Use this screen to define the Billing Plan schedule for this patron. You can define the number of payments, the dates, and amounts.
- Click the Create Billing Schedule button to define the number of payments and payment frequency.
- Click the Create Billing Record button to create a single payment date and amount at-a-time.
- Use the Delete Billing Record and Delete All Billing Records buttons to remove a single payment record, or all records from this screen.
- Use the Edit Pencil icon beside a record within the DataGrid, to edit its details. When done, click the Checkmark icon to save your changes.
This screen is accessed via the Shopping Cart, by selecting Update From Cart • Create Bill From Cart • Continue to Scheduling button.
Prerequisites:
- The Create Bill From Cart option is disabled by default. For users who should have access, edit the user's Screen Design as follows: Go to Processing Screen Design • Sales Area 3 • Update From Cart • Create Bill From Cart MUST be set to Updateable.
- The Create Billing Record, Delete Billing Record, Delete All Billing Records buttons are disabled by default. To enable these buttons, edit the user's assigned Permissions Profile as follows: Go to the Profile Assignments • Permissions Profile • Button/Misc Permissions tab • and set appropriate Access Right for InstallmentBillingCreate_ButtonCreate Billing Schedule, Delete, and Delete All.
The Installment Billing program allows you to process and print installment bills and/or to auto-debit the checking, savings, or credit card accounts for family members who have installment billing or auto-debiting plans established in any of the following Modules:
- Activity
- Pass
- Rental
- Locker
For this program to work properly, you must:
- Create an Installment Billing Template for the item(s) you wish to bill. Installment Billing Templates establish the guidelines (Billing Frequency, Billing Rules, Payment Options, etc...) by which you will charge for the item(s). Installment Billing Templates are maintained in Installment Billing Template Management.
- Link the Installment Billing Template to an Advanced Fee for the item. Installment Billing Templates are linked to Advanced Fees in the Installment Billing Settings • Installment Bill Option field .
- Ensure the Installment Bill Option is set to Allow and that appropriate Auto Pay Balance option is selected for all applicable households. On the default VSI Design, these fields are located on the Financial Info tab of Household Management. Your set may vary.
- The User running Installment Billing must be linked to the appropriate Profiles, such as Drawer, ACH, Credit Card among others. Profiles are linked and managed in Profile Assignments.
Printing Options for the Installment Billing Program
Hardcopy bills/receipts are NOT printed automatically as a by-product of this program. Rather, the program provides the following options for printing/emailing bills and/or receipts:
- Email Receipts to Households - The Core group of this program provides the option to Email Receipts. When billing is run, bills/receipts will be sent to households via email automatically. Email will be sent only to those households with an email address on their household record.
- Bulk Print Receipts - Bills/receipts that are NOT emailed are stored in the database and can subsequently be printed from the Bulk Print program and either mailed or hand-delivered.
See Also: Topic Doc - Installment Billing, ACH, and Auto-Debit
Note:
The Installment Billing Log gets a time stamp added to the name (IBLog + a time stamp (bill date year) + (bill month) + (bill day) + current time (an integer).pdf.) and is then copied to the common receipt location. For Example, IBLog-20181001-37821.pdf, where the date is October 01, 2018 and the time is 10:30am
RecTrac Process and Reporting screens offer numerous fields and widgets that allow you to filter the data for which your process or report is being run. RecTrac Widgets provides definitions and examples to show you how these work.
From the bottom of the screen….
Click Process to run the installment billing program. You will continue to the Information screen where you can opt to print, preview or email the resulting Installment Billing Report. Enable the corresponding Print/Preview/Email option for each action you wish to perform and click Run Installment Billing to complete the process. Default settings for your Print/Preview/Email options are maintained on the Daily Processing profile to which your User ID is linked. Click Schedule to continue to the Schedule Generator screen where you can set parameters by which to run this program at regular intervals.
Note:
Hardcopy bills/receipts are NOT printed automatically as a by-product of this program. Rather, the program provides the options discussed above for printing/emailing bills and/or receipts.
When you Run Installment Billing, the system performs a check against your Credit Card profile to ensure it is valid. The check looks for the following three (3) scenarios:
The user is linked to a Credit Card profile with a sub-type of "NoVal."
The user is linked to a Credit Card profile with a sub-type of "CCdemo."
There is no Credit Card profile linked anywhere in the user's hierarchy
InstallmentBillingCreate_Tab1
Billing Type (InstallmentBillingCreate_BillingDisplayType)
You will not visit this field.
This field displays basic information about the bill and the type. If the Bills are linked to a Credit Card or Bank Account then limited Credit Card and ACH information respectively will display as well.
Amount Scheduled: (InstallmentBillingCreate_AmountScheduled)
You will not visit this field.
Sum of fees scheduled as part of this billing plan. For Example: $400.00 are due and thus far $300.00 have been allotted through this billing plan schedule screen. You MUST create additional payments before finishing this billing plan to account for 100% of what is due.
Amount Remaining to be Scheduled: (InstallmentBillingCreate_AmountUnscheduled)
You will not visit this field.
Sum of fees left to schedule in order to complete this billing plan. For Example: $400.00 are due and you MUST allot another $100.00 through this billing plan schedule screen. You MUST create additional payments before finishing this billing plan to account for 100% of what is due.
Bill Details (InstallmentBillingCreate_FeesDataGrid)
The DataGrid at the bottom of the Installment Billing Creation screen displays all bills for the plan currently selected. From the DataGrid, you can:
- Change the Billing Date.
- Change the Billing Status.
- Change the Billing Amount.
- Add or change a flat dollar Discount to a Billing record.
- Add new Billing Records to the existing Bill.
- Copy a selected Billing Record to all or selected Unbilled and/or Unbilled-Adjusted Billing Records
To edit any or all of the above fields, use DataGrid Inline Editing feature. Refer to RecTrac DataGrids for a detailed explanation of Inline Editing.