Setting Up a Payment Schedule – Web Client Help Center

You have the option of allowing customers to make multiple payments on an order through a payment schedule. Rather than requiring the order be paid in one full payment, payments can be spread out over a specified period of time. A payment schedule is comprised of defined "scheduled payments", which are assigned a due date and dollar amount. The sum of all scheduled payments must add up to the order line total.

Typically, if a payment schedule is being used for a membership or subscription, then a full payment of the first scheduled payment would activate the membership or subscription.

If the price of an order line that has a payment schedule is adjusted at any time, the payment schedule is updated accordingly. The debit/credit transaction is processed, and then each scheduled payment is recalculated by dividing the number of scheduled payments into the new order line balance. If any payments have been made, the payments are redistributed down the schedules as far as possible. If an adjustment is made to the order line which results in a zero balance, all scheduled payments will be deleted.

When an order line price is adjusted, the schedule will be recalculated, and whatever payments have been made will be redistributed, starting with the first scheduled payment and proceeding until the payment has been completely distributed. If a payment only partially pays a scheduled payment, the scheduled payment will be split, leaving a PAID and a PENDING scheduled amount. When the schedule is recalculated, if the original schedule had been defined with percentages, the recalculation will respect the percentages of the original schedule. The schedule will be recalculated based on Order_Detail.BASE_TOTAL_AMOUNT. In the case of an order line that is adjusted so that the price is $0, the payment schedule is recalculated and eliminated, since the order line amount = $0. If the price adjustment is a write-off, the last scheduled payment will be split to reflect the write-off, as highlighted below.

If a discount is applied to an order in which a "Manual" payment schedule has already been created, the system will update the order line total and adjust the manual scheduled payment amounts accordingly. However, the percentages on the payment schedule will remain the same.

The steps below assume that you are not currently viewing the order in which you want to create a payment schedule. If you are currently viewing the order in which you want to create a payment schedule, skip to step 2.

To create a payment schedule:

From the Orders Central page, search for the appropriate order. For more information, please see Searching for an Existing Order.
From the order summary page, in the Order Detail section, click the additional options menu to the right of the desired line item and select Set Payment Schedule to create a payment schedule for an individual line item, as shown below.
OR from the donation summary page, in the Donation Detail section, click the additional options menu to the right of the desired line item and select Set Payment Schedule to create a payment schedule for an individual line item.
You must belong to a security group with VIEW permissions to the Order.PaymentSchedule application in order for this menu option to display.

The Edit Payment Schedule screen displays, as shown below.
The Auto Pay Method drop-down displays saved credit cards and EFT accounts for the bill-to constituent. Select the appropriate payment method or add a new card or banking information:
1. Click Add New Card.
  You must belong to a security group with at least INSERT permissions to the Order.AddCreditCard application in order for this link to display.
  The Add New Card screen displays, as shown below.
  1. Select the Card Type.
  2. Enter the Card No.
  3. Select the card Expiration Date.
  4. Enter the card Security No (CVV2).
  5. For international credit cards, enter the Issuer and select a Start Date.
  6. Verify that the Name and card address is correct.
  7. Click Save.
2. Alternatively, select Add New EFT to add EFT banking information.
  
  If the order has multiple order lines, after adding a Credit Card or EFT information to an order line and selecting Save, a message will display: "Would you like to copy the EFT/CC Information to all other existing order lines? The EFT/CC information will only copy over if payment information does not already exist against the order line." Select Yes to copy the Credit Card or EFT information to the other order lines in the order that have a status of Active or Proforma. If payment information already exists on another order line, this will not override that payment information. This message and option will display for all subsystems except INV.
From the Generate Payment Schedule section:
1. Select the Pay Frequency.
  The following options are available:
  1. Fixed Amount: used when the customer wants to create a payment schedule where the payment amount is the same for all of the payments. When this pay frequency option is selected, you can define the number of scheduled payments via the Number of Payments field, which defaults to 1, but you are expected to change this. For example, for a $100 order, if you enter "5" number of payments, five scheduled payments of $20 each will be created.
  2. Immediate: This should only be used when a scheduled payment is automatically created for an order line because the product is defined to create a payment schedule, but the constituent wants to pay the order immediately.
  3. Manual: allows you to manually create each scheduled payment. If you select this option, do NOT click Apply Payment Schedule; instead click Add Scheduled Payment to manually define the scheduled payments. Note that the payment schedule total percentage due must equal 100% and the total scheduled amount must sum up to the base total amount for the order line.
  4. Monthly: by default, creates 12 scheduled payments. This can be changed from the Number of Payments field. For MBR and SUB product orders, the system will create the number of scheduled payments based on the cycle begin and end dates on the order. For example, if the membership length is 8 months, the system will create 8 scheduled payments.
  5. Quarterly: by default, creates four scheduled payments. For MBR and SUB product orders, the system will create the number of scheduled payments based on the cycle begin and end dates on the order. For example, if the membership length is 8 months, the system will create 8 scheduled payments.
  6. Semi Annual: by default, creates two scheduled payments. This can be changed from the Number of Payments field.
  7. Weekly: by default, creates 52 scheduled payments. This can be changed from the Number of Payments field.
  8. Yearly: by default, creates one scheduled payment. This can be changed from the Number of Payments field.
2. If necessary, modify the Number of Payments based on the selected Pay Frequency.
  This field is disabled for "Immediate" and "Manual" pay frequencies.
3. By default, the Begin Payment Date is set to today. Change this date, if necessary.
4. Click Apply Payment Schedule.
  The system automatically creates the scheduled payments based on your selections and displays them in the Payment Schedule section.
From the Payment Schedule section, if necessary, you can:
Click Save.