In this article
One invoice can be paid with several methods: cash, debit card, credit card, bank transfer, QRIS (Indonesia's national QR payment standard), Virtual Account (VA), deposit, or package.
Steps
- From a finalized invoice, choose Pay.
- Add one or more methods and their amounts until the invoice is fully paid. For cash, enter the amount received; the change is calculated automatically.
- Dynamic QRIS: choose the VA/QRIS (payment gateway) method. Medivana shows a QR code for the exact amount, valid for 30 minutes. The patient scans it with a banking or e-wallet app.
- Virtual Account: in the payment gateway Virtual Account panel, choose a bank and then Create VA. Give the VA number to the patient (a copy button is available); the VA is valid for 24 hours and only accepts the exact amount.
- Wait until Payment received appears automatically. If it takes long, press Check status — Medivana asks the payment gateway directly.
- If the patient no longer wants to pay online, press Cancel payment and choose another method. If it expired, create a new payment.
- Print the receipt on a 58/80 mm thermal printer or download the PDF; the receipt can also be sent to the patient's WhatsApp when available.
QRIS and VA are only available once the clinic has connected its own payment gateway account (article Connecting the clinic's payment gateway account). Patient funds go straight to the clinic's merchant account.
Automatic journal entries
| Method | Journal entry |
|---|---|
| Cash | Dr Cashier cash · Cr Patient receivables |
| Manual transfer/debit | Dr Bank · Cr Patient receivables |
| Payment gateway QRIS/VA/link, card | Dr Cash in transit · Cr Patient receivables; when the payment gateway settlement reaches the bank account: Dr Bank (net) + MDR expense (merchant discount rate) · Cr Cash in transit (automatic) |
| Deposit | Dr Patient deposits · Cr Patient receivables |
Common problems
| Symptom | Cause | What to do |
|---|---|---|
| QRIS/VA status does not change | The payment gateway notification is delayed | Press Check status; Medivana also checks automatically every few minutes. Ask the patient for proof of payment |
| "The payment gateway is not configured" | The clinic's payment gateway account is not connected yet | Ask an admin to connect the payment gateway under Integrations, or use another method |
| Payment gateway validation rejected the payment data | The amount is outside the merchant account's minimum/maximum limits | Use another method or ask an admin to check the limits in the payment gateway dashboard |
| The patient paid after the VA/QRIS expired | Payment at the last second | If the invoice is still open, the payment is still recorded automatically; if it is already paid, it appears in Gateway reconciliation to be refunded or turned into a deposit |
| Receipt is cut off | Printer settings | See Thermal printers 58/80 mm |