The Installment Billing Template Update Core Settings screen allows you to add a new or update an existing Installment Billing Template. Installment Billing Templates can be up to 30 alpha-numeric characters in length.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
See Also: Topic Doc - Installment Billing, ACH, and Auto-Debit
From the bottom of the screen…
Click Save to save your changes. You will be returned to the Installment Billing Template Management DataGrid.
Click Cancel to return to the Installment Billing Template Management DataGrid without saving your changes.
SABILLINGTEMPLATEUpdate_Tab1
Installment Billing Code (SABILLINGTEMPLATE_InstallmentBillingCode)
If you are creating a new Installment Billing Template, enter your code in this field. This field will accept up to 30 alpha-numeric characters. This is a mandatory field for the default VSI RecTrac Design. Your Design and setup may vary.
For Example: IB - ANNUAL MEM PASS
If you are updating an existing Installment Billing Template you will not visit this field.
See Also: Topic Doc - Installment Billing ACH and Auto-Debit
DeleteDescription (SABILLINGTEMPLATE_Description)
Enter a description for this Installment Billing Template. This field will accept up to 100 alpha-numeric characters.
For Example: IB Template - Annual Membership Pass.
DeleteInterface Mode (SABILLINGTEMPLATE_InterfaceMode)
Expand the Drop-down list to select the interface mode for this IB Template. This field determines how the prompt for Installment Billing will work when a billable item is selected into the shopping cart in RecTrac.
- Auto - Automatic. Upon selecting of the item into the shopping cart, the system will prompt automatically for the preferred installment billing method.
- Manual - Manual. Upon selecting the item into the shopping cart, the clerk must proceed to the billing screen and make selections to set up billing.
Web Usage Option (SABILLINGTEMPLATE_WebUsageOption)
Expand the Drop-down list to select the Web Usage Option for this IB Template. This field determines how the prompt for Installment Billing will work when a billable item is selected into the shopping cart in WebTrac.
- Always - Upon selecting of the item into the shopping cart, the WebTrac patron must set up an Installment Billing/Auto-Debit Schedule.
- Never - WebTrac patrons will never be required to set up an IB/Auto-Debit schedule.
- Prompt - Upon selecting the item into the shopping cart, the WebTrac patron will be given a choice to either pay the balance at the time of check out" or set up an IB/Auto-Debit schedule.
Prenote Not Required? (SABILLINGTEMPLATE_PreNoteNotRequired)
Select this option to have the PreNote status for bills created from this template default to Yes" (i.e. the record has passed the PreNote test). Bills with a PreNote status of "Yes" do not have to be re-validated.
Note: This applies to Auto-Debit ACH records only where the prenote process is used to validate the customer's bank account information.
Hide Pass Expiration Date on Receipts (SABILLINGTEMPLATE_HideExpirationDateOnReceipts)
This field is applicable only if your Installment Billing Template is for Pass Memberships.
Select this option to have Pass Membership Expiration Dates omitted from Installment Billing receipts. When selected you have the added option of using Language Codes to substitute custom text in lieu of the Pass Expiration Dates if desired.
- Language Code rcpt-pm-00031 is reserved for 80-column receipts
- Language Code rcpt40-pm-00031 is reserved for 40-column receipts.
- These Language Codes must be set up in Language Code Management Update.
Leave this option de-selected to have the Pass Membership Expiration Dates included on Installment Billing receipts.
Note: This field is applicable for Pass Memberships only so if this Installment Billing Template is for another module such as Lockers or Rentals then your setting in this field will have no impact. It can be enabled or disabled.
Billing Frequency (SABILLINGTEMPLATE_BillingFrequency)
Expand the Drop-down list to select the Billing Frequency for this IB Template. This field determines how often you do a billing run for items linked to this template.
- Weekly on this Day - You will bill once per week on the day of the week selected in the Day of the Week field. For Example: Monday.
- Bi-Weekly on this Day - You will bill once every other week on the day of the week selected in the Day of the Week field. You must then pick your bi-weekly qualifier: 'A' Dates Only, 'B' Dates only, or 1/2 Each Cycle. For Example: Friday on 'A' Weeks.
- Semi-Monthly on these Two Days - You will bill two (2) times a month on the days of the month you select in the Day and Day 2 fields. For Example: on the 1st and 15th of the month.
- Monthly on this Day - You will bill once per month on the day selected in the Day field. For Example: On the 1st.
-
Monthly on Item Begin Day - You will bill once per month on the day the item was purchased. For Example: An Annual Pass purchased on 18 September will have 12 bills created for the 18th of each month.
