SUMMARY:

TeamSideline Payment plan functionality is designed to help organizations manage and track payments made over time. This function automates the process of creating, scheduling, and managing payment plans, making it easier for both organizations and customers to keep track of payment obligations. With TeamSideline you can set up payment schedules based on specific criteria, such as fixed amounts, variable amounts, recurring intervals, or custom dates. If specific individuals have unique circumstances then Admins can customize payment plans to suit the individual specific needs such as adjusting payment amounts, frequencies, or durations.

Q: If a credit card fails during an attempt to take a payment, does the system automatically attempt it again?
A: Yes for most failures, the system will try to charge the card every 3 days to process the payment up to 2 additional times (3 total attempts).  Exception: If the error code is "Invalid or Expired Card on file", the payment will be cancelled immediately and not retried.  

Q: Are automatic emails sent to the enrollee to advise them of the failure?
A: Yes. The emails say:
     "Your payment due on x (today's date), in the amount of $x (the payment amount) for (player name) for the Program (program name) was not able to be processed. We attempted to charge credit card number ending in XXXX (it shows the real last 4 numbers of the card), but it failed for the following reason: xxx. To change payment information or review the payment plan, click here to sign into your account. For questions regarding this notification, click here to contact "Your Organization".}

Q: Are automatic emails sent to the enrollee to alert them money is being withdrawn?
A: The system will automatically send an email notice five days in advance to your customers to let them know that a charge will be completed on a specific date.  If their account balance is zero, then the email will not be sent.

An admin can see these emails by going to Communications > Communication Log, click the System Log tab, then look for Payment Plan Notice.

Q: Can our customers change their credit card information?
A: Customers can log into their account on your site, click on the Payment Plans link, and click the (change) link to modify their payment method.

Q: Is our organization charged if a credit card is declined?
A: No, your organization is not charged if a credit card is declined.

Q: Can an admin review the automatic emails that are sent for a failed payment attempt?
A: An admin can see these emails by going to Communications > Communication Log, click the System Log tab, then look for Payment Plan Failure.

Q: Can I cancel a payment plan without it refunding the payments already collected?
A: Yes.  If you cancel a payment plan, it cancels all future collections and does not refund the payments already collected on your organization's behalf. The Payment Plan will then show as cancelled.

Q: If a parent registers late, will the system automatically modify the number of payments so that all fees are due no later than a specific date?
A: You will need to modify the payment plan for each Offering if you want the number of payments to be calculated differently.  On the last day of each month, go to Programs > Manage Programs, go to the 2 Configuration page of the program, click the Payment Plan Setup button, select the Offering, delete the current payment plan and then setup a new one reflecting the reduced number of payments.

Q: How can an admin identify payment plan failures?
A: Go to Reports > Report Exports and click on Payment Plan Detail.  Make sure "Failed" is checked and run the report.

Q: If my customer's account balance is less than the payment plan amount, will the system adjust the amount?
A: Since the account balance is less than the amount to be billed, the payment plan will be adjusted to the lower amount on the account and the credit card will be billed.

Q: If my customer's account balance is zero, will the system process the payment plan?
A: Since the account balance is now zero, the payment plan transaction will not be executed.

Q: Will a payment plan be cancelled if I cancel an enrollment?
A: Yes, once an admin cancels an enrollment, the associated payment plan will also be cancelled.

Q: When are the payment plan orders processed for our customers?
A: The payment plan job runs daily at 9am PT.

Q: If I adjust my payment plan after some people have already registered, will it change their payment plans?
A:  Any changes to the payment plan schedule only impact new enrollments.  To change the payment plan for a specific account, go to Customers > Account Management > Search and look up the customer. On the customer account, scroll down to Payment Plan and expand. Then click the pencil icon to update the date/amount or cancel the payment plan.  

Q: Regarding Partial Payments: If a registration is $2000 and the payment is four monthly payments of $500, the first at registration – and two weeks after registration a credit is added to their account for $400, will the second payment automatically be changed to $100?
A: The second payment will still be $500. The credit will apply to the last payment, so the final payment would be $100.