Click through the Table of Contents to access the different workflows when using Stripe Payments in Covetrus Pulse:
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Processing a Payment
After the integration has been enabled, configured, and tested, you’re ready to begin processing payments through Stripe.
Paying with a Single Card for One Invoice
This uses the same payment workflow, with the addition of a card reader that communicates with Pulse.
- Access the Check Out page for the client.
- Select credit card as the payment type, then choose the appropriate terminal.
- Click Process Payment which will activate the Stripe device.
- The client will then be prompted to swipe or tap their card.
- Once the payment is approved, the information is returned to Pulse and updated in the client’s
account. - When viewing the receipt, the credit card payment will display the last four digits of the card, the card brand, and transaction ID for tracking purposes.
Paying with Multiple Cards for One Invoice
Sometimes, a client may need to pay a single invoice using multiple cards.
- As with the single payment above, you will select credit card as the payment type, choose the
appropriate terminal and enter the amount to be applied to the first card. - Then, click + Add Another Payment to open another payment option below.
- Choose credit card, the correct terminal, and enter the payment amount.
- Click Process Payment, and the device will cycle through the payment amounts entered in Pulse and the client will be prompted to tap or insert the cards.
- After the payments have been approved, the information will be sent back to Pulse and updated in the client’s account.
- When viewing the receipt, both credit card payments will display along with the last four digits of
each card, the card brands, and transaction IDs for tracking purposes.
Manually Entering Card Information
In the instance that the card is unreadable or if you would like to take a payment over the phone, cards
can manually be entered using the Stripe device. This capability allows practice to enter the card number securely through the devices, which are peer-to-peer encrypted.
- From within the payment area select the credit card payment type, then the correct terminal.
- Click the Key Card in Manually? checkbox and then click Process Payment.
- The device will be activated, and you will be prompted to enter the 16-digit card number.
- Enter the expiration date, the CVV/CVC number, and lastly the postal code.
- Hit Submit Payment and the payment approval will display, and the information will be sent back to Pulse and update the client’s account.
- When viewing the receipt, the credit card payment will display along with the last four digits of the card, the card brand, and transaction ID for tracking purposes.
Saving Payments for Future Use
This feature enables you to securely save clients’ payment methods for future use while adhering to PCI
compliance. You can store a payment method after a transaction or without charging the card. Please note that mobile wallets, such as Apple Pay or Google Pay, are not supported. Please ensure that you comply with all applicable laws, regulations, and network rules when saving payment methods for future use.
- To enable, go to Settings > Payments from the sidebar menu.
- Locate Stripe Payments Settings section and select the checkbox next to Allow saving payment methods for future use.
Saving a Card from Checkout - Payment Processing
- Select the Store checkbox before selecting Process Payment.
- The stored card will appear as a Payment Type option after the payment is processed successfully.
- Users can select the stored card and process future payments without the card present.
Saving a Card from Client’s Manage Stored Cards
- From the Client Page > Account Balance > Ellipses > Manage Stored Cards > Add a New Card.
- Select Add/Update a Card.
- Select the Card Type and Terminal, and press Authorize and Store. Select Key Card manually to enter card information manually.
- Follow the instructions on the terminal.
- The stored card will display on Manage Stored Cards Page.
- The stored card can be disabled to remove from the payment option by clicking the Is Active or deleted permanently using the Delete icon.
Declined Transactions
All declined transactions will be entered back into Pulse and the reason why the card was declined can be seen at the top of the page.
Voiding a Transaction
Voiding a payment allows you to cancel the payment applied to an invoice. To void a transaction, the user logged in must have the Employee Right enabled to void a payment.
- Under the Account Balance section of the client’s page, click View History.
- The Payment History page will load and show transactions by the most recent activity appearing
first. - Locate the receipt you are looking to void, then click Void Payment.
- After clicking Void Payment a dialog box will open.
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Void and Refund – This will cancel the payment in Pulse and void the transaction with the
integrated payment vendor. (Use this when a payment needs to be corrected and refunded) - Void Only – This will allow you to cancel the payment in Pulse without voiding the payment on the integrated payment side. (Use this when you only want to reverse the payment without issuing a refund).
- A pop-up window will appear for Void Comments. Enter a reason and proceed by clicking Void.
