Creating a Payment Plan 2.1 Notes:
- The Payer is automatically set based on the Fee Tracking Configuration. This would either reflect the Student (Student Billing) or Parent Primary Payer (Family Billing) with a payment method on file.
- If there is no student / parent with a payment method on file, the "Payer" field will display "N/A".
- Payment Plans are created per invoice. For Family Billing, only a single charge from the family invoice can be selected.
When creating a Payment Plan, you have the option to either:
- Save as Draft
- This allows you to make changes to or delete the payment plan at a later date.
- Confirm Plan
- This will set the payment plan as Active (On Track), and will no longer be editable or deleted (only skipped / cancelled).
Adding a Payment Plan
You can create a new Payment Plan by doing the following:
› Go to "Fee Tracking" > "Payment Plan" tab.
› Click on "Create Payment Plan".
› Fill in the required fields:
↪ Student's Name
↪ Invoice / Charge
↪ Payment Plan Amount
↪ Payment Frequency
↪ Number of Installments
↪ Start Date
› Some optional fields are as follows:
↪ Payment Plan Tags
↪ Notes & Comments
› The "Payer Name", "Invoice Amount", and "Unpaid Amount" fields will auto-populate based on the "Student Name" and "Invoice / Charge" selected.
› Once the fields have been filled in, you can view a sample of the Payment Schedule by clicking on "Generate Schedule".
› When everything is finalized, you can either save the plan as a draft by clicking on the "Save as Draft", or set it as an Active plan by clicking on "Confirm Plan".
Viewing a Payment Plan 2.2
- All Payment Plans with an "On Track" or "Draft" status are listed in the Payment Plan main table.
- "Completed" or "Cancelled" payment plans are hidden by default, but can still be located using the Advanced Search.
- Details on the Payment plan can be viewed by selecting a plan from the list.
Draft Payment Plans
You can view the plan details for Draft Payment Plans by doing the following:
› Go to "Fee Tracking" > "Payment Plan" tab.
› Click on a payment plan with a "Draft" status from the list of plans.
↪ By default, draft payment plans would be accessible in Edit mode.
↪ All previously set information since the last save would be displayed.
Active Payment Plans
You can view the plan details for Active Payment Plans by doing the following:
› Go to "Fee Tracking" > "Payment Plan" tab.
› Click on a payment plan with an "On Track" status from the list of plans.
↪ Details related to the payment schedule would have a read-only access.
› The list of scheduled installments, and the status per installment can be viewed in the Payment Schedule table.
Cancelled or Completed Payment Plans
You can view the plan details for Cancelled or Completed Payment Plans by doing the following:
› Go to "Fee Tracking" > "Payment Plan" tab.
› Click on the inverted triangle in the Search bar.
↪ Select "Show completed plans" to include the Payment Plans with a "Completed" Status.
↪ Select "Show cancelled plans" to include the Payment Plans with a "Cancelled" Status.
› Cancelled and Completed payment plans are accessible in a read-only state. no changes can be made to these payment plans.
Editing a Payment Plan 2.3 Notes:
- When the Payment Plan Status is updated to "Cancelled", this will render the payment plan uneditable (Cancelling the Payment Plan cannot be undone).
- If all installments have either a Paid or Skipped status, the Payment Plan Status will be updated to "Completed".
- When updating a Payment Plan with a "Draft" status, all information will remain editable, and you have the option to either:
- Save as Draft - Continue to save the payment plan as a draft.
- Delete Draft - Delete the draft payment plan.
- Generate Schedule - Generate a schedule based on the details entered.
- Confirm Plan - Set the Payment Plan as active (Status: On Track).
- When editing a Payment Plan with an "On Track", only the "Status", "Tags", and “Notes & Comments” fields are editable.
- Currently, there is no option to delete an active Payment Plan.
- In the case that the active payment plan would need to be updated, you have the option to either:
- (1) Cancel the Payment Plan completely by setting the Status to Cancelled > Save;
- or (2) Complete the Payment Plan by skipping all scheduled payments via the Skip button in the Payment Schedule - Action column.
Draft Payment Plans
You can edit the plan details for Draft Payment Plans by doing the following:
› Go to "Fee Tracking" > "Payment Plan" tab.
› Click on a payment plan with a "Draft" status from the list of plans.
› Update the necessary fields, and you can choose to either:
↪ Generate a new payment schedule based on the changes made by clicking on "Generate Schedule".
↪ Continue to save the plan as a draft by clicking on "Save as Draft".
↪ Delete the draft payment plan by clicking on "Delete" (This action cannot be undone nor can deleted draft payment plans be recovered).
↪ Or set the draft as an Active Payment Plan by clicking on "Confirm Plan".
Active Payment Plans
You can edit the plan details for Active Payment Plans by doing the following:
› Go to "Fee Tracking" > "Payment Plan" tab.
› Click on a payment plan with an "On Track" status from the list of plans.
› Only the "Status", "Tags", and “Notes & Comments” fields can be edited.
↪ The Payment Plan Status can be set to either "On Track" or "Cancelled".
↪ Once the Payment Plan status is updated to "Cancelled", this can no longer be undone.