AVImark / Scratch Pay Integration User Guide

Processing payments directly from AVImark using the Scratch Pay desktop app

Take payment with the card reader terminal

Take payment over the phone

Take payment with Text-to-Pay or Email-to-Pay

Write back text and email payments to AVImark

• when payment date = sent date

• when payment date is different from sent date

Issue a refund

Take a deposit or down payment

Process a Split Payment

Take payment with the card reader terminal

The video below shows how to send an invoice amount to your card reader terminal from AVImark:

1. Create a new invoice in your AVImark dashboard and post it. On the invoice screen, select Scratch Payment as the payment type.

2. The dollar amount in the Amount field will reflect on the card reader terminal. Edit the payment amount if you would like to charge your client's card for an amount different from the total on the invoice.

3. Click Done and then Close at the bottom of the invoice.

4. Select the payment notification on the bottom right of the screen to go to the Scratch Pay desktop app.
5. Click on the line item of the invoice for which you would like to process a payment.
6. On the right side of the screen, click on Terminal/Manual payment. Select the reader you would like to use then click Send to terminal.
7. Take the payment by tapping, swiping, or inserting the credit or debit card into the card reader terminal.

Take payment over the phone

1. Create a new invoice in your AVImark dashboard and post it. On the invoice screen, select Scratch Payment as the payment type.

2. Click Done on the payment window then Close at the bottom of the invoice

3. Open the Scratch Pay desktop app by clicking the notification on the bottom right of your screen.
4. Click on the line item of the invoice for which you would like to process a payment.
5. On the right side of the screen, click on Terminal/Manual payment.
6. Enter the card information on the By manual input section and click Process.

Take payment with Text-to-Pay or Email-to-Pay

1. Create a new invoice in your AVImark dashboard and post it. On the invoice screen, select Scratch Payment as the Type.
2. Click Done on the payment window, then click Close on the invoice.
3. Select the payment notification on the bottom right of the screen to go to the Scratch desktop app.
4. Click on the line item of the invoice for which you would like to process a payment.
5. On the right side of the screen, click either Send Text-to-Pay or Send Email-to-Pay.
6. Confirm or edit the phone number or email address on the next screen and click Send Text or Send Email.
7. Your client will receive a text message or email with a link to the payment screen where they can submit their payment information.
8. Once you send a Text-to-Pay invoice, it will move to the Payment Requests - Open tab. If the invoice is unpaid, you may click the Resend Text-to-Pay or Resend Email-to-pay button to send another message to your client.
9. If your client hasn't paid their text-to-pay or email-to-pay request within an hour, they will start to receive automated reminders. Reminders are sent via text or email at 12, 3 and 5PM in your clinic's local timezone - only to clients with unpaid invoices from that day. You can turn off reminders for your clinic by emailing partners@scratchpay.com.
10. Once a payment request invoice has been paid, it will move to the Payment Requests - Writeback tab. Click the Sync all button to automatically record in AVImark that these payments have been made.

Writeback text-to-pay and email-to-pay payments to AVImark

To begin, go to the Payment Requests - Writeback tab. 

For invoices where date paid = date sent:

1. Click Sync All in the upper right-hand corner to sync all invoices on the list, or click Sync next to an invoice to sync that record individually.

For invoices where date paid is different from date sent:

When the text or email is paid on a different date than when it is sent, the "Sync" button will not be available. For these payments:

1. Click Manually record. A pop-up will appear with the client ID, payment amount & payment date. 
   
2. Open AVImark. Click Post (F8) on the toolbar at the top. 
   
3. If needed, update the Posting Date so it matches the payment date shown in the Scratch Pay pop-up. Click Post to open the Invoice window.
   
4. Right click on the Invoice window. Select New -> Scratch Payment
   
5. On the Enter Payment window, update the Amount with the payment amount shown in the Scratch Pay pop-up. Update Description to "Delayed Scratch Payment"
   
6. Click Done on the Enter Payment window. Then click Close on the Invoice window.
7. Back in Scratch Pay, click Payment Recorded.  

 

Take a deposit or down payment

Take a deposit or down payment with the Scratch/AVImark integration in the same way as any other payment, by first creating a corresponding invoice.

1. Create an invoice on your client's account in AVImark for the amount of the deposit or down payment
2. Process the payment using any of the payment methods above. 

Issue a refund

1. There are two ways to issue a refund:
   1. From the desktop app: Select the invoice you'd like to refund in the Invoices - Paid tab. Click on the Refund button on the right side of the screen, then fill out the required information.
   2. From the web portal: Process the refund through your Scratch Pay web dashboard (for full instructions see here).
2.  Record the refund in AVImark:
   1. Open the client's accounting window and select NEW
   
   
   b. Select the original payment type of the charge to be refunded in Type, then add the word Refund to the description in the box below.

c. Enter the refund amount in the Amount field as a negative number. For example, if a $10 charge was refunded, type -10 in the Amount field.

d. Click Done

Process a Split Payment

To use multiple forms of payment to pay a single invoice:

1. In the Scratch desktop app, click on the invoice line item for which you would like to take payment.
2. On the right side of the screen, click on Terminal/Manual payment.
3. The screen will display the full amount of the invoice under the label Enter Charge Amount. Click Change below the amount.
4. On the popup screen, enter in the amount you would like to charge to the first payment method and click Confirm.
   
5. This amount will now be displayed on the screen and you can now take a payment for this amount via the terminal card swipe or manual input options. 
   
6. The side bar will then update with the remaining amount on the invoice to make a second payment. You may edit this amount again if you are splitting the invoice into more than two payments. The bottom of the right pane will display a transaction log of all payments made for this invoice.