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Payment Plan Overview

Overview

Payment plans are a set of scheduled payments for a specific ticket. They're used if a customer wishes to pay in installments at regular intervals, using a saved credit card. A customer must have a saved credit card, saved using ChargeItPro, to use a payment plan

The payment plan module requires the shop to be using ChargeitPro/Gravity terminals for ProfitSystem integrated credit card / debit card processing.

This solution provides the ability to SAVE customer cards for future use in a PCI compliant secure environment provided by ChargeitPro. Cards may be saved when taking a customer payment or by going to a Customer-> Details tab -> Add Credit Card feature. A credit card is also saved when a sale or sales is added to a ticket.

Once the customer has a saved card, the Payment Plan button is used to set up scheduled payments. Each payment has a due date and an amount.

Payment plans are processed automatically once per day as the program starts up using a customer's saved card. Any payments past their due date are processed automatically using the saved credit card for the customer. The payments show up as regular credit card payment on the customers ticket.

The printed receipt will show the details of the payment plan.

The Ticket Log (accessed from the Ticket form) will show the history of payments charged as well as failed payments.

Set-up checklist

  1. Make sure integrated credit card processing with ChargeItPro is turned on and working.
  2. Go to Setup->Letters/Email/SMS/Tags/Labels->Email (or Housekeeping->Letters/Email/SMS/Tags/Labels->Email)
  3. Click add and set the For/Source to Customer. Set the description to Payment Success. Enter a suitable subject such as 'Payment Plan for (shop name)'
  4. Click Save, then Edit Email. Enter the body of the email and save it. Here is a sample of a possible charge success email:
Dear CustFirst,
This is a payment receipt for your payment plan at (shop name)
You may review your payment history and balance on the attached receipt.
Note: This email will serve as an official receipt for this payment.
Thank you!
(shop name)
  1. Add another email, by clicking add and st the For/Source to Customer. Set the description to Payment Failure. Enter a suitable subject such as 'Payment Plan for (shop name)'
  2. Click Save, then Edit Email. Enter the body of the email, such as
Dear CustFirst,
This is a notice that a recent credit card payment we attempted on the card we have registered for you failed.
Please contact (shop name) at (store phone) to update your payment details.
You may review your payment history and balance on the attached receipt.
Thank you,
(shop name)
  1. Save the email.
  2. Go to Setup->General Setup->Sales Associates (or Housekeeping->General Setup->Sales Associates). For one or more sales associates, check the 'Gets todo for failed payment plan? option.
  3. Go to Setup->General Setup->Document Terms (or Housekeeping->General Setup->Document Terms)
  4. Click Add, set Print terms on to Payment Plan, for description enter Payment Plan. Enter the terms and conditions that should be printed if the receipt contains a payment plan. Here are example terms. Modify as needed:
Installment Payment Plan Agreement
I agree to these payment terms (dates & amounts) and understand the installment payment amounts will be charged to the credit card provided on the dates listed.   
I immediately will provide a replacement card or make other pament arrangements in the event the card provided is declined for any agreed to charge.
I further understand monies paid may be forfeited in the event where no other payment arrangements are made for declined payments.
I agree to pay the credit card transaction per the card issuer terms and understand there are no refunds or exchanges for the merchandise or services provided.
____________________________________________
Signature                           Date
____________________________________________
Print name
  1. Click Save

The program can now process Payment Plans.

Creating Payment Plans

The payment plan is part of a ticket and will use the credit card saved for the customer.

To check if a customer has a saved credit card, go to their Customer record and check the Details tab. If the Remove CC and Update CC buttons appear, then they have a saved credit card. The button will show the last 4 digits of the saved card.

To create a payment plan, go to the Ticket for the customer.
1. Click the Payment Plan button. The Payment Plan form is displayed
2. Each payment along with it's due date is shown in the grid. If the Paid column contains a date, it means the payment was made on that date.
3. Click the Add Item button to add an empty row to the grid. Enter the due date and amount into the empty row. Repeat as needed to set up all the payments.
4. Click the Save button to save the payment plan.
5. Payment plan lines can be deleted by selecting them and using the Delete Item button. Note that deleting a paid payment plan line will not affect the actual payment shown on the ticket.
6. Click Done when finished entering the payment plan.

Processing Payment Plans

As the program starts up it checks to see if any payment plans have been created. If they have, the Process Payment Plans dialog is displayed. After 10 seconds, the payment plans are automatically processed. If the form is cancelled, it will displayed again until the plans are processed.

If the due date for a payment plan line is past and there is no paid date, the payment will be automatically charged to the customers saved credit card.

If the payment succeeds, it is marked as paid in the payment plan with the current date. A payment transaction is added to the ticket, where the reference says 'Payment plan' If an Email template called 'Payment Success' is present, it is emailed to the customer with the receipt attached as a PDF.

If the payment fails due to a credit card problem, it is not marked paid and will be processed again the next day. If an Email template called 'Payment Failure' is present, it is emailed to the customer with the receipt attached as a PDF. Also, a todo is created for the SA responsible for failed payments. There is a checkbox 'Gets todo for failed payment plan?' on the Sales Associates form. Every SA where that is checked will get a todo for each failed payment that links to the customer.

The payment plans processing can also be started manually. Go to Sales-Process Payment Plans. If using switchboards, go to Main->Register Functions->Process Payment Plans.