The Pre Pay Options screen allows you to establish up to three (3) pre payments for your Installment Bill. Pre Pay allows you to pay all or a portion of the selected bill instantly when billing is run. The Pre Pay amount is applied toward the bill BEFORE the bill is applied to the household, so a household set up for Auto-Debit will be responsible for the portion of the bill that remains AFTER the auto-pay. Pre Pays are recorded on the household's transaction history and also appear on the Installment Billing log.
For Example: Penny Lane has a semi-monthly bill for $100. The bill is linked to her VISA card. Penny also qualifies for a hardship discount of 25% toward Memberships, so you set up a Pre Pay record for 25% linked to Discount/Agency Pay Code 76, and apply it to Penny's bill using this program. At each billing cycle, the system will apply a $25.00 payment toward Penny's bill using Pay Code 76. This is done when you run billing, and the Pre Pay is applied toward Penny's bill BEFORE the bill is applied to Penny's account. Her credit card will be charged &75.00 only per billing cycle over the length of the auto-payment.
This screen allows you to link up to three (3) Pre Pay records to an installment bill, if desired. The Pre Pay feature was developed primarily for CYMS Users to record Army Family Covenant (AFC) payments and other Agency payments that are made automatically toward a household's bill as a by-product of soldier service. However, Pre Pay can be used by municipalities and other departments as well.
Upon establishing your Pre Payments, the Installment Billing Update DataGrid will display all Pre Pays linked to the installment billing record you have selected.
See Also: Topic Doc - Installment Billing, ACH, and Auto-Debit
To Establish a Pre Pay Option
- From the Installment Billing Update DataGrid, highlight/select a Billing Record and click Pre Pay Update.
- Expand the Drop-down list for Pre Pay Paycode 1 and select the Payment Code that you will use to record the Pre Payment. Payment Codes are listed by their Description.
- Expand the Drop-down list for Pre Pay Option and make your selection: Flat or Percent.
- Enter the Pre Pay Amount in its field.
- Expand the Drop-down list for Apply Changes To and make your selection.
THEN
Enter a Date Range, if applicable. - Repeat these steps for Pre Pay Paycode 2 and 3, if needed.
- When ready, click Updateto apply your changes. You will be returned to the Installment Billing DataGrid and the impacted bills will reflect your Pre Pay Update.
From the bottom of the screen…
Click Update to apply your changes. You will be returned to the Installment Billing DataGrid and the impacted bills will reflect your Pre Pay Update.
Click Cancel to return to the Installment Billing DataGrid without applying any changes.
IBPrePayUpdate_Tab1
Pre Pay Paycode 1 (IBPrePayUpdate_PaymentType1_Combobox)
Expand the Drop-down list and select the Payment Code that you will use to record the Pre Payment. Payment Codes are listed by their Description. The list includes only Payment Codes of the following Payment Type: Discount/Agency, Journal, Misc, and University Charge.
Payment Codes are maintained in Payment Code Management
DeletePre Pay Option 1 (IBPrePayUpdate_PaymentOption1_Combobox)
Expand the Drop-down list and make your Pre Pay Option selection:
- Flat - The amount you enter will be a flat amount, such as $25.00
- Percent - The amount you enter will be a percentage of the billing amount, such as 25%.
Pre Pay Amount 1 (IBPrePayUpdate_PaymentAmount1)
Based on your selection in the previous field, enter the Pre Pay Amount in this field.
- If entering a Flat amount, then the decimal reflects dollars and cents. For Example: $25.00 or $25.95.
- If entering a percentage, then the rate starts on the left-hand side of the decimal. For Example: 25% would be entered as 25.00 and 25.5% would be entered as 25.50.
Pre Pay Paycode 2 (IBPrePayUpdate_PaymentType2_Combobox)
Expand the Drop-down list and select the Payment Code that you will use to record the Pre Payment. Payment Codes are listed by their Description. The list includes only Payment Codes of the following Payment Type: Discount/Agency, Journal, Misc, and University Charge.
Payment Codes are maintained in Payment Code Management
DeletePre Pay Option 2 (IBPrePayUpdate_PaymentOption2_Combobox)
Expand the Drop-down list and make your Pre Pay Option selection:
- Flat - The amount you enter will be a flat amount, such as $25.00
- Percent - The amount you enter will be a percentage of the billing amount, such as 25%.
Pre Pay Amount 2 (IBPrePayUpdate_PaymentAmount2)
Based on your selection in the previous field, enter the Pre Pay Amount in this field.
- If entering a Flat amount, then the decimal reflects dollars and cents. For Example: $25.00 or $25.95.
- If entering a percentage, then the rate starts on the left-hand side of the decimal. For Example: 25% would be entered as 25.00 and 25.5% would be entered as 25.50.
Pre Pay Paycode 3 (IBPrePayUpdate_PaymentType3_Combobox)
Expand the Drop-down list and select the Payment Code that you will use to record the Pre Payment. Payment Codes are listed by their Description. The list includes only Payment Codes of the following Payment Type: Discount/Agency, Journal, Misc, and University Charge.
Payment Codes are maintained in Payment Code Management
DeletePre Pay Option 2 (IBPrePayUpdate_PaymentOption3_Combobox)
Expand the Drop-down list and make your Pre Pay Option selection:
- Flat - The amount you enter will be a flat amount, such as $25.00
- Percent - The amount you enter will be a percentage of the billing amount, such as 25%.
Pre Pay Amount 3 (IBPrePayUpdate_PaymentAmount3)
Based on your selection in the previous field, enter the Pre Pay Amount in this field.
- If entering a Flat amount, then the decimal reflects dollars and cents. For Example: $25.00 or $25.95.
- If entering a percentage, then the rate starts on the left-hand side of the decimal. For Example: 25% would be entered as 25.00 and 25.5% would be entered as 25.50.
Apply Changes To (IBPrePayUpdate_Schedule_Combobox)
Expand the Drop-down list and select the Installment Bill(s) to which you want this change to apply.
THEN
Enter a Date Range, if applicable.
- This Schedule Item Only - The Pre Pay will apply only to the single record you have selected.
- Unbilled Only - The Pre Pay will apply only to Installment Billing records within your Date Range that have a status of Unbilled.
- Unbilled Adjusted Only - The Pre Pay will apply only to Installment Billing records within your Date Range that have a status of Unbilled Adjusted.
- Unbilled and Unbilled Adjusted Only - The Pre Pay will apply only to Installment Billing records within your Date Range that have a status of Unbilled and/or Unbilled Adjusted.
Begin Date (IBPrePayUpdate_DateBegin)
This field is applicable only if you are applying Pre Payments to Unbilled and/or Unbilled Adjusted-status Billing Records
Expand the Drop-down list and select your Date Range .
THEN
Take appropriate action in the right-hand column to specify the actual dates you wish to select. All billing records within the Date Range you select will be impacted. It is always safe to use Actual Date for these fields and your dates can be those of the first and last bills you want to alter.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
DeleteEnd Date (IBPrePayUpdate_DateEnd)
This field is applicable only if you are applying Pre Payments to Unbilled and/or Unbilled Adjusted-status Billing Records
Expand the Drop-down list and select your Date Range .
THEN
Take appropriate action in the right-hand column to specify the actual dates you wish to select. All billing records within the Date Range you select will be impacted. It is always safe to use Actual Date for these fields and your dates can be those of the first and last bills you want to alter.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
Delete