Articles on: Payment & Billing

Managing fixed recurring payments

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

Overview

Recurring payments are helpful when:

The Family is on a Payment Plan and would like only a set amount to come out for their agreed amounts
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 or Guardian Smile App - Completing Direct Debit Details

or the Service can complete this on the Guardians behalf

see Adding Family Direct Debit Details

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 manually created fixed recurring payment.

Search on the Family
Select the Account

Select the 3 dot menu on the Payment Account section
Select the Edit button from the drop-down menu

Select Edit under Payment Details

Select Fixed Recurring

Select Save

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.

Select the Global Add button
Select Add Recurring Payment

Select the Account name
Select Fee/Other Payments
Select the Payment Date to commence the fixed payments from
Add in the Amount to be taken.
Add in a Description In this example theAgreed DD payment total
Select where the payments will be Debited from
Select the Repeat option. In this example we are selecting Weekly

SCROLL DOWN

Select the frequency of the repeating payment. In this example we are selecting every 2 weeks.
Select the Day of the week the payment will be debited from the Guardians account.
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

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

Select Save

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

To assist you further with managing Payments see: Help Page - Managing Scheduled Payments/Direct Debits Guides & Videos

Updated on: 02/08/2023

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