How To Setup Installment Billing (Recurring) Fees in RecTrac 3.1
Problem
How do you setup installment billing or recurring fees in RecTrac 3.1?
Solution
There are a number of steps involved in this process. Whether you need to complete each step is dependant on your Department's policy with regard to billing. Basic steps are outlined below.
For step-by-step instruction, examples and full field definitions, refer to Topic Doc - Installment Billing, ACH, and Auto-Debit.
If you will allow auto-debit ACH, create an ACH Profile
1 Go to Management System Management Profile Management
2 Click Add. Profile Type = ACH, Profile Subtype = ACH.
3 Complete the profile according to your banks specifications. Use the 'i' and '?' Help as needed.
4 Save.
5 Link at the appropriate level in Profile Assignments.
If you will allow auto-debit Credit Cards, create a Credit Card Profile
1 Go to Management System Management Profile Management
2 Click Add. Profile Type = Credit Card, Profile Subtype = user choice based on your Credit Card gateway.
3 Complete the profile according to card processors specifications. Use the 'i' and '?' Help as needed
4 Save.
5 Link at the appropriate level in Profile Assignments.
Setup your installment billing templates. These are your various payment plans, such as Weekly on Monday, Monthly on the 1st, Monthly on the 15th, etc....
1 Go to Management System Management Installment Billing Template Management
2 Click Add
3 Complete all fields on the screen. Use the 'i' and '?' Help as needed
4 Click Save.
5 Repeat as needed.
How to setup installment billing fees
1 Choose the level at which you wish to link the fee(s): Globally, Module, Type, Subtype, Category, Item (ARclass, ARsection, PMpass, RNclass, RNrentalitem, LKlockerroom, LKlocker, etc). Link at as high a level (as close to globally) as you can that still makes sense.
2 Create any non-installment billed fees. These will have fee types other than 'Installment Bill Fee.' Use the 'Advanced Fee Add' button to add these fees.
3a If the fee is always charged regardless of whether patron chooses a payment plan or not, then setup with a 'Standard Fee' fee type and 'Always Charge' checked in the Installment Billing Option Field.
3b If the fee is only charged when patron chooses not to installment bill, then setup with a 'Standard Fee' fee type and 'Charge When Not Billed' checked in the Installment Billing Option Field.
4 To add the installment billed fees, you must use 'Advanced Fee Add' in order to get to the extra Installment Billing Settings.
5 What used to be called the IB Init fee (the upfront charge) is setup as a 'Standard Fee' fee type and it has an Installment Bill Template checked in the Installment Billing Option Field.
6 What used to be called the IB Amt fee (the recurring charge) is setup as an 'Installment Bill Fee' fee type and it has the same Installment Bill Template checked in the Installment Billing Option Field as the upfront charge.
7 If the fee amount changes based on the payment plan the patron chooses, then repeat the above 2 steps with different templates for each payment plan you allow. For example, you may offer $100 upfront + $10/week with a weekly template, versus $250 upfront + $30/month with a monthly template.
8 If the fee amounts do not change based on the payment plan, then you may choose multiple IB Templates in the Installment Billing Option field. For example, $250 upfront + $30/month would be the same for the Monthly on the 1st template and Monthly on the 15th template.
9 If you want a recurring fee to be charged across all payment plans (if you have multiple IB Templates), setup with an 'Installment Bill Fee' fee type and check all of the Installment Bill Templates in the Installment Billing Option Field.