📌 Important: Payments, refunds, and voids processed in the Xplor Pay portal will not sync with Dental Intelligence or your Practice Management System (PMS). Use this method only if you can't access DI.
Step 1: Take a payment in Xplor Pay
If Dental Intelligence is unavailable due to a system-wide outage, follow these steps to collect patient payments in the Xplor Pay portal:
Log in to the Xplor Pay portal
Go to Virtual Terminal > Take a Payment
Enter the card details using one of these options:
Use the card reader currently connected to your machine (VP8300), or
Type in the card information manually
Enter the dollar amount to be charged. Leave Delivery Fee and Sales Tax fields blank
Expand Add Billing Address and enter the patient’s information. At a minimum, include the patient’s first and last name so the payment is easy to reconcile later
Click Run Transaction
Note: If your practice has surcharging enabled, a surcharge will still be automatically applied to the transaction from the Xplor Pay portal (see the Surcharge Fee field).
Step 2: Manually post the payment to the patient’s ledger in your PMS
⚠️ Don’t skip this step. Because Xplor Pay transactions don’t sync with DI or your PMS, the patient’s account will still show a balance until you post the payment yourself.
Once the transaction has run successfully in Xplor Pay:
Open the patient’s account in your PMS
Add the payment to their ledger, matching the amount and date from the Xplor Pay transaction
Confirm the patient’s balance now reflects the payment
Keep a running list of every payment taken during the outage (patient name, amount, and date). It makes posting and end-of-day reconciliation much faster. You can find these transactions under Transactions > Card Transactions in the Xplor Pay portal.
When Dental Intelligence is back online
Do not re-run the payment in Dental Intelligence once the system is back up and running. The patient has already been charged, and running it again would result in a duplicate charge.