Post a One-Time Credit/Debit Card Payment with TopsPay

Use TopsPay to run one-time payments, such as down payments or payments for miscellaneous charges. It's easy!

Select an Existing Card or Enter a New Card

1. Open the patient chart; go to View > Patient Info... or press Command I.
2. Open the New Transactions window; go to Action > New Transaction or press Command T.
3. Make sure that the Use TopsPay box in the lower right corner is checked.
4. In the Fee/Payment Type field, select Credit Card Payment or Debit Card. Press Tab.
5. In the next field, enter the payment amount.
6. Enter a note in the Notes field. It is always a good idea to type the last four digits of the card number here for future reference. Press Tab.
7. Click Process Charges and Payments.
8. A window will display with the following options:
   1. Use card on file for account holder
   2. Use new card
9. If you select Use card on file for account holder, a dropdown will display; click the card you wish to use and the information will auto-fill. Click Use Card.
10. If you select Use new card, determine if you wish to save the payment information for future use. IfCom not, remove the checkmark from this box.
11. Fill in all fields and click Use Card.

Common Errors When Entering a Card in TopsPay

Payment Account for account holder does not exist

• Make sure you still have the card information on hand, and click Cancel.
• Navigate to the Admin side of the patient chart. If the Dismissed box is checked, remove the checkmark.
• Try adding the card information again.
• If the error persists, contact Tops Support at 770.627.2527.

No pay merchant found for patient's office and orthodontist

• Make sure you still have the card information on hand, and click Cancel.
• On the Admin side of the patient chart, review the patient's assigned Orthodontist and Office. One or both of these are not enrolled in TopsPay.
• Update either the assigned Orthodontist, Office, or both.
• Try adding the card information again.

Card Number is Required

• Contact the cardholder; this error indicates that there is an error in one of the fields. Some examples:
  • One or more digits in the card number may be incorrect or missing
  • The card type selected may not match the format of the card number
• Once you have the updated card information, try adding the card information again.

Max Attempts Error

“This transaction exceeds the number of times the same payment method can be charged in succession. Please contact support if you would like to increase your limit.”?

This error occurs when a payment method has been attempted more than 6 times within a 12-hour period.

• A rolling 12-hour window is used to track attempts
• Once the limit is reached, the payment method is temporarily locked
• The lock remains in place for 12 hours from the first attempt-not the most recent attempt

Example:

If 6 attempts are made within 1 hour, the limit is reached and the payment method is locked. Since the 12-hour window started with the first attempt, the payment method will become available again in 11 hours.