- The Payment History Page will reload and display the transaction with a VOIDED stamp. (The options to Edit Receipt and Return Items will no longer be available)
Refunding a Payment
The Stripe Payment link provides direct access to the payment information and refund.
- From Client Payment History, each Stripe payment will have a Payment Detail/Refund link.
- Clicking on this link will open up a detail payment dialog box where additional details about the payment can be found.
- A refund can be made by selecting Send refund.
- A partial amount can be entered to process partial refund to your client.
- After selecting Refund, a confirmation dialog will appear.
- After the refund, the payment status is now Partially refunded.
- An additional refund can be made to partially refunded payment. However, the refund amount cannot exceed the remaining payment amount.
- The refund will appear in Payment history. You may need to refresh the screen to see the update.
- The Payment will show with a Partially refunded status.
- Hovering over the information icon shows amount of refund.
Payments & Payout Review
The Finance section on the left navigation bar provides access to Stripe Payment list and Payout.
- From the left navigation bar, select Finance.
- By default, users with Business Manager, Business Owner, Group Manager, or Group Owner roles have access to Payment List and Payout.
- Employees with other roles may be granted permission to view these sections under Employee > Employee rights > Stripe.
- The permissions can also be removed for employees (with any role) by deselecting the permissions below:
Payment List
The payment list shows all Stripe payment transactions taken through Pulse in real-time. This includes the status of the transaction along with the date and the amount. Statuses include Succeeded, Incomplete, Failed, Refunded, and Partially Refunded.
- When clicking on the payment status, a details window will display allowing the user to view more
payment details.
| Displays the status of the payment, date received, amount of charge/refund, and processing fees. | |
| Shows details about the payment method including the card information, and the method the information was acquired. |
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Includes a timeline of the transaction, that displays the timing of successful payments, the reason behind a declined payment, along with any processing fees applied to the amount. Users can also utilize the links at the bottom to |
Payout
Payout includes all historical details of payments and allows you to filter and export the information.
Balances & Future Payouts
- Total Balance - Recent earnings that are available in your Stripe balance.
- Future Payouts - Upcoming earnings that will be available in the future in your Stripe balance.
- In Transit to Bank - Earnings that are pending and will be available in your Stripe balance.
- Add to Balance - This button allows you to add funds directly to your Stripe balance using a wire or bank transfer. This is typically used when your account has a negative balance or when you expect an increase in customer refunds,
- Future Refunds, Disputes or Negative Balance - Extra funds to cover future refunds, disputed or a negative balance.
See Details
Review upcoming payout dates and funds in transit to the bank by clicking the See details link.
| Displays amounts pending and amounts being sent to the bank. |
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| Displays a breakdown as to when payouts should be expected to arrive and the amounts being sent. | |
| Total amount being sent to the bank at that particular moment. |
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| Cadence of payout (daily, in this example) and the bank setup to receive payout. |
Payment Details
The payments associated to the payout can be viewed under the Payment details section.
Status Details
The Status details can be seen by clicking on the status of the payment.
| View the payment amount and the account the money is being deposited in. |
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| Details about the payment can be seen including amount, type, and payment date. | |
| Total charges, refunds, and adjustments, minus any fees. |
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| Details of the transaction payment(s). |
Handling Disputes
When a dispute occurs, a banner notification in the payment element will appear.
Practice can challenge the dispute from Disputes section under Payment List, and click on the Action required under status. Follow the instructions to Counter dispute.
This process is time-sensitive and need to be submitted by due date.
We recommend that you submit the invoice associated with the disputed payment as evidence.
Pulse generates detailed invoices for each transaction, which serve as strong evidence to support the event of a chargeback. Pulse invoices include essential information such as transaction details (date, amount, and payment method), customer information, and itemized services/goods,
These invoices are considered valid and reliable documentation by card networks when resolving disputes. Additionally, in many cases, electronic records are more effective than physical signatures, especially with the shift toward EMV chips and contactless payment technologies, where signatures are no longer standard practice. It is unnecessary to collect a signature as evidence for credit card transactions in case of a dispute.
Stripe Action Required Notification
As part of Stripe risk management, your account may be required to enter additional information. If your
account has outstanding data requirements, you’ll see a banner from your Pulse Checkout screen or from Pulse Payment setting (Settings -> Billing -> Payments). Email notifications are also sent to the email on the Stripe account. It is highly recommended that the required action be addressed as soon as possible. Failure to complete required actions can result in payment interruptions and/or payout pauses.
