Invoices have payment plans. You can learn more about invoices in our invoices chapter.
By default invoices have a due of the day they are created. Sometimes you will want to allow students to pay for training over a longer period of time. Using payment plans you can set the amount of the up front deposit and a series of dates for payment of the remainder in instalments.
An existing or new invoice can be converted to a payment plan by adding payment due dates. This can be done by firstly either creating a new invoice as mentioned in the section above 'Creating a manual invoice' just stopping before you click on 'Save', or opening an existing invoice. Then click on the '+' symbol at the top right side of the payment plans / payments table for as many different payment due dates you want to add.
Once this has been done you can then start editing these payment plan lines starting with the dates you want the payments to be due. This is done by double clicking on one of the 'today' payment due date fields in the table and changing it to a date that you want the payment to be due by. Then do the same for the other payment due date fields until they are all setup correctly.
Then lastly change the amounts that are due on each of these dates from $0 to your chosen amount. This is also done by double clicking on the relevant field in the table and editing the fee amount.
It is important that the total of the payment plan amounts equals the amount owing; you will not be able to save the invoice unless they match. The 'Overdue' column in the Invoices list view will show the total unpaid component of the invoice that is due prior to tomorrow.
You can edit the payment plan amounts and due dates at any time, for example if you grant the student an extension to the payment plan.
If you wish to offer a deferred payment scheme to all students in a particular class you can set up a payment plan templates from the class edit view you where you normally set the class fee.
This can be quite useful if you an RTO who is bound by the Standards that limit your prepayment of fees to $1,500. For example, if you offer a 10-week course that costs $2000, the course costs $200 per week. Therefore, you could collect $1500 at the time of enrolment and the remaining $500 after week seven without needing to have any protection measures in place.
You may also like to use payment plans as part of your online marketing strategy, by encouraging students to commit to enrolment early with a small refundable payment (say, $100), with the remainder of the fee becoming due on the class commencement.
The payment plan template can include an amount on enrolment (deposit) and as many other amounts on dates relative to the start of the class. If you subsequently adjust the class timetable and change the class start date then the payment plan template will automatically be adjusted. When you duplicate classes the payment plan template will also be adjusted with the new timetable.
To create a payment plan for a class where the fee has already been set, you need to go into the class record, click to the Budget, click and expand the Income section then click the pencil icon next to 'Student fee'. Edit the 'On Enrolment' amount to set the amount payable on enrolment.
Click the + next to Payment Plan to add an additional payment after the enrolment date. You can set this amount and the number of days after the class starts that the payment is due. When adding payment plans, ensure that the amounts you're adding add up to the full, expected amount of the enrolment fee.
During enrolment into a class with a payment plan, only the deposit amount will normally be charged at enrolment. The payment field will auto adjust to this amount, but you can manually alter it to be more or less as you need.
If, at the time of enrolment, the next payment dates have already passed those amounts will also be charged. So, let's take an example class with a $1000 deposit and $500 due 7 days before the start of class. A student enrolling 10 days before the class starts will be charged $1000 and a student enrolling 5 days before class starts will be charged $1500.
If a payment plan applies to the class, we suggest you make some note of it in the class web tab, so a potential student enrolling via the web can see what amount is payable and when. The full class fee will still display in the class block when a payment plan applies.
When the student completes the enrolment process, the 'pay now' component will be reduced to the deposit payable. The invoice the student receives on completion of the enrolment process will itemise the remaining payment components and their due dates.
If you have payment plan templates to create for very many classes you may wish to instead use a script to automate the process. A simple script might identify all classes with a fee over $1500 and then limit the amount due on enrolment to $1500 with the remainder payable over the duration of the class.
More sophisticated payment plan scripts can create different plans depending on the duration of the class, the amount of the fee, whether the class is VET or not and any other criteria.
When a student is on a payment plan, you may wish to enable the default system script 'send payment plan reminder' so the debtor is automatically emailed a reminder 7 days before their payment is due a link to make the payment via the skillsOnCourse portal. You can enable this from the top menu by going to Automation > Scripts, then double click on the script 'send payment plan reminder', click on the checkbox 'Enabled' in the top right side of the window, then Save.
This default reminder will also send overdue notices to any debtor who has an invoice (on a payment plan or otherwise) where the payment is overdue.
This script will trigger the email template 'Payment reminder' which can be edited by going to the Automation window and clicking into the Message Templates section. Look for the 'Payment Reminder' template in the section that expands open and click it.
If a contact makes a payment via the Checkout with a credit card, you can tick the Store Card checkbox and it will store their card details for use to process future payments.
Card information is shown in the Financial section of the contact record. If you wish to delete the stored card data, it can be done so by clicking the Delete button next to the data in the contact record.
The Batch Payments In window will list out for you all of the contacts in your system that have an invoice that has a due date in the past, and an overdue amount on them, where the contact has a stored credit card in the system. You can use the stored card to process the overdue payment.
If you want to see a full list of all contacts with owing payments, regardless of whether they have a stored card, you can turn off the 'Only show contacts with a stored card' switch, which is on by default.
The total of all owed amounts currently ticked is shown in the bottom right of the window. The total you see next to each invoice and contact
If you don't wish to process a particular payment, you can untick the invoice and a payment attempt will not be made for that contact. You can also open any particular contact in Checkout and apply an individual payment in that way. Just hover your mouse over the contact name and click 'Open in Checkout'.
When you click on an owed payment, the selection will expand to show more details of which invoices are included for each contact.
You can click on an invoice to remove it from the payment and it will uncheck. Any checked item will have a payment attempted once you click 'Process Payments'.
When the process is running, each payment will take its turn one-by-one to process. You'll see a smaill processing symbol appear, and when the process is either duccessfull or failed, the icon will change.
Whether a payment is successful or failed, it will show an icon at the end of the process indicating which payments were successful and which ones failed. If you want to run another attempt, refresh the window.