Payment Plans. Version 4.3

Transcription

1 Payment Plans Version 4.3 Siriusware, Inc. 302 Camino de la Placita Taos, NM google.siriusware.com

2 Copyright Copyright 2014 Siriusware, Incorporated. All rights reserved. NOTICE: All information contained herein is the property of Siriusware, Incorporated. No part of this publication (whether in hardcopy or electronic form) may be reproduced or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written consent of Siriusware, Incorporated. The software, which includes information contained in any databases, described in this document is furnished under a license agreement and may be used or copied only in accordance with the terms of that agreement. This publication and the information herein is furnished AS IS, is subject to change without notice, and should not be construed as a commitment by Siriusware, Incorporated. Siriusware, Incorporated assumes no responsibility or liability for any errors or inaccuracies, makes no warranty of any kind (express, implied, or statutory) with respect to this publication, and expressly disclaims any and all warranties of merchantability, fitness for particular purposes, and non-infringement of third party rights.

3 Payment Plans INTRODUCTION...3 LICENSES...4 CONFIGURATION...5.INI files... 5 Account setup... 6 Payment Plan Preferences form... 6 Payment Plan Rules... 8 Item setup Payment Plan main action button Security roles Notifications E-COMMERCE MODULE CONFIGURATION...13 Payment Plan settings Checkout settings Guest Related settings templates SALES USE...17 Recalling a Payment Plan Reprocessing failed payments Refunding E-COMMERCE MODULE USE...23 LAYOUTS...26 REPORTING

4 Payment Plan Activity Report Payment Plan Pass Detail Report

5 Introduction Payment Plans functionality allows eligible sales to be paid for with a specified number of payments to purchase an access or pass item. Future payments are processed through Web Sales Host and passes are voided if payments are declined. This is a separately licensed product however. Specific functionality includes: Sales can be placed on payment plans through Salesware module at the point-of-sale and/or through E- Commerce module online sales An item is finalized to an account specified in the setup; full revenue is recognized; invoice is generated - similar to the In-House Cards functionality with the description of the invoice being the guest name that has the card on file in their guest record Must be a card on file in the guest record so all monthly payments are charged using the card on file and charged thru Web Sales Host During the initial sale, records are generated in the ww_sales table with a future charge date for each future payment If I finalize a sale that has five future payments, all five records are written immediately to ww_sales, with charge dates that match each payment processing date. Web Sales Host handles both regular E- Commerce sales as well as Payment Plan charges, because they are using different transaction types At 12:01 AM on the date of the charge date Web Sales Host processes a payment The number of payments can be established based on the end date/month of the program and the purchase date or on a set number of months. Example: For instance, a payment plan is configured for June November. A purchase in June generates six payments, a purchase in July generates five payments, a purchase in August generates four payments, etc., until the payment plan is no longer an option (November). A configurable purchase cut-off day is set for determining when the first payment begins and the number of payments in the plan. Example: The plan has a cut-off date of the 25 day of the month. Any payment plans initiated June 1 through 25 pay their initial payment at the time of the sale and their first payment is due on the first of August. A payment plan initiated on June 25 June 30 also pays their initial payment at the time of sale, but their first scheduled payment is not until September 1. An account must be configured for this program and selected as part of the Payment Plan setup. This allows the finalization of all Payment Plan purchases at the time of sale (recognizing revenue at the time of purchase), with only a partial payment up front. Automated payments then decrement the invoice balances. Items must be configured as eligible for the plan. When a sale is finalized that includes a Payment Plan, the total to be collected in Sales or E-Commerce module are 100% of the non-eligible items and the first portion of the Payment Plan eligible items based on the number of payments. 3

6 Example: Five passes in a single sale are purchased on June 1. All of the pass items are Payment Plan Eligible and total $1200 (six payments of $200). Also included in the sale are five Pass Insurance items totaling $100 that are NOT Payment Plan eligible. The total due at the time of sale is $300. $200 for the Payment Plan items (one-sixth of the total) and the full amount ($100) of the non-eligible pass insurance items. Note: Modifiers must be configured for the program and selected as part of the Payment Plan setup. Modifiers do not inherit eligibility. Automated processing of the payments is performed by Web Sales Host. The messages sent to customers have static text appended to the sp_log info based on the approved/declined status. The Subject line is static for these s. So, similar to our static text for ing Reservation confirmations, the Subject line is defined for payment plan s and static text to append for approved and declined payments. Example: Thank you for your payment! (approved text) or Your pass has been voided. Please contact our ticket office at (123) to resolve this issue and provide updated credit card information. (declined text). Failed payment can be re-processed using our standard Web Sales Host option to resubmit errors. Sales with Payment Plans can be refunded and exchanged. Licenses Payment Plan functionality is now licensed through the Salespoint Licenses form. Payment plan preferences are not accessible unless at least one license exists for payment plan functionality (PMP). 4

