Summary
To set up a payment plan, first find the proforma dues invoice. Convert that invoice to use installment payments and select frequency of “monthly” and select the desired number of installments ensuring the last payment is due in December or earlier. Now visit the order profile page and take their first installment payment and set up the customer for automatic payments.
Detailed steps
I. Convert Invoice to Use Installment Payments
1. Locate the member’s proforma Dues invoice and navigate to the “Invoice Profile” page. NOTE: To set up installment payments, the invoice must not have any payments applied to it.
2. On the “Invoice Profile” page click the “Actions Items” drop down menu in the top right and select “Set Up Installment Payments”. If this option is not available, it could be that this invoice already has a payment on it or is already on a payment plan.
3. On the “Convert Invoice to Installment Payments” popup:
a. Enter the number of installments desired, ensuring that the last installment payment will be in December or earlier.
b. Select a frequency of “Monthly”.
c. Now you should see the calculated “installment amount”.
d. Finally click the “Save” button to add the payment plan.
II. Navigate to The Order Profile Page
1. On the “Invoice Profile” page you will now see an “order code”, this number is typically the same as the “invoice number”. Click the “order code” number to navigate over to the order. If you don’t see an “order code” number it is likely this invoice does not have an order/payment plan setup.
2. The Order Profile page
III. Adjust Installment Payment Schedule (Optional)
By default, the total amount of the invoice will be evenly distributed over all of the installment payments, with some small penny adjustments when the amount can’t be divided equally.
1. To adjust the installment payment schedule, click the “Adjust Installment” button from the order profile page.
2. On the “adjust Installments” popup window you can change:
a. The number of installments, even after some installment payments have been made
b. The dues date of each installment
c. The amount of each installment
IV. Make an Installment Payment
Whenever possible please make the first installment payment right after setting up the payment plan/installment payments, unless special circumstances prevent it.
1. On the order profile page, click the “Add Payment” button.
2. On the “Add – Select Invoices to Pay” popup, you should see the “payment to apply” field already has the installment payment entered. Click the “Next >” button.
3. On the “Add – Apply Payment” popup
a. For “batch” just select the daily work batch
b. For payment, select the type of payment. If you have previously stored the payment method this can be selected from the “Payment” dropdown otherwise proceed with
entering the payment information. Click the “Save & Finish” button
4. Back on the order profile page under the “Summary” tab and “Summary” child form you will see that a payment has been made because the “Balance” will be 0.00 and “Last Process Date” will be today for the installment payment in question.
V. Setup Auto Pay Installments / Update Autopay Information
We will have an automated process that runs regularly to process installment payments on or around their due date if they are set up for automatic payments. Please set up all order for auto pay, unless special circumstances prevent it.
1. On the order profile page, click the “Edit” button.
2. On the “Edit – Order” popup window
a. Check the “auto-pay installments?” checkbox
b. For “customer payment info” dropdown, select an existing payment method or click the “+” to add a new one. Typically, you can just select the stored payment method that was added when you took the first installment payment in the previous step.
c. Click the "Save" Button
