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Vitera Intergy
Credit Card Transaction Processing Using Sage Payment Solutions
Vitera Intergy
Credit Card Transaction Processing Using Sage Payment Solutions
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5/22/2012
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Overview
Introduction
Practices often collect payments for services and copays from patients by credit
card. The practice also needs to post these payments to the patient account. This
document outlines how to process credit card payments in the Vitera Intergy
software using Sage Payment Solutions (SPS).
Purpose
The purpose of this document is to prepare you to use the Vitera Intergy software
to accept credit card payments using SPS. After reading this document, you will be
able to use Intergy to:
Process credit card payments.
Submit credit card voids and refunds.
Access the SPS secure credit card report Web site.
Practice staff responsible for processing credit card transactions should read this
document.
System
Requirements
To process credit card transactions using SPS, you must be using Intergy 6.00.00 or
later.
It is important to note that the screenshots depicted in this job aid are Sage
Payment Solutions Demo images; your practice's user interface may vary slightly,
but all setup and use instructions are accurate.
Contents
4
5
Complete the following steps to submit credit card payments in the Intergy
software using SPS.
Action
From the Intergy Desktop, click the Financial menu, point to Payments, and then click
Account.
Select the patient record to which you need to post a credit card payment, and then click OK.
In the Account Payment Posting window, click Payment. The New Guarantor Payment window
appears. See Figure 1.
Always check to make sure the payment will be posted to the correct journal by
looking in the upper right corner of the Account Payment Posting window. You can
change the journal, if needed, by using the drop-down list.
Complete information in the New Guarantor Payment window
Type the amount of the payment.
In the Payment Method box, select the R code (a charge card), and then click OK.
Verify that the Reference Date field contains the date the charge is being postedusually the
current system date.
The Voucher and Class fields are not required; your practice can use these fields as
desired.
Also note that the Verify EDI field has been removed from this window, as well as
the Pre-Collect Payment window.
7
8
9
10
11
12
Click Process. The Sage ExchangeSale window appears. (See Figure 2.)
Complete information in the Verify Credit Card window
Scan the card or type the card number in the Card Number box.
In the Expiration Date box, type the card expiration date, and type the CVV number in the CVV
field.
Verify that the dollar amount is correct.
Click Next to verify the patient's bill to information, or click Submit to complete the
transaction.
Finalize the procedure.
If the charge
Is completed
successfully
Failed, or the credit
card is denied
Incurred a
communication error
Sage Payment Solutions has the ability to perform both void and refund
transactions.
Credit card void transactions must be completed in the Intergy system, and
should not be completed on the Virtual Terminal.
Voids completed on the Virtual Terminal are not communicated back to the
Intergy system, so a disparity in both financial information and credit card
transactions is created.
There are certain criteria that will determine if a transaction can be qualified as a
void or a refund. The criteria are listed in the following table.
Transaction
Void
Circumstances
These transactions can only be completed for the full amount of
the original transaction.
These transactions can only be completed for a sale transaction
belonging to a financial batch that has not been settled.
No additional per transaction charge is assessed.
Transactions are not actually a transfer of funds but rather the
cancelation of a pervious sale.
A void does not release the authorization hold placed
on a card, it only removes the charge from settlement
in the software. (Authorizations are dropped by the
cardholder's bank after a period on non-settlement.)
Refund
Action
From the Intergy Desktop, click the Financial menu, and then click
Refunds, Transfers, and Unapplied Credit.
Select the patient record to which you need to post a credit card void or
refund, and then click OK.
Select the appropriate journal and journal open date, and then click OK.
Complete the appropriate information necessary in the Refunds,
Transfers, and Unapplied Credit window, being sure to select Refund in
the Mode field, and Charge Card in the Method field.
In the Unapplied Credit section, type the amount of the void or refund in
the Refund field.
Click Post.
The Sage ExchangeCredit By Reference window appears. Click Submit.
Click Receipt if you would like a receipt to print for this refund
transaction.
Click Done to exit the Post Credit Card Refund dialog box.
Note that the Verify EDI field has been removed from the Refunds, Transfers,
and Unapplied Credit window.
Voiding credit card transactions takes place in the Edit Payment window since
voids can only be completed on transactions belonging to a financial batch that has
not been settled.
Complete the following steps to submit a credit card void or refund.
Step
1
2
Action
From the Financial menu, click Payments, and then click Edit Payment.
Locate the guarantor and credit card payment to be voided and then click View/Edit. (See
Figure 4.)
Click Void in the View/ Edit Payment window and enter a void class and void note, and then
click Continue Void.
Once you click the Continue Void button, the SPS payment will be voided through SPS.
There will not be a SPS user interface for this process.
Finalize the procedure.
If the void
Is completed successfully
Incurred an error (such as
communication to SPS or void denial)
Then
In the View/Edit Payment window, a new row
indicates that the payment was voided.
The error will appear in a message box to the user.
Sage Payment Solutions offers a secure Web site for viewing your credit card
transaction and maintenance reports.
How to Access
Credit Card Reports
Complete the following steps to access the SPS credit card reports Web site,
Virtual Terminal.
Step
1
2
3
Action
From the Intergy Desktop, click the Communications menu, point to
EDI, and then click Credit Card Reports. The Credit Card Financial
Reports window appears. (See Figure 5.)
Type the Virtual Terminal ID, username, and password information
provided to you in the e-mail sent by SPS.
Click Login.