Windcave User Guide
- Colin.Campbell
Table of Contents
What is RxOne Windcave Integration?
Windcave is a secured online payment gateway system. RxOne integration with Windcave allows RxOne pharmacies to send payment requests to customers via RxOne Dispense and RxOne Point-Of-Sale. This is particularly useful for situations where payment is required before a script is made or before an item is dispatched.
When a Windcave payment request has been sent to the customer RxOne automatically creates a “Sale on Hold”. The Sales screen displays the ‘Held Sale’ along with a different sale status so you can tell if the sale is waiting for payment (WFP), waiting to be sent (TBS) or paid etc.
The customer will receive a Windcave payment request link in their email with a copy of an RxOne POS Receipt and, once they click on the link, they can see the invoice amount and can make the payment using the secured Windcave gateway. Once the payment has been made Windcave will send a background notification to RxOne and RxOne will complete the ‘Held Sale’ automatically.
Setting up of Windcave in RxOne
Sign up for an account with Windcave
Your pharmacy needs to sign up with Windcave to create an account before using RxOne Windcave Integration. Please refer to the Windcave official website on how to sign up for a Windcave account.
Set preferred online payment provider
Go to RxOne Options and select ‘Windcave’ under ‘Default Online Provider’. Save the changes.
Enter the API Key in RxOne Options
From ‘RxOne Options’, ‘POS Setting’ do the following
Windcave Enabled: Select ‘True’.
Windcave API Key: Log in to your Windcave website and go to the ‘API keys’ section and copy the ‘Secret key’ and paste in.
Save the changes.
Payment Due Date
Note that the Windcave Payment link lasts for three days only. After three days the payment link will be voided. You will need to resend a new payment link to your customer if required.
Request online payment using RxOne Dispensary
Please note that the RxOne customer email and physical address are compulsory fields. The email address in the RxOne patient profile will be the email address the payment request link will be sent.
Auto Send vs Manual Send
In RxOne Dispense > Patient > Extra Info select ‘Wind Cave’ from the drop down. This is the preferred online provider for this patient.
Select ‘Auto Send’ if you wish to have the payment link automatically sent to the customer’s email as soon as the script is finished. Without ‘Auto Send’ selected, you will need to right click on the script and select ‘Send To Online Provider’ when ready to request payment.
Request Payment – Auto Send
If you have ‘Auto Send’ selected in the patient profile, after the script is finished the script will show ‘WPF(Windcave)(Acc-Auto)’ in Dispense. This means the payment request has been sent to the customer’s email and the script is currently in the Waiting For Payment (WFP) stage.
At the same time a sale on hold will be automatically created.
At this stage the customer receives an email with a POS receipt attached along with a payment request URL link. The customer can click on the URL and enter their payment details securely.
Once the payment has been made successfully, Windcave will notify RxOne and the script will change its status from ‘WPF(Windcave)(Acc-Auto)’ to ‘Yes (Windcave)(Acc-Auto)’.
The held sale will automatically finish when a successful payment has been detected.
Request payment – Non-Auto Send
There are several ways so send a Windcave payment request from RxOne Dispensary when you are ready to collect payments.
Highlight a script and right mouse click and select ‘Send To Online Provider’, answer ‘Yes’ to the question.
Highlight a script and right mouse click and select ‘Print Duplicate’ and select ‘Send To Online Provider’ and press ‘OK’.
The sale information is located under ‘Claim’ > ‘Additional Claim Details’ > ‘Sales Details’.
If you highlight multiple scripts across multiple customers and send to the online provider, RxOne will send one invoice per customer to Windcave. Each invoice will contain one or more scripts belonging to that person.
For example, customer A has 2 scripts ($5 + $6) and customer B has 2 scripts ($5 + $9), one invoice of $11 will be sent to customer A and one invoice of $14 will be sent to customer B.
Edit Script Price
Scripts can be modified in RxOne after the payment request has been sent to the customer. The following are the scenarios you need to know.
Request payment again on a script that is already waiting for payment
A new payment request and a new POS receipt will be sent to the customer’s email with the updated script price. This will happen automatically if ‘Auto Send’ is selected or when you select ‘Send To Online Provider’ again.
Request payment again on a script that has already been paid on Windcave (No price difference)
No payment request email will be sent to the customer as there transaction has been paid and there is no price difference.
