Us...

View a Discount Report

General Settings




Settings &gt; Organization &gt; Coupons




Show/allow adding coupons on finalised invoices: When this setting is sel...

Coupon Settings

You can apply coupons during invoicing as a form of payment. Depending on the settings, coupons can be applied to draft and/or finalised i...

Apply a Coupon

Discounts, Coupons, and Bonuses

From a Client Page




On the client page, select + New &gt; + Prepayment above the sidebar on the right-hand side of the page.


Check th...

Add a Prepayment

This article explains how to apply an available prepayment (also referred to as a deposit or credit amount) to unpaid invoices. You can ap...

Use Prepayment Balances

A client's prepayment transactions are listed in the Prepayments section of the Billing tab on the client page.
If enabled in the clinic l...

View Prepayment Transactions

This article explains how to refund standard prepayments to clients. You can refund a single prepayment or refund multiple selected prepay...

Refund Prepayments

You can print a prepayment receipt, which serves as a confirmation of payment, directly from the client's page.

Print a Prepayment Receip...

Print a Prepayment Receipt

Prepayments

This article provides an overview of Vetera Pay, an integrated payment platform. Vetera Pay allows you to process payments for counter sal...

Overview of Vetera Pay

Overview of the Vetera Pay Setup Process

A Vetera Pay specialist will guide you through the Vetera Pay setup. The setup includes the foll...

Vetera Pay Setup Process

Go to the Vetera Pay management page from Reports &gt; Financial &gt; Vetera Pay Report or Settings &gt; Integrations &gt; select Open man...

Order a Payment Terminal

This guide provides instructions for activating your Vetera Pay payment terminal. These steps are specific to Vetera Pay terminals and ens...

Activate a Vetera Pay Payment Terminal

Pricing Models

The following pricing models are available for Vetera. Which one to choose depends mainly on your volume and the approach ...

Vetera Pay Pricing Models and Payment Type Fees

Businesses often use decals and stickers to communicate to customers which payment methods are available. You can order decals and sticker...

Order Decals and Stickers for Payment Methods

Card on file payments allow you to save a client's payment card details in Vetera via Vetera Pay, enabling future payments without the phy...

Card On File Payments (Tokenization)

Taking Online Payments

Vetera Pay can be used for online payments so that clients can pay using a link that arrives on their email or pho...

Online Payments (Pay-by-Link)

Introduction

A mail order/telephone order (MOTO) payment refers to a card-not-present transaction, where the payment details are presente...

Mail Order/Telephone Order (MOTO) Payments

This article explains how to handle payments and refunds using Vetera Pay in Vetera. Vetera Pay allows you to process various types of pay...

Vetera Pay Payments and Refunds

With Vetera Pay, it is possible to take prepayments and use all the same technical payment methods as with regular payments.
To add a prep...

Add a Prepayment With Vetera Pay

This article explains how to refund a prepayment to a client's Vetera Pay card. For information on standard prepayment refunds, see Refund...

Refund a Prepayment to a Vetera Pay Card

Quick Links

Accessing Management Portal
Payments Page
Payments Lifecycle Report
Payouts Report
Payment Reconciliation
Companies, Terminal...

View Reports

The Vetera Pay management portal has a statements function that gives a quick overview of all transactions per calendar month. A statement...

Monthly Statements

Vetera Pay

Using the Insurance claims list, you can search, filter, and view insurance claims as well as change insurance claim statuses, for example...

Insurance Claim List

Using the general Vetera insurance claim function, you can create insurance claims and send them by email to the insurance company. If req...

Create an Insurance Claim

The following settings control the insurance claim functionality on the department level.



General Settings


Settings &gt; General &gt;...

Define Insurance Settings and Manage Insurance Companies

Insurance

You can refund an invoice by creating a credit note. Credit notes are used to correct finalised invoices in Vetera. These documents functi...

Overview of Credit Notes

This article explains how to process a full refund for a finalised and paid invoice in Vetera. Following these steps allows you to credit ...

Credit and Refund a Finalised and Paid Invoice in Full

When the invoice has been finalised, but payments have not yet been added on the invoice, create and use a credit note to cancel the invoi...

Credit a Finalised Invoice That Has Not Been Paid

This article explains how to credit and refund an item or part of an invoice. You will learn how to credit the invoice, process the refund...

Credit and Refund an Item or a Part of an Invoice

Note
If a card payment terminal integration has been used, this option is not available unless prepayments are also used. For more informa...

Credit and Create a New Invoice

Cancel or Correct a Payment Using the Credit Note Function

You can view a client's invoices and credit notes on the Billing tab of the client page. A credit note always has a link button on the lef...

View Invoices and Credit Notes on the Client Page

Refund an Entire Invoice

If your card terminal does not allow payment refunds (reversals), create a credit note following the process for...

