You can view, make payments to, change the payment date, and cancel payment plans and tuition plans from a client’s profile. If the payment method fails, the system automatically charges the client’s account balance. Account payment plans work differently. For more information, see Failed installments on account payment plans.
You can also access a client's active tuition plans directly from their profile Overview page by clicking View payment schedule on the plan card.
Key tips
The amount owed for each scheduled payment can't be changed. However, a one-time payment reduces the total amount owed on a payment plan. How this affects scheduled payments depends on the plan type:
For automatic membership payments, the next scheduled payment is reduced.
For other payment plans, the last scheduled payment is reduced.
To adjust a client’s payment plan without a one-time payment, cancel and remove the existing plan from the client’s profile, then resell the item with a new payment plan.
When a client with active payment plans gets sent to collections, the remaining balance from those plans is added to their account balance and reported to Aldous.
When a Purchase Option is purchased with a payment plan, the client is billed according to the payment plan, even if the Purchase Option is canceled. The payment plan must be canceled to stop future payments.
When a payment plan includes items from multiple revenue categories, the payment is split and attributed proportionally to each item's revenue category in the Sales Summary by Revenue Category Report.
View or adjust a payment on a payment plan or tuition plan
To make a payment on a payment plan or tuition plan:
Click Search
at the top of the screen and enter the client's information, then click their name in the list.On the side menu, click Account.
To make a payment on a payment plan for a Purchase Option, click Passes & Memberships, then select the Purchase Option from the list, and click Payment Plan.
For all other payment plans or tuition plans, click Billing & Account Balance > View All Payment Plans, then select the payment plan from the list.
To make a payment on a payment plan:
Click Make a payment.
Enter the One-time payment amount.
Select one or more payment methods and enter the client’s information.
Click Complete.
To change the date of a future scheduled payment:
Click the payment date you want to modify.
Select a date for the payment from the calendar. This won’t affect any other payment dates.
Failed installments on account payment plans
Account payment plans let clients pay into their account balance in installments, including to pay off a negative balance. If a credit card or ACH installment fails, the client's account balance isn't affected and the plan continues on its original dates.
When an installment fails:
The account balance isn't debited.
Nothing is added to Balance History.
The plan history shows the installment as Failed.
No extra dates are added to the plan.
Amount Owed goes down by the failed installment amount.
After all installments are processed, the plan has the Completed status and an Amount Owed of $0, even if some installments failed. The client's account balance includes only the installments that were paid. Staff and clients see the same information on the Billing page.
For example, a client has a plan with four installments of $100. The first two installments fail, and the last two succeed. The plan history shows two Failed installments, and the plan ends as Completed with an Amount Owed of $0. The client's account balance increases by $200.
ACH installments
When an ACH installment is processed on its scheduled date, the Billing page shows a pending credit next to the account balance, with an info icon, while the payment waits for settlement. If more than one installment is waiting, the pending credit shows the total. Surcharges aren't included.
If the payment settles successfully, the pending credit disappears and the installment amount is added to the account balance. An entry appears in Balance History.
If the payment fails, the pending credit disappears. The balance isn't debited, and nothing appears in Balance History.
Cancel a payment plan or tuition plan
To cancel a payment plan or tuition plan:
Click Search
at the top of the screen and enter the client's information, then click their name in the list.On the side menu, click Account > Billing & Account Balance > View All Payment Plans.
Select the payment plan or tuition plan from the list.
At the top of the page, click Cancel this payment plan.
In the confirmation popup, click OK.