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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 ClearAccept online payment account for MOTO payments.

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

These facilities can be configured per workstation by our Support Team.

MOTO PAYMENTS (Mail Order/ Telephone Order)

Your practice can process a payment via the internet using a ClearAccept 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.

Recording MOTO Payments From The Client Account Overview Screen

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

  2. Check the Date and Branch and set the Payment Method to be CARD.

  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 an emailed confirmation notification will be sent to the client providing there is a valid, authorised email address recorded on the client screen.

  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 in Assisi.

MOTO Refunds

You can refund an online payment as follows. Refunds are processed to the card from which the original payment was made.

  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 payment previously allocated would be saved as Unallocated Cash if you were to quit at this point and 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 of the screen to process the refund to the original card with which the payment was made.

  5. A confirmation that the refund has been processed will be displayed once the transaction is complete.

  6. The refund will be deducted from the unallocated cash total.

  7. If you have refunded the total value of the invoice, the status of > the invoice will display as outstanding and the unallocated cash > will be reduced accordingly. A credit can then be raised and > allocated against the invoice.

  8. If you have refunded only part of the value of the invoice, you can > re-allocate the relevant remaining unallocated cash against the > invoice so that it remains part-paid and you can raise a credit > for the value of the refund and allocate the credit to pay off the > invoice.

  9. You can print a receipt for the refund from the client’s Account Overview screen. If you have transactional email configured, you can email a receipt – see more details on page 7 of these notes.

MOTO Payments From The Over-The-Counter Sales Screen

  1. Record the sale in the usual way. (It would be preferable to search for and select the relevant client and animal wherever possible, rather than using the Cash Sales client, so that refunds can be correctly identified and processed if necessary.)

  1. Set the Payment Method to be CARD.

  2. The Payment Required amount will default to the retail price for the sale.

  3. Click the Card PDQ tile.

  4. Once the Payment Details screen is displayed, enter the card details as before and click Pay Now.

  5. Once the payment status is Approved, then the payment will be recorded in Assisi and automatically allocated to the relevant invoice.

  6. A Payment Notification will be emailed to the client, providing that there is a valid, authorised email address recorded on the client screen.

  7. The OTC screen will be cleared, ready for the next OTC transaction.

E-COM PAYMENTS

This is where you can send a payment request link to the client, by email or SMS, directly from the client’s Account Overview screen.

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.

Details of approved E-Com payments are downloaded and imported into the client’s record in Assisi via a program that has been created to run on your server as a scheduled task in the background and payments are then allocated automatically for the outstanding invoices/credits 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 as part of the configuration by our Support Team.

Payment links can be transmitted as follows:-

  • A payment request link can be sent to the client so that they can enter their own card details, either while they are still in the practice or after they have returned home. No copy invoices will be included in this link. A custom payment request feature has been added to the Account Overview screen to select which outstanding invoices should be included in the request.

  • Individual invoices emailed from the clients Account Overview > screen (sends a link for the invoice balance).

  • Individual statements emailed from the Account Overview screen > (sends a link for the account balance).

  • Emails sent by a Statement Run (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.

  • 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 link (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.

  2. All outstanding invoices/credits will be displayed.

    Choose the invoices for which you want to request payment – 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 automatically allocated to one of the invoices, along with the payment, once this has been processed. (Copies of these invoices will not be attached using this method, just a payment request.)

  1. Both the Email and SMS transmission options will be selected by default providing an authorised, valid email address and telephone number are stored on the client record - set these to your preferred option/s 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 of some kind must still 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 an 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, currently, this cannot be overwritten, although invoices can be de-selected. (The ability to overwrite this value is scheduled to be included in a future version of Assisi.)

  2. Click Send. The 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. They can close the tab as soon as they see the Approved or Declined confirmation.

  2. If the payment has been declined, they can re-click the link and use > a different card.

  3. Once the payment has been approved, the payment details will be > automatically downloaded, recorded for the client and allocated > against the invoice/s included in the link - when the automatic > download programme is next scheduled to run.

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

Make sure that the relevant email invoice templates have been updated to include the PayLink token.

