Payment plans allow the automatic collection of funds via credit card or ACH on a predefined schedule. Payment Plans can be added to specific sessions and be limited based on date or payment type.
To use a payment Plan, you must take the following steps:
-
- Create a Payment Plan Template
- Schedule the Payment Plan to the desired session(s).
Step 1: Create and Manage Payment Plan Templates
A Payment Plan template must first be created before it can be scheduled.
To create a Payment Plan Template:
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- Go to the Settings menu and expand the Fees / Payment section.
- Click on Payment Plan Templates.
- Click Create a New Payment Plan or the Edit icon to the right of a template you wish to edit.
- Enter a Name and other Basic Information as needed.
- Save the plan.
- Add one or more Breakpoints to complete the Payment Plan Schedule.
Your Payment Plan template is now ready to be scheduled.
Template Details - Basic Information
The Basic Information section sets behavior for the payment plan.
- Name: If you have a large number of payment plans, it may be helpful to use a name that describes the type of payment such as "6 Month Plan or 25% down".
- Description: This text will display along with the Name and breakpoints during checkout.
- Plan type: The session plan is based on the session balance. The account plan is based on the account balance.
- Fee for using plan: This is only available for the Session Plan.
- Allocation Account: When a credit is added to an account, UltraCamp must assign this credit to the fees on the account.
- Permitted Payment Types: Select the accepted types of payments.
- Editable by Public: When checked, the public can delete scheduled credit card payments.
- Visible by Public: Checked by default, the Payment Plans will be visible on the public side.
- Use Last Paid-in-full Due Date: Based on the account, this will use the paid-in-fill due date from the last session in the cart to the calculate when monthly payments are due.
You must click Save Plan before addressing any breakpoints in the Payment Plan Schedule if you wish your changes to save.
Template Details - Payment Plan Schedule
The Payment Plan Schedule determines when payments are collected. You can add new breakpoints and edit existing ones here.
- Add a new breakpoint: Use this to create the schedule for the payment plan by adding a payment plan member for each date on which funds should be collected.
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Date Type: Determines when this payment will be collected.
- At Reservation (Standard): this will collect all fees designated as Deposits or Non-refundable Fees. This does not work with sessions set to "Require a Payment Plan."
- At Reservation (Fixed Value): Use this setting to specify a specific amount to be collected at checkout. This overrides all deposits and non-refundable fee settings on the session.
- On a Specific Month / Day: Collect the specified amount on the set month and day in the future.
- 'X' Days after reservation: Collect this payment a specific number of days after checkout is completed.
- 'X' Days before begin date: Collect this payment a specific number of days before the session's Begin Date.
- Monthly based on remaining months before Paid in Full Due Date: Specify a day of the month and UltraCamp will automatically divide the remaining fees over the months between checkout and the session's Paid-in-Full Due Date for collection.
- On a specific date: Set a specific Month, Day, and Year to collect this payment. This date type is not ideal for re-use from year to year unless tracked and edited carefully.
Step 2: Scheduling Payment Plans
Once a Payment Plan template has been created, it can be scheduled for a session.
To schedule a Payment Plan:
- Click on the Scheduling menu and expand Finances.
- Select Payment Plans.
- Select the Season, Location and Payment Plan from the dropdown menus.
- Click Load.
- Select the sessions that should offer this payment plan.
- [Optional] Enter Begin and or End Dates to limit when this payment plan is available.
- Click the button to Save Modifications.
Declined Scheduled Payments
- When a payment is declined, the system will keep attempting payments on the payment account in the future, even if the initial payment fully failed.
- Admins will need to contact the cardholder and let them know they need to update their payment information for the payment plan to work.
Note
Scheduled payments that fail will be flagged on the Finance Detail page.
Step 1: Create and Manage Payment Plan Templates
A Payment Plan template must first be created before it can be scheduled.
To create a Payment Plan Template:
-
- Go to the
Menu and expand the Templates section.
- Click on Payment Plans in the Payments section.
- Click New to create a payment plan or the name of a template you wish to edit.
- Enter a Name and other Basic Information as needed.
- Enter the Payment Option information as needed.
- Save the plan.