Refund with Card Payment Terminal Integrations

Clinic location Settings

These settings control the credit note functionality for clinic locations. In addition, user permission group se...

Credit Note Settings

Crediting and Refunds

Overview

A consolidated invoice combines multiple invoices into a single invoice. For example, if a patient has a condition that requires...

Consolidated Invoices: Overview and Settings

You can create a consolidated invoice from selected invoices on the Billing tab of a client page or on Clients &amp; Patients &gt; Invoice...

Create Consolidated Invoices from Selected Invoices

You can bulk create consolidated invoices, for example, to consolidate all invoices for a client in one go. A consolidated invoice can be ...

Bulk Create Consolidated Invoices

Print a Consolidated Invoice
If you want to include a list of the original invoices in the consolidated invoice printout, select the Inclu...

Print Consolidated Invoices

Go to Clients &amp; Patients &gt; Invoices.


Select the Extended search checkbox.


Find the Consolidated invoice drop-down list and sele...

Find Consolidated Invoices

This article explains how to revoke a consolidated invoice. If you need to credit a consolidated invoice, or part of one, you must revoke ...

Revoke Consolidated invoices

It is not possible to create a credit note for a consolidated invoice or an invoice that is part of a consolidated invoice. You must first...

Refund and Credit Consolidated invoices

Consolidated Invoices

This article provides instructions for setting up and activating the Svea Bank integration in Vetera. This content is specific to the Svea...

Svea Integration Overview and Setup

Creating a Credit Application and Paying with Credit

When using the Svea Bank payment option, you only need to create a Svea Bank credit ...

Svea Integration: Paying with Credit and Refunding Credit Payments

Overview

Frakmenta is a financial solution that allows customers to pay for their purchases in instalments. With the Frakmenta integratio...

Frakmenta Integration Overview and Setup

Creating a Credit Application and Paying with Credit

When using the Frakmenta payment option, you only need to create a Frakmenta credit ...

Frakmenta Integration: Paying with Credit and Refunding Credit Payments

Credit Applications

The Xero integration allows you to synchronise finalised invoices from Vetera to Xero. All changes to the invoices, including both full an...

Overview of the Xero Integration

The following settings will help you manage your accounting data and improve your financial reporting. We recommend that you check these s...

Recommended Financial Settings

Vetera provides an integration with the TicketBAI system used in the Spanish market.
TicketBAI is an invoice reporting system developed by...

Overview of the TicketBAI Integration

Note
The InvoiceXpress integration is only available in the Portuguese market.

InvoiceXpress is an online invoicing software that is appr...

InvoiceXpress Integration Overview and Invoice Finalisation Process

Invoicing Integrations

Quick Links

Overview
Setup Process
Activating Gravity Payments for Recurring Payments





Overview

Using the Gravity Payments integrati...

Gravity Payments Integration Overview and Setup

Introduction

You can save a client's credit card to the client's profile for future invoice payments and recurring payments when health p...

Saving a Credit Card to a Client's Profile

This article explains how to refund payments processed through the Gravity Payments integration.



If you need to refund a payment that w...

Refunding Payments with Gravity Integration

Quick Links

Adding a Deposit from the Client Page
Adding a Deposit from an Invoice
Refunding a Deposit





Introduction

Client deposits...

Processing Deposits

Quick Links

Introduction
Processing an Invoice Payment
Recurring Health Plan Payments





Introduction

When using the Gravity Payments ...

Processing Invoice Payments

Gravity Payments Integration

Use Case

In a modern veterinary clinic, clients expect to be able to pay with their bank card. They also expect the option to pay using t...

Estonian payment terminal integration setup guide

Vetera provides two distinct invoice finalisation and payment processing workflows - standard (default) and simplified. Refer to appropria...

Estonian payment terminal integration usage guide

Estonian Payment Terminals Integration

Introduction

Vetera supports NETS Connect@Cloud payment terminals for secure and stable card payments. See the requirements and instructi...

NETS Connect@Cloud Payment Terminal Requirements and Setup

Quick Links

Process Payment using the NETS Connect@Cloud Payment terminal integration
Refund Workflow
Transactions Log
Fetching Transacti...

NETS Connect@Cloud Payment Terminal Usage and Troubleshooting

NETS Connect@Cloud Integration

Note that treatment estimates in Vetera may behave differently than invoices.



Four Decimal Places

Vetera stores and uses four decimal ...

Price and Tax Calculation in Vetera

Vetera offers different options to round the total sum of the invoice. This rounding will appear after the invoice is finalised. Rounding ...

Invoice Total Sum and Due Sum Rounding

Quick Links

Overview
Record Payments Only to the Clinic location That Issued the Invoice
Record Payments as Internal Transfers Between Cl...

Cross Clinic Location Payments

Calculations

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