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ONLINE PAYMENTS

Online payment and refund facilities have been incorporated into Assisi. An online payment notification will be transmitted to the client once the payment has been successfully transmitted.

There are two methods of processing online payments – MOTO and ECOM.

  • You must have SMS messaging activated and have a ClearCourse online payment account for MOTO payments.

  • You must have SMS messaging and Transaction Email facility activated and have a ClearCourse online payment account for E-COM payments

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MOTO PAYMENTS (Mail Order/ Telephone Order)

Your practice can process a payment via the internet using a ClearCourse online account instead of using a card machine. You can also process a refund or part-refund online for any online payments already recorded.

MOTO payments/refunds are processed from the client Account Overview screen, as with current card machine payments, ready for the invoices to be allocated manually once the transaction has been successfully confirmed.

MOTO support has also been added to the Over the Counter Sales Screen. ###

To Process a MOTO Payment

  1. From the client’s Account Overview screen, click Record a Payment.

  2. Check the Date and Branch and select the payment Method.

  3. Type in the amount of the payment and click Card PDQ.

  4. The online Payment Details screen will then be displayed.

  5. Fill in the card details – Card Number, Expiry Date and CVV Number and click Pay Now.

  6. When the transaction has been processed successfully, the Status Approved screen will be displayed and a emailed confirmation notification will be sent to the client providing there is a valid email stored on the client record.

  1. At this point you can close the online session tab and return to the client’s Account Overview screen to allocate the payment to the correct invoice/s and Post the payment.

To Process a MOTO Refund

You can refund an online payment as follows.

  1. Click on the payment line on the client’s Account Overview screen and click the Information tile on the right-hand toolbar.

  2. On the Payment Details screen, if the payment has already been allocated to an invoice, click Delete Allocations and, at the Delete Payment Allocations prompt, click Yes. (The previous allocation will be saved as Unallocated Cash if you quit at this point and do not process the refund.)

  3. Click Refund Card and the Refund Amount screen will be displayed. The refund amount will default to the full value of the payment, but can be overwritten for a partial refund.

  4. When the refund amount has been confirmed, click the tick in the bottom right-hand screen to process the refund to the original card with which the payment was made.

  5. An email confirmation that the refund has been processed will be displayed once the transaction is complete providing that there is a valid email address stored on the client record. Click OK.

  6. The refund will be deducted from the unallocated cash total and the status of the invoice will display as outstanding.

E-COM PAYMENTS

This is where you can send a payment link via various Assisi financial documents to the client to process the payment themselves away from the practice by clicking the link. Payment links can be transmitted by SMS and/or Email and a payment link token has been added to SMS and Email templates for this purpose.

A program has been created to run as a scheduled task in the background to download details of payments made via a payment link into the client’s Account Overview screen in Assisi and payments are then allocated automatically for outstanding invoices included in the link. It may take a short while, therefore, for the payment to show up on the client’s record but you can specify how often this programme runs.

You can include the link in:

  • Invoices emailed from the clients Account Overview screen. A custom payment request feature has been added to the Account Overview screen to select which outstanding invoices to request payments for.

  • Emails sent for one-off statements from the Account Overview screen > (sends a link for the account balance).

  • Emails sent by the Held Invoice Print routine for both Invoices > (sends a link for the invoice balance) and Statements where > included (sends a link for the account balance).

Settlement discount is supported – transmission of the discounted amount or the full amount can be configured at setup. Whichever amount is sent, if paid outside the settlement date, then the discount will not be allowed and the client’s account will be updated accordingly.

  • Emails sent by a Statement Run (sends a link for the account > balance).

  • Text messages generated from an Aged Debt Report.

Please note that SMS and Email templates need to be created or updated to include tokens for the payment amount (Assisi Desktop/Settings/Communication/Messaging Templates and Email Templates).


EMAIL Template SMS Template

  1. From the client’s Account Overview screen, click the Send Payment Request Link on the right-hand toolbar. All outstanding invoices will be displayed for selection.
  1. Choose which invoices you want to include – there are Select All and Deselect All options to help with your selections. If a credit note is included in the selection, the payment amount will be reduced accordingly and the credit amount will be allocated to one of the invoices.

  1. Both the Email and SMS transmission options will be selected by default - set these to your preferred option by leaving the tick alongside the relevant option/s. The client’s email address and mobile phone number will be automatically displayed if these exist on the record but can be edited for transmission purposes.

  2. Even if you are sending a link by Email > only, there is still a requirement for a telephone number > to be included. If the Mobile field is blank, you will be > prompted to type in a number before sending the link.

If you are not sending an SMS, then the telephone number does not need to be a mobile number - but a contact number must be transmitted.

  • If you are sending by SMS only, then > a valid mobile number must be specified and an email address is > optional. If you do include the email address, then an online > payment notification will be transmitted to this address.

Note: Any changes on this screen to telephone numbers or email addresses will not be written back to the client screen. They are used purely for payment transmission purposes.

  1. The payment amount transmitted will default to the total for all selected invoices and this cannot be overwritten.

  2. Click Send. The invoice and payment link will be sent by your specified method/s and confirmation of this will be displayed on the screen.

  3. When the client receives the transmission, they should click the link to access the payment details screen on the online portal.

  1. They can fill in the card details – Card Number, Expiry Date and CVV Number and click Pay Now.

  2. If an email address has been transmitted, then a payment notification will be transmitted to this address.

Sending A Receipt From Assisi

Alternatively/additionally, as transactional email will have been configured, you can transmit a practice receipt from within Assisi manually by email once the payment has been processed. To do so:-

  1. Click on a payment transaction line on the Account Overview screen and click the Email tile. The receipt will be transmitted to the email address stored on the client’s record, providing that the authorisation box alongside the email address has been ticked.

Please note: If the client has no email address in the Primary Email field on the client record or the email authorisation box alongside it is not ticked, then the following prompt will be displayed to warn you of such. Click OK to remove the prompt.

You can then update the client’s record and try again or click the Alt Recipient box on the Email tile before clicking it. This will open a dialogue box ready for you to type in an email address acceptable to the client (this will not edit the client’s details).

  1. Type in the required email address and click Send.

  2. The receipt will be automatically emailed and a confirmation that the email has been successfully sent will be displayed.

Once ECOM payments have been configured on your server:

  • any emailed statements sent directly from the client’s Account Overview screen or via the Statement Run option on the Financial Transactions Menu; or

  • any emailed held invoices from the Held Invoice Print option (with or without statements) on the Financial Transactions Menu; or

  • text messages from the Aged Debt Report

will automatically transmit a payment link.

Cash Book Report

MOTO transactions will be recorded on the cash book report as CARD payments in the normal way.

ECOM transactions will be automatically recorded as ONLINE payments so you should ensure that that an ONLINE payment method exists. Once you have cashed up, you can produce a cashbook report of ONLINE payments only to check that these have been processed on the clients’ accounts by:

  • deselecting the Cashing-up box;

  • selecting the FROM and TO DATES;

  • setting the Payment Method as ONLINE; and

  • setting the Report Type as Detailed.

    This will not affect your standard cashing up filters.