Change payment plan details

Use this page to configure payment plans.

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The following options are included on the Change Payment Plan Details page:

Name of Field	Type	Description
Payment Plan Detail
Name	Text	Name of the payment plan.
Default Payment Plan?	Checkbox	To set this payment plan as the default payment plan for the activity, select this checkbox.
Automatically Charge Credit Card?	Checkbox	Option to automatically charge credit card for the payment plan.
Allow Online?	Checkbox	Option to allow the registrant to use a payment plan when they register for an activity on the customer (public access) site.
Description	Text	Enter a description or instructions specific to the payment plan. For example, you can include payment terms and conditions. This text is displayed on all staff and public site pages where payment plans are displayed.
Payments
Initial Payment Due	Radio Button / Numeric	The initial payment the customer must pay towards the payment plan: No Initial Payment Fixed Amount % of Total Due Note: The percentage is displayed up to 4 decimal places (0.0000%). Prepay the amount due in first payment cycle Note: This option is only available when you select Fixed payment cycle from Payment Schedule Type dropdown list.
Payment Distribution for Balance	Radio Button	Distribute the balance due after the initial payment using the following method: Evenly divide balance between scheduled payments. Apply prorated amount from earliest to latest setting: activity charge installments are evenly distributed by the number of enrolled months, but the first installment is prorated by the ratio between the number of enrolled meeting dates and the total number of meeting dates in the first enrolled month. If this is disabled, then activity charge installments are evenly distributed by the number of enrolled months. Divide balance using custom % distribution scheduled below. Note: This option is not available when you select Fixed payment cycle from Payment Schedule Type dropdown list. Evenly divide balance by the number of meeting dates. Note: This option is only available when you select Fixed payment cycle from Payment Schedule Type dropdown list.
Lead Time	Numeric	You can specify a lead time before each due date. Note: This Lead Time field is enabled when: • Payment Distribution for Balance is “Evenly divide balance between scheduled payments”, Payment Schedule for Balance is “Fixed payment cycle” and payment cycle is “Each activity meeting date”. • Payment Distribution for Balance is “Evenly divide balance by number of meeting dates” and Payment Schedule for Balance is “Fixed payment cycle”. Otherwise it is hidden.

Payment Schedule for Balance

In this section, customers can set the payment schedule types based on how they distribute the balance due after the initial payment in the Payment Distribution for Balance section.

Select a Payment Schedule Type from the dropdown list to set how often the payment should occur for the payment plan:

Specific dates

(Use this option to set specific dates when payments will be made.)

When selecting Evenly divide balance between scheduled payments from Payment Distribution for Balance:

Select this option and click the Add New button to display the Specific Date box.
Click the calendar icon and select a date from the pop-up calendar.
Click Save.
(Optional) Repeat steps 1-3 to add additional dates.

When selecting Divide balance using custom % distribution scheduled below from Payment Distribution for Balance:

Select this option and click the Add New button to display the Specific Date box and Percentage of Balance Due box.
Click the calendar icon and select a date from the pop-up calendar.
Enter a percentage number in the Percentage of Balance Due box.
Click Save.
(Optional) Repeat steps 1-4 to add additional dates.

Number of days after date of sale

(Use this option to schedule payments a specific number of days after the date the customer purchased the activity enrollment. You can set multiple payment dates.)

When you select Evenly divide balance between scheduled payments from Payment Distribution for Balance:

Select this option and click the Add New button to display the # of Days _ after Date of Sale box.
Enter a number of days in the box.
Click Save.
(Optional) Repeat steps 1-3 to add additional dates.

When selecting Divide balance using custom % distribution scheduled below from Payment Distribution for Balance:

Select this option and click the Add New button to display the # of Days _ after Date of Sale box and Percentage of Balance Due box.
Enter a number of days in the box
Enter a percentage number in the Percentage of Balance Due box.
Click Save.
(Optional) Repeat steps 1-4 to add additional dates.

Number of days after activity start date

(Use this option to schedule payments a specific number of days after the activity begins. You can set multiple payment dates.)

When you select Evenly divide balance between scheduled payments from Payment Distribution for Balance:

Select this option and click the Add New button to display the # of Days _ after Activity start Date box.
Enter a number of days in the box.
Click Save.
(Optional) Repeat steps 1-3 to add additional dates.

