Add a Payment Plan to a Service Order



  • Kris Corrigan

    How can I add a service order to an event is this has a different revision number but on the same contract.

    I have an order that I have added to the contract but cant add this to the existing payment plan

  • Maggie U.

    Hi Kris,

    Can you clarify your question as to what you mean by "add a service order to an event is this has a different revision number"?  I'm not sure what you mean by a different revision number in regards to a service order and/or event? 



  • Sean Tame

    Hi Maggie,

    I think this in reference to a Contract.

    I have this issue all the time.

    1) Create event with some Service Orders
    2) Add a Contract
    3) Place Contract on a PP
    4) Issue first PP instalment invoice
    5) Sign the contract - Event = Firm
    4) Operations add more orders and attempt to add them to the existing PP
    5) Receive message that the orders are not on the contract and cannot be added to the plan.

    The contract is signed and sealed so we do not want any further revision of it.
    Ops do not have any access to contracts
    How do we add the orders to the plan?

    I think this has been a major headache of the Contract module and a reason why many steer away from it.

  • Kris Corrigan

    Perfect Sean

  • Maggie U.


    The system is designed to require any new orders being added to a payment plan that is attached to a contract to also be added to the contract.

    Can you provide more insight into why new orders that are being added to a payment plan attached to a contract should not be included on the contract?     



  • Sean Tame

    Hi Maggie,

    This is because the contract has been signed and counter signed potentially months in advance.  Here is the most common scenario.

    We contract the Event Dates and Venue Rental Rates and require a pre-payment - so this goes on the PP.  When the first instalment invoice is paid and the contract returned signed, it is countersigned, shared and considered Locked and not to be changed.  we are done with the contract at this point.

    The contract will state something like "the hirer agrees to pay all charges relating to....." They would likely receive an Estimate report in the lead up to the event (or receive the details via the instalment invoice) so they know what they will be up for.

    All costs should be on the one existing payment plan for settlement.

    The departments adding their items most certainly do not have access to the contract module and nor should they need to.  They simply need to add their orders and add them to the existing plan (or the event coord can sweep them onto the plan later - wouldn't it be good to be prompted "Do you want to add this to the existing PP for this customer" when saving an Order!!)

    The complication, requirement and access security of having to add an order, then add it to a contract then add it to a plan detracts from the contracting module so much that I am sure this is the main reason it is avoided in favour of simply adding a Merge "contract" to the event folder directly.

    Happy for others to correct me or add their opinions.


  • Kris Corrigan

    Hi Maggie

    The fact you can add a service order to the same contract and you have the option to add it to the payment plan but when you choose this option it will not let you add this.

    The scenario I have is an event has been contracted and the service orders have a contract ID of 22981-01.00.4 we then add another service order to this contract the contract ID will increase to 22981-01.00.5 and this is revision number i was referring to at the beginning.

    We will then try and add the order to the same payment as the other service orders and we are unable to and have to add this to a new one.

    In this case we had to add the line item to the original service order, however we couldn't have rate within the booking line of the event due to this adding a new service order and the SO not being able to be added to the payment plan.

    Hope this makes sense I am at the conference on Sunday and can explain and show this working if needed.



  • Maggie U.

    Hi Kris & Sean,

    Thank you for the additional information - that definitely helps to better understand the situation.  I will forward this information to our Product Managers.


  • Lauren Allen

    Hi There,

    We have had a scenario where an initial deposit was added onto a new payment plan. The invoice was created then the work order had been deleted (not standard protocol).

    Now when adding a new service order it does not show any pre-existing payment plans available to select however, it is showing the payment plan in the payment plan tab...

    Is there away to add back onto this payment plan as we are required to raise the next invoice?


  • Irene Tjandrasa

    Hi Lauren,

    Can you please add more detail steps to recreate this issue as I don't see option to delete work orders. Perhaps I missed some steps .


    Thank you



  • Sally Li

    Hi Maggie, 

    May I ask can we set the default selection on " Create a new payment plan" rather than " add to selected paymeny plan below"?  (Please see below screent shot) Thanks. 

  • Sharon Whitehall


    Thank you for reaching out with your question.  Once a service order is on a payment plan, the system will always to default to 'Add to selected payment plan below' for subsequent orders.


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