Note: An item purchased on the last day of a month will have bills created for the last day of each month in the billing cycle. For Example: An Annual Pass purchased on 31 August would have bills created for 30 September 10/31/2022 11/30/2022 etc…..
- Quarterly on these Months and Days - You will bill four (4) times a year on the day selected in the Day field. Expand the Quarterly Option Drop-down list to select the four (4) months of the year during which you wish to bill. For Example: Your fiscal year starts in January. You want to quarterly on the 1st. You would select "January/April/July/October" from the Quarterly Option drop-down list and then enter "1" in the Day field.
- Semi-Annually on these Two Days - You will bill two (2) times a year on the month and day selected in the Month/Month 2 and Day/Day 2 fields. For Example: June 1 and December 1.
- Annually on this Date - You will bill once per year on the day selected in Month and Day fields. For Example: June 1.
- Bi-Annually Beginning on this Date - You will bill once every two (2) years on the day and month selected. For Example: June 1 20xx and two years later on June 1 20xy etc….
Bi-Weekly Qualifier (SABILLINGTEMPLATE_BiWeeklyQualifier)
This field is applicable only if your Billing Frequency selection is Bi-Weekly on this Day.
Expand the Drop-down list to select your Bi-Weekly Billing Qualifier.
- A Dates Only - Bills will be set up for every other week on the day of the week selected. Click the Bi-Weekly Preview button to see which weeks are "A" Weeks.
- B Dates Only - Bills will be set up for every other week on the day of the week selected. Click the Bi-Weekly Preview button to see which weeks are "B" Weeks.
- 1/2 Each Cycle - The system finds the first possible week that matches the day you select (taking into account the bill start date option) creates a bill for that date and a bill for every other week after that date.
Note: The Bi-Weely Preview button is not yet available. Contact VSI Support for assistance with A/B Week definitions and dates if needed.
Day of the Week Option (SABILLINGTEMPLATE_BillingStartDayOfWeek)
This field is applicable only if your Billing Frequency selection is Weekly on this Day or Bi-Weekly on this Day.
Expand the Drop-down list to select the day of the week on which you wish to run billing. Bills will be set up on a weekly basis for this day of the week.
DeleteQuarterly Option (SABILLINGTEMPLATE_BillingStartQuarter)
This field is applicable only if your Billing Frequency selection is Quarterly on these Months and Day.
Expand the Drop-down list to select which set of four months during which you wish to bill. Bills will be set up on the day selected in these months.
- January/April/July/October
- February/May/August/November
- March/June/September/December
Month (SABILLINGTEMPLATE_BillingStartMonth1)
This field is applicable only if your Billing Frequency selection is Semi-Annually Annually or Bi-Annually.
Expand the Drop-down list to select the month during which you wish to bill. Bills will be set up on the day selected in these months.
DeleteDay (SABILLINGTEMPLATE_BillingStartDay1)
This field is applicable only if your Billing Frequency selection is Semi-Monthly Monthly Quarterly Semi-Annually Annually or Bi-Annually.
Expand the Drop-down list to select the date of the month (1st - 28th) on which you wish to bill. Bills will be created for this date.
DeleteMonth 2 (SABILLINGTEMPLATE_BillingStartMonth2)
This field is applicable only if your Billing Frequency selection is Semi-Annually on these Two Dates.
Expand the Drop-down list to select the month during which you wish to bill. Bills will be set up on the day selected in these months.
DeleteDay 2 (SABILLINGTEMPLATE_BillingStartDay2)
This field is applicable only if your Billing Frequency selection is Semi-Monthly and Semi-Annually.
Expand the Drop-down list to select the date of the month (1st - 28th) on which you wish to bill. Bills will be created for this date.
DeleteBilling Start Date Rules (SABILLINGTEMPLATE_BillingStartDateRules)
Expand the Drop-down list to select your Billing Start Date Rule.
- Start with Next Billing Cycle - The first bill will be created for the first possible date in the next billing cycle.
- Start with Begin Date of Item -The first bill will be created for the start date of the item. For Example: Annual Memberships run with fixed dates from January through December. IN November, Pablo Fanque buys a pass for the coming year. His first bill will be created for the January billing to coincide with his membership becoming active.
- Start with Begin Date of Item in Next Month -The first bill will be created for the first possible billing date in the next month. For Example: You bill monthly on the 15th. Eleanor Rigby purchases a pass on May 1st. Her first bill will be created for June 15th.