- In the Payment Plan Schedule, click the link to Add a new payment date or click an existing date to edit its settings.
- Go to the
Your Payment Plan template is now ready to be scheduled.
Template Details - Basic Information
The Basic Information section sets behavior for the payment plan.
- Name: If you have a large number of payment plans, it may be helpful to use a name that describes the type of payment such as "6 Month Plan or 25% down".
- Description: This text will display along with the Name and breakpoints during checkout.
-
Payment Plan Type: Payment Plan Type affects how plans are selected and how payments are scheduled. There are two types of payment plans:
- Session Based: The payment plan only applies to a single session at a time.
- Account Based: The payment plan applies to all sessions in the cart that share the same payment plan.
- Editable by Public: When checked, the public can delete scheduled credit card payments.
- Visible by Public: Checked by default, the Payment Plans will be visible on the public side.
- Use Last Paid-in-full Due Date: Based on the account, this will use the paid-in-fill due date from the last session in the cart to the calculate when monthly payments are due.
Template Details - Payment Information
The Payment Information determines overall financial aspects of the plan.
- Fee for using plan: This is only available for the Session Plan.
- Permitted Payment Types: Select types of payments accepted for this plan.
- Allocation Account: When a payment is made through this plan, UltraCamp will assign this allocation account to the fees collected (instead of to the session or other assigned allocation accounts).
You must click Save Plan before addressing any breakpoints in the Payment Plan Schedule if you wish your changes to save.
Template Details - Payment Plan Schedule
The Payment Plan Schedule determines when payments are collected. You can add new payment dates and edit existing ones here.
- Add a new payment date: Use this to create the schedule for the payment plan by adding a payment plan schedule item for each date on which funds should be collected.
-
Date Type: Determines when this payment will be collected.
- At Reservation (Standard): this will collect all fees designated as Deposits or Non-refundable Fees. This does not work with sessions set to "Require a Payment Plan."
- At Reservation (Fixed Value): Use this setting to specify a specific amount to be collected at checkout. This overrides all deposits and non-refundable fee settings on the session.
- On a Specific Month / Day: Collect the specified amount on the set month and day in the future.
- 'X' Days after reservation: Collect this payment a specific number of days after checkout is completed.
- 'X' Days before begin date: Collect this payment a specific number of days before the session's Begin Date.
- Monthly based on remaining months before Paid-in-Full Due Date: Specify a day of the month and UltraCamp will automatically divide the remaining fees over the months between checkout and the session's Paid-in-Full Due Date for collection.
- On a specific date: Set a specific Month, Day, and Year to collect this payment. This date type is not ideal for re-use from year to year unless tracked and edited carefully prior to registration.
Template Details - Utilization
Once a Payment Plan Template has been saved you can see where it is currently being used by clicking the Utilization tab at the top. This will list all sessions for which this template is currently scheduled.
Step 2: Scheduling Payment Plans
Once a Payment Plan template has been created, it can be scheduled for a session.
To schedule a Payment Plan:
- Go to the
- In the Finances section, select Payment Plans.
- Select the sessions that should offer this payment plan.
- [Optional] Enter Begin and or End Dates to limit when this payment plan is available.
- Click the button to Save Modifications.
Declined Scheduled Payments
- When a payment is declined, the system will keep attempting payments on the payment account in the future, even if the initial payment fully failed.
- Admins will need to contact the cardholder and let them know they need to update their payment information for the payment plan to work.
Note
Scheduled payments that fail will be flagged on the Finance Detail page.
Comments
How do I run a report that shows which accounts selected a payment plan?
UltraCamp doesn't have a direct report for searching out accounts that have selected payment plans. However, payment plans create scheduled payments, and you will find our Scheduled Payments report here: https://www.ultracamp.com/admin/Reports/scheduledPayments.aspx. Or you can go to the Reports menu > Financial Reports > Scheduled Payments. This will return a list of all scheduled payments, including those who have been created via a Payment Plan.
If you have more specific questions, please don't hesitate to contact our help team.
Are you required to set the schedule by creating breakpoints?
Sarah, you do need to create breakpoints for a payment plan to function.
Thank you for your question! We've added some text to help clarify this process.
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