7 Configuration.INI files In order to ensure that Payment Plans will work appropriately within your set up, please check the following.ini settings. Sales32c_System.INI Protobase= This setting must contain a valid IP address as it is used for additional Payment Plan charges. MessengerService_System.INI SMTP_from= This setting must contain an address that sends out additional Payment Plan charge notifications. 5

8 Account setup In order to utilize Payment Plan functionality and have it properly record financial transactions, you must first establish set accounts and account types that the Payment Plans reconcile under. To set up proper accounting: 1. Open SysManager > Activities > Financial Lists > Account Types and create an Account Type, Payment Plans. 2. Then, establish a new Account, SysManager > Account, Payment Plans It is recommended that you use a nickname that includes the year in order to have a new account for each new season i.e., PP2013, PP2014, etc. Do not create Invoices, set Credit Limits, Dynamic Pricing Rules, etc. Payment Plan Preferences form New Payment Plan Preferences form was created to handle new functionality for customers to pay on a paymentplan basis. A New flag was added to the items record called Payment Plan, enabling it to be an item that can be paid for with a payment plan. Set up Payment Plan Preferences 1. Navigate to SysManager > Preferences > Payment Plans 6

9 Charge Day: - The day of the month to process automated payments Cutoff Day: - Skip first recurring payment if initial purchase is after this day of the month Account Type: - Pre-established account for Payment Plans functionality Account Name: - Name of the account currently processing Payment Plans functionality Pay Tax Up Front: - Check box to indicate if tax for the item is applied within the first payment. subject line for approved payments: - The default subject line for the message to send to a guest when a payment is processed. %C Replaced with the last four digits of the guest s card number %A Replaced with the actual charge amount body template for approved payments: - Default message to send to a guest when a payment is processed. subject line for declined payments: - The default subject line for the message to send to a guest when a payment is declined. %C Replaced with the last four digits of the guest s card number %A Replaced with the actual charge amount 7

10 body template for declined payments: Default message to send to a guest when a payment is declined. Payment Plan Rules In order to establish the payment terms for a Payment Plan, you must first establish Payment Plan Rules. These rules are then applied to specific eligible items. To set a new rule: 1. Navigate to SysManager > Item/Sales List > Payment Plan Rules. 2. The Payment Plan Rule Edit dialog appears, allowing you to set up Payment Plan Rules that are applied to Items that can be paid for via Payment Plans. You can choose to set the Payment Plan to schedule future payments via: Use a specific end date This is used to select a specific last date for payment. This is particularly useful for products that would need to be paid in full by the start date Example: Ski Season Pass A Pass is Valid from November 1, 2013 March 31, Passes go on sale May 1, Payment Plans are available May 1, 2013 through October 31, In this scenario, the pass must be paid in full by the final payment date of October 31, 2013 for the pass to be valid on November 1,

11 Use a specific number of monthly payments To enable this rule select the number of desired months. This would be useful for period specific payments for an item i.e., year-long Family Membership. If you select monthly payment periods you have the option to Allow Auto-renewals by checking the Allow Auto- Renewals using this DCI:. Then, you select the appropriate DCI for Auto-Renewal. Note: You must ensure that the Auto-Renewal DCI is configured with Forced Validation that extends the expiration date by X days. Auto-Renew Passes can be automatically renewed with the auto-renew functionality through Payment Plans. Payment Plan Rules can be set up to invoke automatic renewals that call a renewal DCI upon expiration of the pass. Note: Auto-renewals are created at the time the pass is sold. Any existing passes that are due to expire do not have the auto-renewal capability. 9

12 Item setup Items that you designate at Payment Plan eligible must have a Payment Plan Rule assigned. Open the Item Edit dialog for the specific Payment Plan eligible item. Select the appropriate Payment Plan Rule from the dropdown menu. 10

13 Payment Plan main action button Main action button PMP can be added to the main button list that when clicked, finalizes the sale and places the sale on an action plan. After the button is clicked, a Payment Plan dialog box is displayed that allows the operator to select a guest for Payment Plans. The dialog also allows the user to change the credit card that is saved for the guest. The dialog shows the Payment Plans schedule and the amount that the guest has to pay today. When the guest and payment information is entered and OK is clicked, the sale is put on a Payment Plan. The amount due today is charged and payments are scheduled by generating entries in ww_sales table. A new invoice is created for this sale that allows the operator to track how much has been paid and how much is left to be paid on this sale. PMP main action button setup 1. Navigate to SysManager > Preferences > Global.INI tab and add the following settings to the Main Action Buttons: PMP = Payment Plan PPR = Payment Plan Lookup Example: MainButton11=PMP MainButton8=PPR 11

