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# Managing Payment Plans

# Managing Payment Plans


If you have Direct Debit Families, who many need to go on a Payment Plan due to an outstanding balance, this can be managed in two different ways.

### Scenario One - One Transaction (gap fees plus extra payment) - recommended

This will allow services to process one transaction for families that will cover their Gap Fee plus an additional amount to assist in paying off their debt. E.g The family has a debt of **$1200** and their weekly gap fee is **$200**. 
We can adjust their Payment Type from **Gap** to **Gap/Up To** amount to **$250** which will cover their weekly Gap Fee plus contribute an additional **$50** to their outstanding debt. 
Once the debt is settled the Gap/Up To Limit can be removed OR adjusted.

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

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_2r0888.png)

Within the Family Summary screen and Payment Account(s) section
3. Select the **3 dot** menu
4. Select **Edit** from the drop-down

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1f2gbrc.png)
5. Select **GAP/Up to Amount option**
6. **Add in the Total amount to be taken**
7. Select **Save**
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_p9px90.png)

### Scenario 2 - Creating an additional Recurring Payment

This scenario allows the families payment account to remain untouched with an additional payment being created for a fixed amount of time to pay off the outstanding balance.

1. Select the **Global Add**
| Note: Recurring payments can also be added via the Payments and Billing screen see: [Scheduling Recurring Payments](https://help.xap.rocks/en/article/how-to-manually-schedule-recurring-direct-debit-payments-1g56qva/), this will create 2 payments for the family.
2. Select **Add Recurring Payment**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_rlxqns.png)

3. Select the **Centre name** - If you are in Enterprise mode
4. Select the **Account name**
5. Select the **Type** eg. Fee/Other Payments
6. Set the **Payment Monday Start Date** for first payment to be taken
7. Add in the **Amount** of the Payment to be taken
8. Add in a **Description** for the payment
9. Select either **Existing Card/Bank** Or add in **New Card/New Bank**
10. Set the **Frequency** of the Payment eg. Weekly
11. Select **Day** the payment is to be taken
12. Select **End after** either
* Specific Date and add in the End Date
* OR No of Payments and add in the total amount of payments to be taken
13. If Specific Date select **End Date** or No of Payments **add in number**

| Ensure that either the ends date OR No. of Payments only occurs until the outstanding balance is paid off to avoid any unnecessary additional payments being deducted

14. Select **Save**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_4554xl.png)
|| To assist you further with this process see the video via the University - [Managing Payment Plans](https://xap.fleeq.io/l/1blomfr1do-0chw2cltdh)