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# Managing fixed recurring payments

# Managing fixed recurring payments

This article will assist you with managing fixed recurring payments for Families.

### Overview

Recurring payments are helpful when:

1. The Family is on a **Payment Plan** and would like only a set amount to come out for their agreed amounts
2. They are wanting a set amount to be taken regardless of their Account balance

### Recommended process

In this Scenario, we are looking at:
* Setting a fixed amount to be taken regardless of their Account Balance.

###### Step 1. Completing the Payment Account details

The Payment Account details need to be added to allow the Fixed Recurring payments to process successfully.

* The Recommended process would be for the Guardian to complete their Direct Debit Details 
| see: [Guardian Portal - Completing Direct Debit Details](https://xap.fleeq.io/l/7j4hqqdzg5-ut5n9xkp0a) or [Guardian Smile App - Completing Direct Debit Details](https://xap.fleeq.io/l/xzi7ou4wvl-kn4ypk5l25)
* or the Service can complete this on the Guardians behalf
| see [Adding Family Direct Debit Details](https://help.xap.rocks/en/article/adding-family-direct-debit-details-rsq1ny/)

###### Step 2. Turn off the Automatic Billing

This Step is important, if this is **not completed**, then when the Invoices are generated on the Service settings, the Account  will have the normal **GAP Payment** created AND the m**anually created fixed recurring payment**.

1. Search on the **Family**
2. Select the **Account** 

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_bqregc.png)
3. Select the **3 dot menu** on the Payment Account section
4. Select the **Edit** button from the drop-down menu

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_skcgnw.png)
5. Select **Edit** under Payment Details
![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_qqzf48.png)

6. Select **Fixed Recurring**
![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_4qfjci.png)

7. Select **Save**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_ajc9ss.png)

###### Step 3. Creating the Fixed Recurring Payments

Once the Automatic payment creation has been turned off by selecting Fixed Recurring, you will need to create the actual payments that you would like to be taken out.

1. Select the **Global Add** button
2. Select **Add Recurring Payment**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_jfz2k3.png)

3. Select the **Account name**
4. Select **Fee/Other Payments**
5. Select the **Payment Date** to commence the fixed payments from
6. Add in the **Amount** to be taken. 
7. Add in a **Description** In this example the**Agreed DD payment total**
8. Select where the payments will be **Debited from**
9. Select the Repeat option. **In this example we are selecting Weekly**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_b83ctz.png)
**SCROLL DOWN**
10. Select the **frequency** of the repeating payment. **In this example we are selecting every 2 weeks**.
11. Select the **Day** of the week the payment will be debited from the Guardians account.
12. **End After**
* Specific Date - Allows you to stop the payments by a set date.
* No. of Payments - Allows you to stop the payments after a set number of payments
13. **End Date** - Will display if you select Specific Date
* No of Payments will allow you to put in the total number of payments if you select, No. of Payments
14. Select **Save**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_10t3xp4.png)

The Created **Fixed Recurring Payments** will display on the Scheduled Payments screen.
| Note: Adjustments can be made for future payments if, the Days change or the GAP changes. see: [How To Stop Direct Debits or Change The Scheduled Amount](https://help.xap.rocks/en/article/how-to-stop-direct-debits-or-change-the-scheduled-amount-40khl6/)

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_19hawjs.png)

|| To assist you further with managing Payments see: [Help Page - Managing Scheduled Payments/Direct Debits Guides & Videos](https://help.xap.rocks/en/article/help-page-managing-scheduled-paymentsdirect-debits-guides-videos-9oqxih/#1-help-page-managing-scheduled-paymentsdirect-debits-guides-amp-videos)