14 Security roles A new role SysManager - Menu/Activity - Payment Plan Rules security setting has been added. Notifications If someone on your staff would like to receive messages when a Payment Plan message is sent i.e., a card is declined, you can enable Messenger Service application to notify the appropriate staff members. For more information on Messenger Service application see the Messenger Service documentation. Setting up notifications 1. Navigate to SysManager > System Lists > Notifications 2. Click Add, select Payment Plan Approved or Payment Plan Declined from the Event dropdown and select the Salespoint Group. 3. Set the appropriate Operator, Msg Interval and notification type. 12

15 E-Commerce module configuration E-Commerce pages can be enabled to pay for items in an E- Commerce sale using a Payment Plan. The items must be configured as eligible for purchase under a Payment Plan. These items must be either passes/memberships or access record items. It is imperative that you ensure these items are also under your appropriate node within the item tree i.e., Web. Payment Plans only work in the pages when the following settings are in place within the Site Admin Panel. For more information on using the Site Admin Panel see the 4.3 E-Commerce document. 13

16 Payment Plan settings PayPlanDescription The text to appear above the payment plan control in the shopping cart Example: Denotes Payment Plan Eligible Items in the Cart. An extended payment plan option is available for the items in your shopping cart. Below is a summary of the payments you would make if you choose to pay for these items on the extended payment plan. PayPlanEligLabel The text to display on the itemshow.aspx page to indicate that an item is eligible for the payment plan. Example: This item is eligible for a payment plan. PayPlanEligCartText - The text to display in the cart to show item eligibility for the payment plan. 14

17 PayPlanConfirmationDescription - The text to display on conf.aspx when user has chosen to pay with the payment plan. Example: You have chosen to use the Payment Plan to pay for items in this sale. Please see the chart below for the Payment Dates and Amounts Due. Checkout settings AllowStoredCards Must be set to 1, to ensure that the Stored Credit Card check boxes are enabled on the Checkout.aspx page. CheckoutSteps Must be set to 0 for Payment Plans functionality to work properly. 15

18 MonerisReceipt Must be set to 0 for Payment Plans functionality to work properly. Guest Related settings GuestEditRows When making changes to this setting for Payment Plans functionality, ensure that this setting contains a Value of cardonfile. This is the card that is charged for Payment Plan deductions. If cardonfile is not present, Payment Plans functionality does not work properly. Note: Previously, any client running Payment Express at their pinpads) cannot use any sort of Card on file functionality. Payment Express eliminated the ability to send a card on file (from a guest record or from a reservation/saved sale) to the pinpad and only allows manual entries or swipes of cards directly on the pinpad. In order to extend this functionality, Payment Plan sales can now be processed using DPSAuthSSL as the credit card processor. templates The following two templates are used for confirmation s when the sale is put on a Payment Plan. 16

19 ChargedPayPlanTemplate value = template/chargedpayplantemplate.txt FinalizedPayPlanTemplate value = template/finalizedpayplantemplate.txt Note: An HTML template is also available. Sales use To perform a Payment Plan sale 1. Select a Payment Plan eligible item (i.e., passes, membership, access based items, etc.). 2. Attach a guest and fulfill any other requirements such as, forms, liability and modifiers. Important: Please ensure that you enter a valid address for the guest in order to receive notifications on processed/declined payments. 3. Select the Payment Plan main action button. 4. You are presented with the Payment Plan Finalize dialog. 17

20 5. The dialog provides the attached guest information, credit card information, amount to be paid at time of purchase and a description of the following payments that are charged to the guest s card and the date on which they fall. Guest Information is populated by first guest record in invoice. This can be edited here. If credit card information is not populated, than complete that on the dialog. You can select a higher Amount To Pay Now, that provides a smaller balance, therefore resulting in lower monthly payments 6. When adding non-payment Plan items to the sale, these items are added to the first required payment. 18

