Articles on: Families Module

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.

Search on the Family
Select the Family

Within the Family Summary screen and Payment Account(s) section

Select the 3 dot menu
Select Edit from the drop-down

Select GAP/Up to Amount option
Add in the Total amount to be taken
Select Save

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.

Select the Global Add

Note: Recurring payments can also be added via the Payments and Billing screen see: Scheduling Recurring Payments, this will create 2 payments for the family.

Select Add Recurring Payment

Select the Centre name - If you are in Enterprise mode
Select the Account name
Select the Type eg. Fee/Other Payments
Set the Payment Monday Start Date for first payment to be taken
Add in the Amount of the Payment to be taken
Add in a Description for the payment
Select either Existing Card/Bank Or add in New Card/New Bank
Set the Frequency of the Payment eg. Weekly
Select Day the payment is to be taken
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

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

Select Save

To assist you further with this process see the video via the University - Managing Payment Plans

Updated on: 15/06/2026

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