  1. Click on the relevant, outstanding invoice transaction on the Account Overview screen and click the Email tile. (This tile will become available on the Financial screen only if your system has been configured to send transactional emails.) The invoice 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.

  2. You can click the Alt Recipient box if you wish to transmit the document to a different email address other than the one displayed on the client record. This will open a dialogue box ready for you to update the email address. (This will not edit the client’s details.)

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

  1. A confirmation that the email has been successfully sent will be displayed.

  1. Once received, the client can click the link to record the payment.

  2. Once the payment has been approved, the payment details will be automatically downloaded and recorded for the client in Assisi and allocated against the invoice included in the link - when the automatic download programme is next scheduled to run.

Note: The payment link will be included only if the invoice is outstanding.

  1. From the clients Account Overview screen, click the Print Statement tile on the right-hand toolbar.

  1. Select the Statement Date and Transaction Start and End Dates.

  2. The layout can either be a Default (Summary) Statement or a Detailed Statement (which includes each transaction line per invoice) or it could be a customised layout. Select your required layout.

  3. You can click the Show a Preview box if you wish to preview the statement before transmitting. Close the preview to continue.

  4. Click the Send by Email box. An Alternative Recipient selection box will then be displayed and this allows you to send the email to an alternative recipient if you wish.

  5. Leave the Alternative Recipient box unticked and click the green > tick box to send the email to the email address stored on the > client record.

  6. However, > if the client does not have an email address on their record with > the Authorisation Box alongside it ticked, then, when you > click Send by Email, the Alternative Recipient box will be > ticked automatically and when you click the green tick box, a > further dialogue box will be displayed and you will need to > specify an email address to be used. Click Send.

  7. The statement will be emailed and a confirmation that the email has been sent will be displayed.

  8. Once received, the client can click the link to record the payment.

  1. Once the payment has been approved and the automatic download programme has run, the payment details will be automatically downloaded and recorded for the client in Assisi and allocated against the invoices/credits included in the statement.

Once ECOM payments have been configured on your server, a payment link will be automatically transmitted with the following documents.

  • Any emailed statements sent from the Statement Run option on the Financial Transactions Menu - and

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

There are separate, more detailed, notes on transactional emails for the above, if required.

To Send SMS from the Aged Debt Report

A payment link will now also be transmitted with SMS messages sent from the Aged Debt Report if you have been configured for ECOM payments. An SMS template will need to be created/edited to include the payment link token.

  1. Click Reports on the Assisi desktop, then click Monthly Reports>Aged Debt Report.

  1. Enter your selection requirements – make sure that Show Credit Balances is set to False. (You can preview the resulting Aged Debt Report to check that the correct clients have been selected before clicking Send SMS.)

  2. Click Send SMS.

  3. You will be prompted to select your template – browse for it when prompted, click on it and click Send.

  4. Text messages will be sent to the relevant clients with balances outstanding and providing that they have a telephone number recorded with a tick alongside it to show that they accept text messages on that number.

Sending An Emailed Receipt From Assisi

As transactional email facilities will have been configured if you are using the ECOM online payment module, you can email 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.

As with emailed invoices, you can click the Alt Recipient box prior to clicking the Email tile to specify an alternative email address.

  1. Click Send and the receipt will be emailed and a confirmation that the email has been successfully sent will be displayed.

Cash Book Report

MOTO transactions, including Over the Counter Sales payments, will be recorded on the cash book report as CARD payments in the normal way.

ECOM transactions (payment by link), once the payment has been downloaded and imported into Assisi, will be recorded as ONLINE payments, so you should ensure that an ONLINE payment method exists.

Once you have cashed up as normal, you can produce a separate cashbook report of just ONLINE payments to check that these have been processed correctly on the clients’ accounts by:

  • temporarily deselecting the Cashing-up box;

  • selecting the FROM and TO DATES;

  • setting the relevant Payment Method as ONLINE; and

  • setting the Report Type as Detailed.

This will not affect your standard cashing up filters. The next time that you cash up, the Cashing-up box will be ticked as normal.