- Start with Begin Month of Item (Unless in Past) -The first bill will be created for the same month as the purchase of the item unless the start date of the item is in the past. In that event, the first bill will be created for the first possible billing date in the next month.
-
Specific Start Date - This option works together with the billing date option to select the earliest possible date for which the first bill will be created. For Example: You bill monthly on the 1st of the month. If you select July 1 as the specific start date of the item, July 1 will be the date of the first bill. However, if you select July 2 as the specific start date of the item, the date of the first bill will be August 1.
When selecting this option, you must enter a Specific Start Date. - In Advance - Using the Billing Frequency and dates, the first bill will be created for the first possible billing date before the enrollment start date. For Example: You bill Daycare weekly on Mondays. Penny Lane's start date at your daycare is Wednesday, the 9th. Her first bill will be created for Monday, the 7th and will charge for the three dates (Wednesday - Friday) of the current week.
- In Arrears - Using the Billing Frequency and dates, the first bill will be created for the first possible billing date after the enrollment start date. For Example: You bill Daycare weekly on Mondays. Penny Lane's start date at your daycare is Wednesday, the 9th. Her first bill will be created for Monday, the 14th and will charge for the three dates (Wednesday - Friday) in the previous week.
Specific Start Date (SABILLINGTEMPLATE_SpecificStartingDate)
This field is applicable for the Specific Start Date Start Date Rules only.
Click the Calendar icon to select the date on which you wish the first installment bill to be created. Subsequent bills will be created based on your Frequency and Date options.
DeleteSkip 'X' Bills Before First Cycle (SABILLINGTEMPLATE_SkipXBillsBeforeFirstCycle)
Enter a value other than 0" in this field if desired. The value you enter represents the number of billing cycles that will be skipped before the creation of the first bill. For Example: You bill monthly on the 15th. Your Billing Start Date Rule is Start with Next Billing Cycle. You enter "1" in this field. Rita Metermaid purchases a pass membership on July 20th. The next billing cycle is 15 August but because you are opting to skip one cycle Rita's first bill will be created for 15 September.
If you do not wish to skip any billing cycles before the creation of the fist bill leave this field at its default setting.
Note: This field does not apply to installment bills created for Pass Renewals. When renewing a pass the billing existing billing cycle is extended. Billing cycles will not be skipped.
Number of Bills (SABILLINGTEMPLATE_NumberOfBills)
Enter a value in this field, if desired. The value you enter represents the number of installment billing records that will be created upon the purchase of an item linked to this template.
For Example: This template will be linked to an Annual Pass Membership. Your billing frequency is Semi-Monthly on the 1st and 15th. You might enter 24" in this field. Or if you require payment for the first month at the time of purchase you might enter "22" in this field instead.
Optionally you can leave this value at "0" and have the system automatically create the required number of installment bills as determined by the valid dates of the item being purchased (the number of months for example) and the Billing Frequency. This is useful for situations where you offer different options at the time of purchase.
For Example: You rent lockers and use Fee Prompts to determine the expiration date (3-month 6-month 9-month or 1-year). You bill monthly. By leaving this field at "0 the system would create a number of bills for a customer, at the time of rental, based on the answer to the Expiration Date prompt (i.e. three bills for a 3-month rental, six bills for 6-month rental, etc…).
DeleteRenewal Rules (SABILLINGTEMPLATE_RenewalRules)
Expand the Drop-down list to select your Renewal [Start Date] Rule.
- Start with Next Billing Cycle - The first bill will be created for the first possible date in the next billing cycle.
- Start with Begin Date of Item -The first bill will be created for the start date of the item. For Example: Annual Memberships run from January through December. A patron who buys a pass in November for the coming year. You would want the first bill to coincide with the membership becoming active.
- Start with Begin Date of Item in Next Month -The first bill will be created for the first possible billing date in the next month. For Example: You bill monthly on the 15th. A customer purchases a pass on May 1st. The customer's first bill will be created for June 15th.
- Start with Begin Month of Item (Unless in Past) -The first bill will be created for the same month as the purchase of the item unless the start date of the item is in the past. In that event, the first bill will be created for the first possible billing date in the next month.
-
Specific Start Date - This option works together with the billing date option to select the earliest possible date for which the first bill will be created. For Example, if you select July 1 as the specific start date and you are billing monthly on the 1st, July 1 will be the date of the first bill. However, July 2 as the specific start date, the date of the first bill will be August 1.
When selecting this option, you must enter a Specific Start Date.
Specific Renewal Start Date (SABILLINGTEMPLATE_RenewalDate)
This field is applicable for the Specific Start Date Renewal Rules only.
