Posting Dentrix Pay Payments

Posting payments through Dentrix Pay reduces costly human error, prevents double entries in your Ledger, and improves overall cost savings for your practice.

Watch this video to learn how to post a Dentrix Pay payment for a patient. (Duration 2:34)

Key Information

• Dentrix Pay will not allow you to process an amount that is zero or less.
• If the credit card is not physically present, but you have the card number, check Manually enter credit card number before clicking the Process Card button. Then, enter the number on a PINpad device, as you cannot enter the number on a workstation's keyboard.
• In the Ledger Posting Options tab, you can designate which payment types are to be used by Dentrix Pay. (For help with payment types, refer to the quick start guide, Enabling Dentrix Pay.)
• Acceptable payment types include credit and debit cards, EMV chip-enabled cards, and Near Field Communication (NFC) devices, such as Apple Pay™, Samsung Pay™, or Google Pay™. However, NFC payments cannot exceed $100.00.
• If the card is equipped with an EMV chip, the card must be inserted or tapped. Cards without EMV Chips can be swiped through the slot on the PINPad. If an inserted EMV Chip is damaged and cannot be read correctly, the device will prompt the cardholder to swipe the card instead.
• If a Visa or Mastercard debit card is used, the cardholder will be presented with options to select the type of transaction they wish to process, which may vary slightly from card to card but are most commonly "Visa Debit" or "US Debit".
• When a transaction is processed, the credit card company determines if a signature is required. However, many companies no longer accept signatures as proof of identity; therefore, these transactions will not prompt for a signature.
• If an electronic signature is required, it will be included on the merchant copy of the receipt. In addition, signatures are requested by credit card companies and not your practice.
• If you attempt to delete a Dentrix Pay transaction from the Ledger, you will be warned that deleting removes the transaction from the Ledger. Still, it does not cancel the actual processing of the transaction with your merchant account, which can only be accomplished by voiding it or refunding the payment to the card used for the initial payment. Also, if you delete the transaction, it no longer exists in the Ledger, which skews the Ledger's balance, and you can no longer print receipts for it.
• Electronic signatures are only printed on merchant copies of credit card receipts. You can designate the receipt printer in Dentrix Pay Setup to print one or the other receipt or both. (For help with receipts, refer to the Enabling Dentrix Pay quick start guide.)
• If any Family File member has a saved credit card on file, the Process Card button will appear as a drop-down payment option when posting payments for any member of that Family File. From this menu (see image below), you can select the saved credit card.