Vitera Intergy

Job Aid

Vitera Intergy
Credit Card Transaction Processing Using Sage Payment Solutions

(877) 932-6301 main viterahealthcare.com

4301 West Boy Scout Blvd., Suite 800, Tampa, FL 33607

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.

Who Should Read

This?

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

The following topics are in this document.

Overview .............................................................................................. 1
Introduction.................................................................................... 1
Purpose .......................................................................................... 1
Who Should Read This? .................................................................. 1
System Requirements .................................................................... 1
Contents ......................................................................................... 1
Submitting Credit Card Payments Using SPS ....................................... 2
How to Submit Credit Card Payments ............................................ 2
Submitting Credit Card Voids and Refunds Using SPS ......................... 4
Introduction.................................................................................... 4
Criteria for Void and Refund Transactions ..................................... 4
Refunding Credit Card Transactions ............................................... 5
Voiding Credit Card Transactions ................................................... 6
Accessing the SPS Secure Credit Card Report Web Site ...................... 7
Introduction.................................................................................... 7
How to Access Credit Card Reports ................................................ 7

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Credit Card Transaction Processing Using Sage Payment Solutions

Submitting Credit Card Payments Using SPS

How to Submit Credit
Card Payments
Step
1
2

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

Then in the Post Credit Card Charge window

The Receipt and Done buttons will appear along with the payment
amount, authorization code, and response information.
The Receipt button is disabled and the Retry button is enabled.
The Retry button is enabled and the communication error will
appear in the Sage Payment Services Response area.

Credit Card Transaction Processing Using Sage Payment Solutions

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Submitting Credit Card Payments Using SPS, Continued

Your practice also has the ability to select a forced sale authorization transaction.
A forced sale is a method of manually authorizing a credit card transaction when it is not
possible to electronically connect and authorize the transaction. This frequently occurs when
the credit card network is down, and you call the credit card company to authorize the charge.
This authorization allows funds to be reserved but not actually released from the credit card
account until the transaction is approved. See the Forced Sale option in Figure 1.

Figure 1 The New Guarantor Payment window

Figure 2 The Sage ExchangeSale window

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Credit Card Transaction Processing Using Sage Payment Solutions

Submitting Credit Card Voids and Refunds Using SPS

Introduction

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.

Criteria for Void

and Refund
Transactions

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

These transactions can be completed for the full or partial

amount of the original transaction.
These transactions can be completed for sale transaction
belonging to a financial batch regardless of whether that batch
has been settled.
An additional per transaction charge is assessed.
Transactions are an actual transfer of funds, negative or positive.
A refund must have a corresponding sale on the same
card.

Credit Card Transaction Processing Using Sage Payment Solutions

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Submitting Credit Card Voids and Refunds Using SPS, Continued

Refunding Credit
Card Transactions

Because the credit amount must reside in Unapplied Credit in order to be

refunded, refunding credit card transactions with SPS takes place in the Refunds,
Transfers, and Unapplied Credit window. (See Figure 3.)
Complete the following steps to submit a credit card void or refund.
Step
1
2
3
4
5
6
7
8
9

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.

Figure 3 The Refunds, Transfers and Unapplied Credit window

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Credit Card Transaction Processing Using Sage Payment Solutions

Submitting Credit Card Voids and Refunds Using SPS, Continued

If a patient has multiple payments of multiple types in the refund window, once
the user selects the refund type of Credit Card; any non-credit card payments are
grayed out in the browser, as indicated in Figure 3.
Voiding Credit
Card Transactions

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.

Figure 4 The Edit Payment window

6

Credit Card Transaction Processing Using Sage Payment Solutions

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Accessing the SPS Secure Credit Card Report Web Site

Introduction

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.

Figure 5 The Virtual Terminal window

For additional information on SPS report capabilities, refer to the Sage Payment
Solutions Online Reporting Welcome Kit Insert, which should have been provided
to you by Sage Payment Solutions.

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Credit Card Transaction Processing Using Sage Payment Solutions