21 Note: The following important exceptions with regard to Payment Plans. Cannot split payment on first sale (limited to one payment) When selling items on Payment Plan using a Reservation Header, you can ONLY include items on Payment Plan. Additional items should be made in a separate sale (Payment Plan items are force finalized so tickets and ski school items that should be saved cannot be added to this sale). Note: Siriusware Inc. recommends that you do not revise balance totals after Payment Plans have been established. Revising mid-plan could result in errors. Recalling a Payment Plan You can recall a Payment Plan from the salespoint by using the Payment Plan Lookup main action button. This brings up the Recall Payment Plan dialog. 19

22 This in turn brings up the Payment Plan List dialog. You can then select the appropriate guest. Once you choose the guest, the Payment Plan Details dialog box opens. 20

23 This provides detailed information on the guest, remaining Balance, Next Payment Date, Next Payment Amount, Payment Schedule and the specific pass information. You can also Pay off the Balance, Refund or Forfeit an item attached to a Payment Plan. From the Payment Plan Details dialog, you can edit gust information by selecting the Edit Guest Info button. From here you are redirected to the Guest Edit dialog. Pass edits can be made by highlighting the appropriate Pass/Ticket item with the Item selection box, and then clicking on the Edit Highlighted Item In Items List button. From here you will be directed to the Pass Inquiry form. Reprocessing failed payments Payment Plan functionality includes the ability to reprocess any failed payment from any salespoint. This allows the ability to bring up an individual failed payment on Payment Plan from any salespoint and resubmit that payment. This process takes place on the Payment Plan Details dialog. Example: A guest approaches a salespoint onsite. He/she has received an stating that his card was declined in a recent Payment Plan transaction. He/she would like to try resubmitting payment again. The operator can then go into Tools > Action > Payment Plan Lookup and the Recall Payment Plan dialog appears. The operator then enters the Guest Name and hits OK and the Payment Plan Details dialog displays the guest s transactions through the plan. The operator then clicks a Reprocess Failed Payment button. This reprocesses the transaction using the current credit card on file. If the payment then fails again, the operator can open the Guest Edit dialog box and 21

24 enter a new credit card. The operator would then return to the Payment Plan Details dialog and reprocess payment again. Refunding To Refund an item on Payment Plan 1. Bring up the pass item to be refunded through a Ticket Inquiry or Guest Lookup. 2. Reduce the quantity to a negative number. 3. Click on the Validate button and enter in the pass number. 4. Click Save. Note: The total amount displays on the screen however, once you click Finalize, the dialog appears and you see the correct amount to credit back. 22

25 Note: Any modifiers on Payment Plan need to be refunded as a regular item (cannot be refunded as a modifier). Non-payment items MUST be refunded in a separate sale from payment plan items. E-Commerce module use Payment Plan sales through E-Commerce pages are a straight forward process 1. From the E-Commerce pages, visitors/guests select the items that they wish to purchase. 2. After selecting a Payment Plan eligible item, the visitor/guest is notified of this eligibility. 23

26 3. The guest adds the item to the cart and continues to make additional purchase. 4. From the cart, the guest sees the available Payment Plan dates and can select to finalize using a Payment Plan by selecting the Yes, I would like to pay for this on Payment Plan! button. 24

27 5. You must associate a purchaser with the sale either with an existing log-in or by creating a new guest. 6. You must select a guest associated with the pass or you receive an error message. 7. Once you have entered the appropriate payment information and finalized the sale, you receive a confirmation and schedule of future payments. Note: If the guest does not enter a card to be put on file, they are prompted to enter this information. 25

28 Note: In E-Commerce module, Payment Plan items are force finalized when processed by Web Sales Host and the E-Commerce sale is either finalized or saved depending on the contents of the sale. The processing that determines whether an E-Commerce sale is finalized or saved follows previous logic, i.e., E-Commerce sales with only passes and/or Print At Home Tickets items are finalized - all others are saved. Web Sales Host will exclude canceled Payment Plan sales from the number of sales it detects from processing. Layouts The functionality has been added to print Payment Plan schedules to layouts both for receipts and confirmation letters. Example: A Receipt layout featuring the Payment Plan Schedule. < CENTER('COMPANY NAME',40) > 26