Request payment again on a script that has already been paid on Windcave (with price difference)
Any refund will be processed automatically by Windcave, staff will not need to do anything. For example a the customer has already paid $20 for their script, when the staff member changes the script to $19.00 Windcave will process the $1 refund back to customer’s card.
If the staff member changes the script to $21, the customer will receive a new payment link and new POS receipt for any additional charges that need to be paid.
The above will happen automatically if ‘Auto Send’ is selected, or when you select ‘Send To Online Provider’ again.
Request payment on a script that has already been charged to an RxOne account
In this scenario the script has already been charged to a RxOne account. Requesting the payment again means the program will credit the charge from the customer’s account from their current statement and a payment request link will be sent to the customer. Please check the RxOne statement carefully.
Delete a Script
Delete a script before payment has been received
The following message will show when deleting a script before payment has been received.
Delete a script after payment has been received
The following message will show when deleting a script after payment has been received.
The refund will be processed by Windcave to the customer’s card automatically; staff will not need to do anything.
The RxOne Sales screen will show the credit sale automatically.
Request online payment using RxOne Point-Of-Sale
You can also send a Windcave payment request to your customer for retail items directly from the RxOne Sales screen. Process the sale as per usual and make sure you have the customer’s name on the screen (this needs to be a customer not an account name) then select ‘Total Sale’ > ‘Send To Online Provider’.
A ’Sale on Hold’ will then be created with the status of ‘WFP(Windcave)’.
Once the customer has paid the invoice the sale will be completed automatically.
If you try to send a payment request without having a customer’s name on the screen or have accidentally selected an account name the following message will show.
Edit Sale
Windcave ‘held sales’ can be edited in RxOne. For example a customer may request to have a certain item added or removed from their sale and ask you to send them a new payment link.
Double click to open the ’Sale on Hold’.
Read the message carefully as editing a Sale on Hold will automatically revoke the previous payment link sent to the customer. If you do not wish to do so, select ‘Cancel’.
Select ‘Ok’ if you wish to edit the Sale on Hold.
Make the changes on the sale screen and select ‘Send To Online Provider’.
The new payment request link will be sent to the customer with the updated sale details.
If you are not ready to send the new payment request to the customer because you are likely to come back and further edit the sale then you can skip the ‘Send To Online Provider’ step and just edit the sale and put the sale back on hold again.
The sale status will change from ‘WFP (Windcave)’ to ‘TBS (Windcave)’ because at this stage the previous payment link has been voided and you have not yet send the new payment request to the customer.
Customer wants to pay in person after the online payment request has been sent
You may have a scenario where you have already sent the payment request to the customer’s email but the customer walks into the pharmacy and wants to pay in person.
You can either
Locate the sale that is on hold, click into the sale and finish the sale (cash / Eftpos etc.). The previous payment request the customer received will be automatically voided or
If you cannot locate the sale on hold immediately, you can create a new sale and finish the transaction as normal but you must later locate the sale on hold and abandon it to void the previously sent payment link to avoid the customer paying twice.
Declined payments
Any payment that has been declined (e.g. expired card, timeout etc.) RxOne will show ‘No(Windcave)(Acc-Auto)’ on the dispensary screen.
POS will also indicate declined payment by showing ‘No(Windcave)’.
You will need to resend the payment request link to the customer from dispensary if it is a script or click into the held sale and select ‘Send To Online Provider’.
Reporting
Look up an online payment sale
When talking to the customer they may reference the Windcave invoice number that they see on their payment screen. To locate a sale using the online payment invoice number select ‘Display an Online Payment’ and enter the online payment invoice number to bring up the sale.
You cannot look up an online sale that has been voided in Windcave because voided sales are deleted in RxOne.
Look up unpaid Windcave sales
You can find a list of Windcave sales that have not yet been paid by going to RxOne Point-Of-Sales > ‘View’ > ‘Display Online Payment Not Paid’.
Sales Transaction Report
You can look up an online sale by entering the Online Invoice Number
‘Online Payment Provider’ tab on the Sales Transaction Report shows online payment information and its payment status.
Online Provider Sales Report
An Online Provider Sales Report is also available. Search ‘Online Provider Sales Report’ from RxOne Home screen search box.