After you add a payment plan to an order or group of orders, you may need to make adjustments to the default structure of the payment plan, including inserting an additional payment plan step, editing a payment plan step or removing a payment plan step.
The below steps assume you are already on the Edit Customer Payment Plan screen for the payment plan you are updating.
Insert a Payment Plan Step
When you add a new payment plan step, other steps before and after the new step are not recalculated automatically. Review the full payment plan to ensure all amounts and percentages are correct after you add the new step. To add a payment plan step:
- From the Edit Customer Payment Plan screen, select the Payment Plan Steps tab.
- Click the Add button. The new payment plan step is added automatically before the final payment plan step.
- Select the new step.
- Right-click and select Edit. The Edit Customer Payment screen opens.
- Enter the necessary information such as Description, Due Date and Amount. See Payment Plans for a detail description of each field.
- Click OK.
Edit a Payment Plan Step
To edit a payment plan step:
- From the Edit Customer Payment Plan screen, select the Payment Plan Steps tab.
- Select the step to change.
- Right-click and select Edit. The Edit Customer Payment screen opens.
- Update the necessary information such as Due Date, Percent/Amount, Description, etc. When using a percentage-based payment plan, if the percentage is increased or decreased on one step, it does not automatically update the following steps to ensure there is a 100% cumulative amount. Any amount still owed is included in the Remainder/Final Step of the payment plan. To ensure all money is collected prior to the event, ensure the cumulative percentage is 100% prior to the Remainder/Final Step.
- Click OK.
Remove a Payment Plan Step
To remove a payment plan step:
- From the Edit Customer Payment Plan screen, select the Payment Plan Steps tab.
- Select the step to remove.
- Right-click and select Mark for Delete.
- Click the Save (disk) button.
Payment Plan Step Security
Changing payment plan steps is controlled by the Delete/Modify Payment Plans access privilege. Any roles/users assigned to the privilege can change and delete customer payment plans while any roles/users not assigned to the privilege cannot delete or change customer payment plans. If no roles/users are assigned to the privilege, it is considered inactive and all roles/users can delete and change customer payment plans.
Comments
9 comments
What's the difference between the Add button and the Add Actual Step button when adding a payment step to a memo payment plan?
0 upvotes
Hi Alex -
It's been a while! Hope you are good!
The Actual step will pick up Actual Amounts on the Orders instead of Ordered Amounts. This is referring to the field called Phase on the payment plans. The ordered phases grab all the ordered amounts of what we think will happen on the event, and the actual comes in at the end to ensure that as work orders get completed, any additions or reductions based upon work order completion will get caught in the Actual step of the payment plan to determine the true remaining balance. Hope this helps!
Thanks!
Lauren
0 upvotes
Thanks, Lauren, that helps a lot! If ordered steps have been paid, do actual steps added afterward account for those payments (that is, if I had a single Actual remainder step at the end of my payment plan, would it show a total of all actual items, or all actual items minus the amounts from the completed ordered steps?
0 upvotes
Hey Alex,
The Payment Plan invoices are calculated on the current step total less amounts already invoiced. It does not take into account whether the previous invoices have been paid or not (although these amounts may contribute to the overall PP Amount Due - depending on how your invoice is configured to print)
Final (Actual) PP Step = Total of Order Actuals less previous invoice totals.
0 upvotes
Thanks, Sean. So that I understand fully, the Final (Actual) PP Step does not incorporate ordered items, just actual items, yes? And it only totals the actual items that haven't yet been invoiced?
0 upvotes
Hi Alex,
Yes to the first part. Take an example.
Payment Plan has 3 steps. 50% (ordered), 50% (ordered), Remainder (actual)
Plan has 1 service order value = $1,000. First invoice amount = $500 being $1,000 x 50%.
Service order changes value to $1,200. Second invoice amount = $700 being 100% cumulative - $1,200 less $500 already invoiced.
Service order is closed with actuals of $1,400. Final invoice = $200 being 100% of actuals ($1,400) less $1,200 already invoiced.
Does that help?
0 upvotes
Thanks for clarifying, Sean. Got it now!
0 upvotes
What happens if the Final Payment Step has ben deleted (by accident). Using the "Add Actual Step" or "Add" does not work. Are there alternate steps to raising the Final Invoice?
0 upvotes
Hi Lauren -
If the actual step was deleted, utilizing the Add or Add Actual should allow you to get to a place where you can create a new actual step on the payment plan. If that does not appear to be working correctly, I would recommend sending a case to Client Care for this to be reviewed further.
Thanks!
Lauren
0 upvotes
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