The Installment Billing (IB) Template Management program allows you to add, update, delete, and clone Installment Billing Templates. Installment Billing Templates establish the guidelines (Billing Frequency, Billing Rules, Payment Options, etc...) by which you will charge for the items to which the template is linked. An Installment Billing Template is REQUIRED for all Installment Billing/Auto-Debit options, regardless of which ones you use (Installment Billing, Auto-Debit to Credit Card, ACH withdraw, and/or Payroll Deduction). Installment Billing/Auto-Debit is available in the following RecTrac modules:
- Activity
- Pass
- Rental
- Lockers
At a minimum, you will need one (1) Installment Billing Template for each different Installment Billing/Auto-Debit plan you offer. This is true if you offer different plans for different items (i.e. you bill Pass Memberships by the month but Summer Camps by the week) or if you offer different plans for the same item (i.e. you offer two (2) billing plans for your Annual Pass Memberships: patrons have the option of paying by the month or paying by the quarter).
For Example: If you bill all Summer Camp type programs by the week, all Pass Memberships by the Month, and all Locker Rentals by the Quarter, you would need at least three (3) Installment Billing Templates to accommodate the three different billing schedules. If, however, you billed Summer Camps by the week, Lockers by the Quarter but Fitness Pass Memberships by the Month and Country Club Memberships (also a Pass Type) semi-annually, you would need four (4) Installment Billing Templates because you would have four (4) billing plans. If, at the other extreme, you billed everything (Activity Enrollments, Pass Memberships, and Locker Rentals) by the month on the same day, you feasibly could use one (1) Installment Billing Template only because the billing plan would be the same for everything you bill by installment.
IB Templates are linked to Advanced Fees in the Installment Billing Settings • Installment Bill Option field .
For Example: You charge $600 for annual resident membership at your department. Patrons pay $50 at the time of purchase and then are billed $50 per month for 11 months. (50 + (11 x 50) = 600). To set this up, you would create an Installment Billing Template with a billing frequency of "monthly," a start date of the next billing cycle and 11 total bills. You would then go to Pass Management, create an "Installment Billing Fee" for your annual membership pass and link the template to it in the Installment Billing Settings • Installment Bill Option field. An additional "Standard" fee of $50.00 would have to be added as well.
See Also: Topic Doc - Installment Billing, ACH, and Auto-Debit
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Installment Bill Templates (SABILLINGTEMPLATEMain_DataGrid)
The Installment Billing Template Management DataGrid lists all the Installment Billing Template Codes currently established in your system that you have permission to view. Scroll up/down to view the Installment Billing Templates or scroll left/right to view additional details.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
Buttons on the screen…
Click Add to continue to the Installment Billing Template Update screen to create a new Installment Billing Template.
Highlight/select an existing record and click Change to continue to the Installment Billing Template Update screen to edit the selected Installment Billing Template.
Highlight/select an existing record and click Delete to remove it from the database.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program to clone the selected Installment Billing Template.
Select/Highlight a record in the DataGrid and click More • Audit Info to continue to the Audit Log Inquiry program for that particular record. The Audit Log Inquiry screen is "read only" and displays all file management updates to the record you selected.
Note: This button is available only on the true File Management Main DataGrid to which it is linked. For example if you are running an activity report and click the Picklist icon to select a range of activity sections you will not see this button on the Activity Section Management DataGrid that appears. However if you go to the actual Activity Section Main File Management DataGrid then you will see it.