Click the Calendar icon to select the date on which you wish the first installment bill for the renewal to be created. Subsequent bills will be created based on your Frequency and Date options.
DeleteSkip 'X' Bills Before First Cycle on Renewals (SABILLINGTEMPLATE_SkipXBillsBeforeFirstCycleRenew)
Enter a value other than 0" in this field if desired. The value you enter represents the number of billing cycles that will be skipped before the creation of the first new bill upon a renewal. For Example: You bill monthly on the 15th. Your Renewal Start Date Rule is Start with Next Billing Cycle. You enter "1" in this field. Rita Metermaid renews her locker rental on July 20th. The next billing cycle is 15 August but because you are opting to skip one cycle Rita's first bill will be created for 15 September.
If you do not wish to skip any billing cycles before the creation of the fist bill leave this field at its default setting.
Note: This field does not apply to installment bills created for Pass Renewals. When renewing a pass the billing existing billing cycle is extended. Billing cycles will not be skipped.
Renewal Number of Bills (SABILLINGTEMPLATE_RenewalNumberOfBills)
Enter a value in this field, if desired. The value you enter represents the number of installment billing records that will be created upon the renewal of an item linked to this template.
For Example: This template will be linked to an Annual Pass Membership. Your billing frequency is Semi-Monthly on the 1st and 15th. You might enter 24" in this field. At the time of renewal an additional 24 bills will be created and appended to the customer's Installment Billing record for the pass.
Optionally you can leave this value at "0" and have the system automatically create the required number of installment bills as determined by the valid dates of the item being renewed (the number of months for example) and the Billing Frequency. This is useful for situations where you offer different options at the time of purchase.
For Example: You rent lockers and use Fee Prompts to determine the expiration date (3-month 6-month 9-month or 1-year). You bill monthly. By leaving this field at "0 the system would create a number of bills for a customer, at the time of renewal, based on the answer to the new Expiration Date prompt (i.e. three bills for a 3-month rental, six bills for 6-month rental, etc…). These bills would be appended to the customer's Installment Billing record for the locker.
DeleteAuto-Debit ACH? (SABILLINGTEMPLATE_AutoDebitACH)
Select this option if you wish to allow customers the option of paying for purchases with this template by electronic fund withdrawal from a bank account.
Bank account information can be linked to a household on the Financial Info tab of Household Management.
DeleteAuto-Debit Credit Card? (SABILLINGTEMPLATE_AutoDebitCreditCard)
Select this option if you wish to allow customers the option of paying for purchases with this template by credit card. At the time of billing, the bill is paid by charging the patron's card automatically.
Credit card information can be linked to a household on the Financial Info tab of Household Management.
Full Credit Card information is NOT stored in RecTrac. Partial credit card information is stored only and all partial credit card information in RecTrac is encrypted throughout the database.
DeleteInstallment Bill? (SABILLINGTEMPLATE_InstallmentBill)
Select this option if you wish to allow customers the option of being billed for purchases with this template. When billing is run, a balance equal to the billing amount is applied to the patron's household. The patron must then make a payment to remit. You can opt to send e-bills, or paper bills by mail or as an attachment to email, if desired.
DeletePayroll Deduction? (SABILLINGTEMPLATE_PayrollDeduction)
Select this option if you wish to allow your employees the option of paying for purchases linked to this template via payroll deduction. If you select this option, enter a Payroll Deduction Payment Code in the Payroll Deduction Paycode field.
DeleteDefault Pay Option (SABILLINGTEMPLATE_DefaultPayOption)
Expand the Drop-down list to select your Default Installment Billing option. Any Payment Options you have selected will be available at the time of purchase, if you have selected more than one. The option you choose here is the default only.
For Example: You select Auto-Debit Credit Card as your Default Option. You also select Installment Bill and Auto-Debit ACH as options. You link this IB Template to your Annual Membership. At the time of purchase, a patron IB option will default to Auto-Debit CC, but the patron will have the choice to select Installment Bill and Auto-Debit ACH, if desired.
DeletePayroll Deduction Paycode (SABILLINGTEMPLATE_PayrollDeductionPayCode)
Click the Picklist icon to select your Employee Payroll Deduction Installment Billing Template Payment Code in the Payroll Deduction Paycode field.
Note: The actual deduction from an employee's wages is handled by your Finance Department/financial software. As no "real" money is linked to an employee payroll deduction in RecTracVSI recommends using a unique Miscellaneous Payment Code for Employee Payroll Deductions. For Example: 88 - Employee Payroll Deduction.