X-Charge And IntraVet

Transcription

1 X-Charge And IntraVet 1

2 Making payments with X-Charge Payments can be made from inside an invoice or from the payment screen on the client action window. Except for a different view, the procedure is essentially the same from either area. 1. Click the <Payment> button. 2. Type the amount in the Card field. 3. Choose the applicable button <Enter Credit Card> or <Enter Debit Card>. 4. The Credit or Debit Card information window appears. 5. Swipe the card through the Magtek card swiper. 6. A series of numbers will be visible while it processes. Click <OK> after the process is finished. 7. The card type (Visa/MasterCard/etc) will be populated automatically if an association was made to that card type. 8. Click <Save> or <Save and Print Receipt> to complete the transaction. 9. If the payment fails to process through X-Charge, an error with an X-Charge reason appears. (Failed payments will not be saved in IntraVet). NOTE: Zip, address and CV code are only necessary if you need to key in the card number (i.e. transactions over the phone or if the strip is bad on the back of care.) and those options were selected in IntraVet. A debit card cannot be manually keyed in, it must be swiped. Optional Security Features 2

3 Refunds through X-Charge Refunds and voids are 2 other transactions that should be reflected in both Merchant Services and in IntraVet. Refunds can be made at any time but voids will only work while the current batch is still open. Refunds can be done either through a Return or by right-clicking and choosing Refund. Either way, once you are in the refund field, the procedure is the same. 1. Enter the amount in the Refund field and click Card as the refund type. 2. Choose either <Credit Card Refund> or <Debit Card Refund>. The Credit or Debit widow appears (the same window used when processing payments) 3. Swipe the card. Click <OK> and <Save>. Voids Although a void and refund for a merchant service transaction both deduct payments from a client balance, there is a difference in how they are reported. If a purchase is made and refunded, then the client will see a purchase and a refund on their credit card statement. In a void, it is as if the transaction never occurred and there will be no notation of the transaction on the credit card statement. The key is that a void can only be applied to a transaction that has occurred within the current batch and is a credit card. Once the system is batched out, voids are no longer an option for transactions completed within the previous batch. 3

4 To Void a Merchant Services transaction: 1. Open the client s Transaction window. 2. Right-click on the payment or refund that you want to void and choose Expand. (It must be a credit card not a debit to void.) 3. Right-click on the expanded line item and select Void Transaction from the menu. 4. The credit card window appears. Swipe the card. 5. Click <OK>. NOTE: Transactions processed through Merchant Services have a Receipt ID in the expanded information line. If they were not processed through Merchant Services, there is no receipt ID (see below) and therefore cannot be voided. Forcing a transaction At times it may be necessary to force a merchant service transaction due to loss of connection. Voice preapproval for the transactions can be gained by contacting the company. The payment would be processed in IntraVet as you normally would without the use of Merchant Services. When you re back online, you could then force the IntraVet transaction using the approval code. This will enter the data into Merchant Services without creating a duplicate payment entry in IntraVet. To force a payment: 1. Open the client s transaction window. 2. Right-click on the payment or refund to force and choose Expand. 3. Right-click on the expanded (light grey) line item and select Force Transaction from the menu. 4. Enter the approval code into the approval window that appears. 5. Click <OK>. Merchant Service Transaction Window The merchant service transaction window shows all the transactions processed through X-Charge for a specific client. The audit window shows: The card and transaction type The amount and date that the merchant service transaction was processed through X-Charge The last four digits of the credit/debit card processed The operator id of the person who processed the transaction A receipt id of the transaction. 4

5 It is possible to perform actions from this window (refunds, voids, reprints) by right-clicking on the transaction. To view the Merchant Transactions window: Open the Transactions window on the client account. Right-click and select Merchant Services. Reporting Merchant Service Audit Report This report shows all transactions processed through Merchant Services with the date the transactions were processed. (If you backdate a transaction through IntraVet, it still shows up here on the date processed (with the rest of the batch). To run the Merchant Services report: 1. Go to Reports\Accounting Reports\Merchant Service Audit Report 2. Select the date range and the Sort Order. 3. Select the appropriate branch if you have more than one. 4. Click Display or Print. 5

6 EOD Transactions Report Credit card refunds now appear under the appropriate card type (as long as you have chosen it/swiped it during the refund process). A Receipt Id is also added for Merchant Services transactions. Settlement of Batches Set by X-Charge, the default time to automatically close out the batch is 2am EST. Clinics may choose to manually close their batches instead. Our preference is to let the batch close automatically to limit interaction with(x-charge) software. If manual, batches can be closed multiple times throughout the day. This process may be needed for clinics that need to close batches at specific times, say at 6 am and 6 pm. If there are multiple Merchant Services accounts, each account must be batched out separately. Even if the clinic chooses to force the batch, it will still automatically batch again at 2am. 24 hour clinics may not want this to occur and must arrange with X-Charge to eliminate the auto batch feature. Note that we have no control over this feature, this MUST be arranged through X-Charge. To manually close a batch: 1. Open the X-Charge software (Programs/X-Charge/X-Charge on the server. 2. Click Settlement at the top. 6

7 3. Click Force to manually close the current batch (it tallies the current amounts for the open batch automatically; no numbers need to be entered). X-Charge Technical Support IntraVet Support