When you select Divide balance using custom % distribution scheduled below from Payment Distribution for Balance:

Select this option and click the Add New button to display the # of Days _ after Activity start Date box and Percentage of Balance Due box.
Enter a number of days in the box
Enter a percentage number in the Percentage of Balance Due box.
Click Save.
(Optional) Repeat steps 1-4 to add additional dates.

Fixed payment cycle

Select Evenly divide balance between scheduled payments from Payment Distribution for Balance, then select this option to display the Payment Cycle dropdown list:

Weekly:

Select this option to display the Number of Payments box and First Due Date options.
Do one of the following:

Enter a Fixed number of payments in the box, OR
Select Number of Enrolled weeks (this prorates the payment for the number of weeks you specify).

Select Payment cycle for first meeting or Next payment cycle after sale from the First Due Date options.

Every other week:

Select this option to display the Number of Payments box and First Due Date options.
Do one of the following:

Enter a Fixed number of payments in the box, OR
Select Number of enrolled payment cycles (this prorates the payment for the number of bi-weekly cycles you specify).

Select Payment cycle for first meeting or Next payment cycle after sale from the First Due Date options.

Twice a month:

Select this option to display the Number of Payments box and First Due Date options.
Do one of the following:

Enter a Fixed number of payments in the box, OR
Select Number of enrolled payment cycles (this prorates the payment for the number of semi-monthly cycles you specify).

Select Payment cycle for first meeting or Next payment cycle after sale from the First Due Date options.

Monthly:

Select this option to display the Number of Payments box, First Due Date options and Due Date dropdown list.
Do one of the following:

Enter a Fixed number of payments in the box, OR
Select Number of enrolled months (this prorates the payment for the number of months you specify).

Select Payment cycle for first meeting or Next payment cycle after sale from the First Due Date options.
Select a day of each month from the dropdown list.

Quarterly:

Select this option to display the Number of Payments box and First Due Date options.
Do one of the following:

Enter a Fixed number of payments in the box, OR
Select Number of enrolled quarters (this prorates the payment for the number of quarters you specify).

Select Payment cycle for first meeting or Next payment cycle after sale from the First Due Date options.

Every four weeks:

Select this option to display the Number of Payments box and First Due Date options.
Do one of the following:

Enter a Fixed number of payments in the box, OR
Select Number of enrolled payment cycles (this prorates the payment for the number of four-week cycles you specify).

Select Payment cycle for first meeting or Next payment cycle after sale from the First Due Date options.

Each activity meeting date - make a payment on each activity meeting date.

Note: The Number of Payments box and First Due Date options will not display when you select Evenly divide balance by number of meeting dates from the Payment Schedule for Balance section.

For example: There is a daycare program which has 12 meetings and lasts for 3 months from May to July. The fee for each meeting is $10. There are three meetings in May, four meetings in June and five meetings in July. A customer enrolls in this daycare program and sets the payment plan as follows:

Initial Payment Due: Prepay the amount due in first payment cycle.
Payment Distribution for Balance: Evenly divide balance by the number of meeting dates.
Payment Schedule for Balance: Fixed payment cycle (Payment Cycle: Monthly; Due date: 10th of each month).

When the customer enrolls in the daycare program, he/she pays 30$ as the initial payment (May meetings; $10 x 3 meetings = $30). After that, when he/she takes part in the meetings, the payment occurs on the 10th of June ($40; $10 x 4 meetings) and the 10th of July ($50; $10 x 5 meetings).

Note: If customers have an automatic payment plan, when there are planned future payment dates, all past-due balances are charged on the next payment date.

