Once you've got your templates all ready to go, the next step is to put them to good use – and aside from being able to apply the templates to the relevant profiles, you can also edit a student's payment plan to make individual changes (like in the event of a unique scholarship with special discounts)! 😉
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How do I create a payment plan?
To create a payment plan, follow the instructions below:
1) Enter a profile
2) Click the tab Financials and then Payment plans
3) Click the button Add plan
4) Fill in the fields:
PROGRAMME AND CLASS — Which programme and class the payment plan is intended for.
PAYMENT PLAN TEMPLATE — Which payment plan template is most appropriate.
NAME — A name of your own choosing to specifically identify that student's payment plan.
5) Lastly, click Create plan:
This will automatically migrate the setup of the template to the student's newly created payment plan, including sums and due dates:
If no changes are required, just leave it as is and you're done. However, you can edit the details as necessary, such as to extend a deadline, alter an amount, and so on. Keep on reading to learn the ins and outs of browsing and editing a student payment plan!
How can I browse and customize a student payment plan?
Altogether, there are three levels of data to dig through when accounting for someone's payment plan: the payment plans, the fees of the selected payment plan, and the transactions of a given fee. The gear at the end of a row is always a shortcut into the Details tab of the next area, whereas the bulleted list icon firstly transports you to the fees of the plan and then to their transactions.
Starting from the beginning, just access the profile Financials tab to open the student's payment plan list:
Needless to say, not only can you create payment plans here, but also have an overview of existing ones as well as of all of the transactions associated with that particular profile. Under Payment plans, four columns in particular are of utmost importance where your school's interests are concerned:
STATE — Paid (when the payment plan has been fully paid), 1 payment overdue (or more – when at least one of the fees is still pending after expiration of the deadline), and Not due (when the next fees' deadline is yet to pass and everything's good so far).
OUTSTANDING AMOUNT — How much money your school is presently owed (TOTAL AMOUNT minus PAID AMOUNT).
PAID AMOUNT — How much money has been hitherto paid.
TOTAL AMOUNT — How much money was originally owed (OUTSTANDING AMOUNT plus PAID AMOUNT).
Barring TOTAL AMOUNT, all of the aforementioned columns will automatically update according to the timings that were set and the transactions recorded by staff.
Following the next "level" in the sequence, let's go inside a payment plan:
Under Details, you can view and/or change the Programme and class and the Name of the payment plan you're visiting. More importantly, you can make it accessible or not accessible to students by pressing Publish payment plan or Unpublish payment plan. Plans are unpublished by default and only shared with the student side when published, which aims to let staff privately work on them until they're ready for release.
Notes lets staff add useful commentary about the plan for future reference. For instance: "I added a discount because he was part of an Early Bird campaign". It works the same way as adding notes in the profile Latest activity tab.
In turn, Auditing allows staff to see an audit history of the changes to a profile's payment plan, such as the creation date, when a fee was deleted and more. It features timestamps and the authors of the modifications.
Fees is a bit more complex. The short version is that it's the list of fees belonging to the payment plan you're accessing, where, obviously, you can manage fees:
But let's take a closer look. If you've read the previous article, some of the fields should be recognisable, namely DESCRIPTION, DUE DATE and CURRENCY, all of which you can alter by pressing the gear at the end of a row:
The other columns are run by the system:
REFERENCE — A unique code automatically generated by FULL FABRIC to identify a specific fee.
SUBTOTAL — The pre-discount total.
DISCOUNTS APPLIED — The amount or percentage of the discount (if one exists).
DISCOUNT TOTAL – How much was subtracted by the discount.
TOTAL — The final cost.
STATE — Paid, Not due (the deadline is after the current date) or Overdue (the deadline is before the current date).
OUTSTANDING — How much money is left to complete a certain payment.*
PAID — How much has been paid so far.*
*It bears noting that payments can be split into several transactions. So, for instance, supposing a student split the payment into several transactions, they could have paid 400€ out of 500€ and be 100€ in debt.
To add a discount, tap the aptly named Add discount button at the top right-hand corner and fill in the fields:
DESCRIPTION — Succinctly describe or name the discount.
TYPE — Define what type of discount it is, namely:
PERCENTAGE — A percentage off of the original price.
AMOUNT — A fixed amount off of the original price.
PERCENTAGE/AMOUNT — Set the value for that discount in accordance with the previous selection.
APPLY TO — Select which payment installments should receive the discount. You can have multiple discounts within the same payment plan.
Once you're done, click Create discount. You may have to refresh the page for all of the recent updates to appear:
Proceed to the next article to read about transactions!
PUBLISHED: August 21, 2018
LAST UPDATED: October 1, 2021 at 12:02 a.m.