As an activity provider you may want to offer payment plans to clients. This allows them to pay in series of invoiced instalments. For example, a payment plan for $100 would allow a client to attend a set number of activities for a term period. They would be required to pay in four $25 instalments. Payment plans are designed to assist people who are financially disadvantaged.
1. Go to the Main Menu select Payments then click on Payment Plans
2. Select the + Add Plan
3. The Add Payment Plan window will appear, under Clients enter a person’s name, in Status select New or Approved, enter information about the plan in Description, enter in the Amount, select the Payment Period ie Weekly, Monthly, Term, Ad Hoc, the Due Date, tick Approved for Concession, and Fee Exemption. Then select the Add button
4. A Payment Plan tile will be developed under the client’s name with a unique code select the View button
6. The Payment Plan will be displayed with the Plan Details, select edit button to update
7. Go to the Invoices pane select Add button
8. The Add Invoices window will be displayed; it will show you the Total Amount for the Payment Plan. Set the Calculation Method either By Instalments or By Amount. Then enter the amount in money or by instalments. The system will determine the required number of invoices needed for the payment plan. Then select the Add button.
9. The Invoices pane will display the invoices required to be paid. The status will be set to Unpaid select the View button.
10. The Issue invoice will be displayed showing you the Issue Date and the Due Date (type over the date if you wish to change) click the Issue button. On the Invoices pane on the Payment Plan under Date, the Issue Date will be displayed.
11. The Payment Plan is now in place.
12. Now start booking the client into your activities and at the Payment Method stage select Payment Plan. (For instructions go to the Client Management Quick Guide page 9) A unique ID will be assigned to the plan, including any Concession or Fee Exemptions.
13. On the Activity Request tab the client tile will display under Requested payment by: Payment Plan including any Concession or Fee Exemptions.
14. Activities that have been paid for under a Payment Plan will appear in the Client’s Payment Plan Bookings Pane
15. When a client is ready to pay a Payment Plan invoice, go to their Payment Plan in the Invoices pane select the View button of the Invoice they’re paying for.
16. Select Pay Invoice or Charge Card to pay the Invoice amount.
17. The Invoices pane in the Payment Plan will be updated showing you that the client has paid.
