Viewing and Processing Received Payments
On vCita's Payments Received page, you can review your payment situation at a glance, check the status of any payment in seconds, and handle payments quickly and efficiently. If you have integrated your vCita account with QuickBooks or another third party payment platform, payments will be automatically synchronized between vCita and your other app.
This article explains what you need to know to make sure your payments stay organized and processed:
Viewing the Payments Received Page
The payments breakdown at the top of the Payments Received page lets you easily see what portion of your total charges were received, and how much money was not received because of refunds and payment cancellations. To view a list of all payments that were cancelled or refunded, simply click that portion of the summary bar.
NOTE: The figures in the summary bar will vary according to the other filters that are selected. (See Sorting and Filtering Payments, below.)
The other features and options on the Payments Received page are the same ones that appear on all the main pages of the Payments module.
- For more details about these shared features and how to use them, refer to Overview of the Payments Module.
- For specific details about using the Sort and Filter options on the Payments Received page, refer to Sorting and Filtering Payments (below).
Sorting and Filtering Payments
vCita's sorting and filtering options provide different views of the Payments list that allow you to find the payments you need in seconds.
Sorting the Payments List
By default, the Payments list is arranged according to payment date, with the payment received most recently displayed first. For convenience, the list is divided by months, so you can quickly check your monthly status.
To sort the Payments list according to client name, click the Sort By field and select Client first name or Client last name. Keep in mind that when you sort by client name, the list is no longer displayed according to months.
Filtering the Payments List
The filtering options are in a separate collapsible pane on the right side of the Payments page. To expand and collapse this pane, click the arrow.
There are three types of filtering options. These options can be used alone or simultaneously. When you use more than one option, remember that the list will display only payments that fulfill all the filtering requirements.
- Filter by client name: To view only payments associated with a certain client, enter part or all of the client's name in the field. The Payments list (as well as the breakdown summary at the top of the page) is automatically filtered as you type. For example:
- Filter by payment status: By default, payments with statuses of Paid, Cancelled or Refunded are displayed in the Payments list. The Status filter lets you control the statuses that are shown. For example, you might want to view all payments that are incomplete.
To set status filters, click in the Status field to open the list. Check the statuses that you want to see, and make sure that statuses you don't want to include are unchecked. When you are finished, click anywhere outside the status list.
- Payment source: By default, payments from all sources are displayed in the Payments list. To filter the list by source, click in the Payment source field and select Paid online or Paid offline.
Clicking Clear Selection removes your filters and resets the default filters.
Processing an Individual Payment
Clicking a row in the Payments list opens the Payments page, which displays more details about the payment. The Status summary section displays specific, valuable status details, and the Internal note feature lets you record useful reminders to yourself. (These areas are marked in red in the figure below.)
Clicking View Conversation (at the upper left corner of the page) opens a special view of the Inbox that shows only the messages relevant to the selected payment. The Client pane on the right side of the page lets you easily check any data related to the client and allows you to perform many client-related operations, such as sending messages, sharing documents, booking appointments and more.
The payment processing toolbar (marked in red in the example below) provides a variety of options to help you handle and process the payment. The different options are described in the table below the figure.
|View Receipt||Opens the receipt in a new window, so you can view it in the format in which the client sees it. You can also download or print the receipt from this window.|
|Send Receipt||Sends the receipt to the client (by email). If you have already sent a receipt in the past, the label is Resend Receipt.|
|Refund||Issues a refund for the payment.|
|Access the following options by clicking|
|Cancel payment||Changes the payment status to Cancelled.|
|Download||Downloads the receipt as a PDF file.|
|Allows you to print the receipt.|