29 < CENTER('COMPANY ADDRESS',40) > < CENTER('COMPANY CITY STATE POST OR ZIP CODE',40) > < CENTER('COMPANY PHONE NUMBER',40) > < CENTER('COMPANY WEB ADDRESS',40) > < NEWLINE() > < CENTER('SALES RECEIPT',40) > < CENTER('Sold By: '+alltrim(sales_pt- >salespoint),40) > < CENTER('Sale Number: '+IIF(sale_hdr->sale_no=sale_hdr- >mastersale,alltrim(str(sale_hdr->mastersale,16,0)),alltrim(str(sale_hdr- >sale_no))),40) > < CENTER(DSTR2(sale_hdr->Date_time),40) > < NEWLINE() > < 'Qty Item Price ' > < ' Special Discount' > < ' ' > < Details(IIF(MODIFIER(),IIF(Item="**TRANS**",' Account Pmt or Load '+STR(extension,8,2)+NEWLINE(),' '+Items->descrip+' '+STR(extensiontax_amount-tax_amt2+disc_amt,8,2)+NEWLINE()),IIF(Item="**TRANS**",' Account Pmt or Load '+STR(extension,8,2)+NEWLINE(),STR(quantity,3,0)+' '+Items->descrip+' '+STR(extension-tax_amounttax_amt2+disc_amt,8,2)+NEWLINE()))+IIF(disc_amt=0,ALLTRIM(' '),' '+IIF(ALLTRIM(UPPER(special))="CUSTOM","Custom Special ",specials->descrip)+' '+STR(-1*disc_amt,8,2)+NEWLINE())) > < JUSTRIGHT(' ',40) > < JUSTRIGHT(' Sub Total:'+STR(Utility->sale_sub+Utility- >Sale_disc+Utility->SAle_tax,10,2),40) > < JUSTRIGHT(' Discounts:'+STR(Utility->sale_disc,10,2),40) > < JUSTRIGHT(' Tax:'+STR(Utility->sale_tax,10,2),40) > < JUSTRIGHT(' Total:'+STR(Utility->sale_ext,10,2),40) > < JUSTRIGHT(' ',40) > < JUSTRIGHT(' PAYMENTS:'+STR(Utility->amt_paid,10,2),40) > < JUSTRIGHT(' BALANCE DUE:'+STR(Utility->bal_due,10,2),40) > < JUSTRIGHT(' ',40) > < JUSTRIGHT('Payment Types and Amounts:',40) > < JUSTRIGHT(FOP(),40) > < JUSTRIGHT(iif(sale_hdr->pmt_amt1>0.0000,alltrim(str(sale_hdr- >pmt_amt1,8,2))+' ','')+iif(sale_hdr->pmt_amt2>0.0000,alltrim(str(sale_hdr- >pmt_amt2,8,2))+' ','')+iif(sale_hdr->pmt_amt3>0.0000,alltrim(str(sale_hdr- >pmt_amt3,8,2))+' ','')+iif(sale_hdr->pmt_amt4>0.0000,alltrim(str(sale_hdr- >pmt_amt4,8,2)),''),40) > < NEWLINE() > < CENTER('Thank You ~ Gracias ~ Merci',40) > < NEWLINE() > < iterate_over(cc_trans, sale_no, sale_hdr->sale_no, IIF(cc_trans- >status=3,alltrim(' '),'Card Number: XXXXXXXXXXXX' + cc_trans->card_id + NEWLINE() + 'Card Type: ' + cc_trans- 27

30 >card_type + NEWLINE() + 'Amount: $' + ALLTRIM(STR(cc_trans->total,16,2)) + NEWLINE() + 'Approval: ' + ALLTRIM(cc_trans->approval) + NEWLINE()+IIF(cc_trans->gc_balance=0.0000,' ','Gift Card Balance:'+STR(-1*cc_trans->gc_balance,10,2))), NEWLINE()) > < IIF(sale_hdr->acct_name='PMP2013 ','Payment Plan Schedule:'+NEWLINE(),'') > < iterate_over(paymentplan,sale_no,sale_hdr->sale_no,'payment of $'+ALLTRIM(STR(paymentplan->amount,10,2))+' Due on: '+substr(dstr2(paymentplan->date_time),1,10),newline()) > < NEWLINE() > < Printers->cut_code > < NEWLINE() > < NEWLINE() > Reporting Payment Plan Activity Report This report details all payments, whether scheduled or processed, for a given date range. Information displayed includes the scheduled payment date, payment amount, guest name and payment status. This can be expanded to show the details for all passes/memberships to which the payment is applied. In addition to scheduled payment date, the report can be filtered by pass/membership number, guest number, department, category, item or payment status. 28

31 Payment Plan Pass Detail Report This report details all passes sold via Payment Plans with payments scheduled within a given date range. Information displayed includes the pass number, pass description, passholder guest number & name, the pass price (as well as any taxes applied), the amount already paid prior to the date range, the number of payments scheduled within the date range and the total payments. The report can be expanded to display the details for each scheduled payment (date, amount, status and result). In addition to scheduled payment date, the report can be filtered by pass/membership number, guest number, department, category and item. 29

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