Multi-Payment Frequency Options For Families on Direct Debit

This article will assist you with managing and applying multiple payment frequencies to Families.

Overview

This feature will allow services who would like to offer multiple payment frequencies to families that may differ to the Service’s set billing cycle.

Setup and Configurations

To enable the Multi-Payment option

Select the Settings Screen
Select Payment & Billing Profile icon

Select the 3 Dot menu next to the Service name
Select Edit from the drop-down

Only service director or admin staff can change the payment frequency on family account if option is enabled for service.

Services can not provide lower payment frequency than their allowed billing frequency. e,g. Services offering fortnightly billing frequency will not be able offer weekly payment frequency.

Families will continue to receive invoices on the configured Centre frequency, but only be charged on their set payment frequency. I.e. Invoiced Weekly, but charged Fortnightly.

Available Options

Service Frequency	Available Frequencies
Weekly	Fortnightly, 3 Weekly, 4 Weekly
Fortnightly	4 Weekly

Scenarios

Scenario 1 - Weekly Cycle

If a service is on a weekly cycle, when this option is enabled, all existing families on direct debit will stay on a weekly cycle and their next payment date will be set up as next week’s payment date.

Scenario 2 - Fortnightly Cycle

If a service is on a fortnightly cycle, when this option is enabled, all existing families on direct debit will stay on a fortnightly cycle and their next payment date will be set up as next fortnight's payment date depending on the existing billing cycle.

e.g. If the service is charging in advance and billing cycle is fortnightly on Tuesday, and the invoice was generated last week and you are making the change today, all families next payment date will be set to next week’s date based on their chosen direct debit day and payment option as fortnightly as per services billing cycle.

Scenario 3 - Changing from Fortnightly Cycle to Weekly Cycle

If you are changing the billing cycle from fortnightly to weekly and then enabling this option, all families on direct debit will stay on a fortnightly option.

The Families next payment date will be set as per services previous billing cycle.

The Service admin can then change the required families to be weekly or 3-weekly or 4 weekly payment option.

Changing a Family to a different payment frequency

An alternate payment frequency can only be set for a Family, once the Multi-payment frequency has been enabled for the Service

To set an alternate frequency for a Family:

Search on the Family
Select the Family

Within the Payment Account section, select the 3 dot menu
Select Edit from the drop-down menu

Scroll down and select the option of Enable a non standard payment schedule for this payment account. Disabling this option will set the Payment Account back to the Centre default payment frequency
Select the Payment Frequency for this Family

Note: Only the Frequencies that have been selected in Settings will display as an option.

Select the Next Payment Date when this frequency will commence from
Select Save

Updated on: 15/11/2022

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