- To address the required action, select the "Update" link from the dialog and follow the instructions.
- You will need access to the phone associated with your account to receive verification code.
- After mobile code verification, follow the instructions on the screen.
- You may be prompted to enter more than one item. If you run into issues, please contact Pulse
support.
End of Day Payment Reconciliation
Credit card payment reconciliation can be done by comparing the total payments from Pulse and Stripe
Payment List.
Exporting report from Stripe Payment List
- Navigate to the Payment list by selecting the Finance icon from the left navigation bar.
- From Payment List, filter the date. For same day reconciliation at the end of day, select Date and is in the last option with 0 days. For specific date, choose is equal to or is between.
- Click Export.
Computing Summary Totals
- Open the export file from the download folder in Excel worksheet or comparable application.
- Add the following fields to the Excel worksheet:
- Count payments - count of records from Amount column =COUNT(C2:C5)
- Count refunds – count of records from Amount refunded column that’s greater than 0 =COUNTIF(D2:D5,”>0”)
- Total Pulse payments expected - a-b
- Total payment amount – total amount from column C =SUM(C:C)
- Total refund amount – total amount from column D =SUM(D:D)
- Total Pulse payment amount expected – d - f
- Run the Pulse Sales report for the current day with filters to include Cash Summary, Transaction List, and Transaction Breakdown.
- Compare totals from the Pulse Sales report Cash Summary and the Stripe payment list report.
- Pulse Total Credit Card Transactions amount should equal to Total Pulse payments amount expected from the Stripe report (from the example, the matched value is 60).
- Pulse Total Credit Card Transactions count should equal to Total Pulse payments expected from the Stripe report. (from the example, the matched value is 3).
- If these totals do not match, review each transaction from Pulse and Stripe to identify the missing
transaction
Sending a Payment Link
Text to Pay is a feature that allows practices to easily send invoices via SMS or email, offering customers the choice to pay outstanding invoices electronically.
To enable this feature, go to Payment Settings -> Billing -> Payments, locate the Stripe Payments Settings section, and select Allow sending payments to the client's device.
If you do not have Covetrus Comm or Message Media SMS enabled, follow this SMS setup guide.
- When processing an invoice for a client, a Send Payment Link button is available in the Payments section to allow the practice to send a payment to a device.
- Users can include a partial amount to be paid from payment link by entering the partial amount in the Amount field.
- When the user clicks on the Send Payment Link button, the user can see a pop-up dialog box with options to Send As SMS and/or Send As Email.
- If the client has mobile phone numbers on file, the user can choose a mobile number to prefill the SMS number.
- If the client doesn’t have any phone number on file, there will be no prefill SMS number.
- Phone numbers can be added or updated to any valid 10-digit phone number by using the Add New Phone link.
- Select Is SMS Enabled when saving a new number.
- Users can also select to send payment via email. If email is selected, the email address field is pre-populated with an email address on file.
- Users can select Send after either SMS or Email is selected and filled.
After sending is executed, the client should get an email or a text message containing a link to pay the invoice.
Clicking the link from email or SMS takes user to the checkout page that will include the line items.
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Payment method can be saved for future use by clicking the Save my payment information for future purchases.
- After the payment is successful, pet owner is redirected to the confirmation page.
- Text-to-Pay communications will be displayed under the Client Communication Log with Communication Type appearing as Text to Pay Email or Text to Pay SMS.
- All invoice payments will display as Stripe Payment Link.
Instant Payout
What are Instant Payouts?
Instant Payouts allow you to transfer funds to an eligible debit card or bank account within minutes of a transaction. For a fee of 1.5% of the payout amount, funds typically appear in the associated account within 30 minutes.
Eligibility for Instant Payouts:
New users are not immediately eligible for instant payouts. This capability becomes available as you develop a history of processing with Stripe. The limit available for instant payouts will increase as you continue processing more transactions.
How to Use Instant Payouts
Once eligible, the Instant Payout option will appear in:
Pulse → Finance → Payout
Bank Compatibility
If your bank account is not eligible, you’ll be prompted to add a supported bank account.
About 99% of U.S. banks issue debit cards compatible with Instant Payouts. To check if your bank is supported, visit https://docs.stripe.com/payouts/instant-payouts-banks