Name of Field	Type	Description
Payment Plan Surcharge
Enable Payment Plan Surcharge?	Checkbox	Select this checkbox to configure details for the surcharge. Note: The fields below are hidden until you select this checkbox.
Primary Charge
Charge Name	Dropdown list	The name of the charge to attach to the fee.
General Information
Include?	Checkbox	To add a fee (scholarship, discount, etc.) to an existing registration without needing to re-register a participant, select the corresponding Include checkbox.
Charge Name	Text	The charge name selected for the fee. This field defaults to the text from the above Charge Name field but may be modified.
Charge Type	Dropdown list	The options are: Fee - This fee is charged to the customer (the Fee Information section is displayed). Discount - Indicates this is a discount that can be applied to fees (the Discount Information section is displayed).
Customer Type	Dropdown list	The customer type to attach to the fee. Customer types are the primary method of dividing the customer base for facility charges.
Description	Text	Description of the charge to attach to the fee. Clicking the 'down facing' black arrow increases the size of the box. Clicking the 'up facing arrow' decreases the size of the box.
Fee Information
G/L Account	Dropdown list	The general ledger account to which the revenue from this fee goes. This field defaults to: The G/L account from the activity category attached to the activity. The G/L account from the charge record if there is no G/L account in the activity category (or if no activity category is attached to the activity). Required (if charge is not a discount).
Charge Amount	Numeric	The amount of this fee. If you entered a default amount when creating the charge record, this field defaults to that amount, but you can change it as necessary. Note: This is an optional field, so you can use a zero dollar value for the fee if you want to use it for tracking purposes.
Discountable?	Checkbox	Option to determine if you can apply discounts to this fee.
Exclude from Payment Plans?	Checkbox	Option to exclude this fee from payment plans.
Tax Information
Taxable by?	Checkboxes	Option to select the taxes to charge for this activity.
Charge - Prefill
Prefill Condition (Override)	Dropdown list	The condition under which this fee is automatically charged: Never: The fee is displayed but is not charged automatically, unless manually selected. Always: The fee is always charged automatically, unless deselected. If Resident: The fee is charged automatically if the customer is a resident. If Non-resident: The fee is charged automatically if the customer is a non-resident. If Minor: The fee is charged automatically if the customer qualifies as a minor based on the system setting age for minors. If Senior: The fee is charged automatically if the customer qualifies as a senior based on the system setting age for seniors. If Internet: The fee is charged automatically if the transaction is on the customer (public access) site. If Member: The fee is charged automatically if the customer has a current membership. If Non-member: The fee is charged automatically if the customer does not have a current membership. All fees with applicable prefill conditions are charged. For example: If the prefill condition on one fee is Resident and the prefill condition on another fee is Member, and the customer is a resident member, both fees are charged.
Age Qualification
Minimum Age	Numeric	The minimum registrant age required to be eligible for the fee. If left at 0 or blank, there is no minimum age requirement.
Maximum Age	Numeric	The minimum registrant age required to be eligible for the fee. If left at 0 or blank, there is no minimum age requirement.
Dates
Activation Date	Date	Date when the activity fee is in effect.
Expiration Date	Date	Date when the activity fee is longer in effect.

Qualifying Customers and Companies

In this section, you can specify customer types, customers, and customer companies which can use the payment plan.

Notes:

If you do not select any customer types, customers, or companies, then any customer will be qualified to use the payment plan.
If you specify multiple customer types, customers, and/or companies for a payment plan, the customer who matches any of the conditions will be qualified for the payment plan.

To Specify a Customer Type

Click Customer Type.
On the Customer Type List page, select one or more customer types.
Click Add All Selected. To remove customer types, you can select a customer type in the list then click Remove to the right.

To Specify Customers

Click Customers and then enter some search criteria. The customer search results will be displayed on the Select Customer List page.
On the Select Customer List page, select one or more customers.
Click Add All Selected. To remove the customers, you can select a customer in the list then click Remove to the right.

To Specify Companies

Click Companies and then enter some search criteria. The company search results will be displayed on the Select Company List page.
On the Select Company List page, select one or more companies.
Click Add All Selected. To remove the companies, you can select the company in the list then click Remove to the right.

Note: If you have specified one or more customer types, customers, or companies, then when you are applying the payment plan at the front desk the system will check to see if the customer meets the qualifying criteria.

If yes, the payment plan is applied as normal.
If no, the Enroll with Payment Plan option is hidden.

Change payment plan details

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Payment Plan Detail

Payments

Payment Schedule for Balance

Specific dates

Number of days after date of sale

Number of days after activity start date

Fixed payment cycle

Payment Plan Surcharge

Primary Charge

General Information

Fee Information

Tax Information

Charge - Prefill

Age Qualification

Dates

Qualifying Customers and Companies

To Specify a Customer Type

To Specify Customers

To Specify Companies