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You can use payment codes for reoccurring payments such as scholarships or automatic withdrawals.

If you track families, payment codes are assigned to the family. If you do not track families or if a customer does not have a family, payment codes are associated with the customer.

You can add, edit, or delete a family's payment codes, and you can also schedule payments.

 To add a family's payment codes
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Customers. Click Go .
  3. On the Family tab, select the family's record and click Edit.
  4. On the Payment Codes tab, click Add.
  5. In the Payment Code drop-down list, select the payment code. A description of the payment code displays in the Payment Description field.
  6. In the Fee Description drop-down list, select a fee to which the payment code applies.
  7. In the Select Customer drop-down list, select the customer to which the payment code applies.
  8. In the Frequency drop-down list, select the payment's frequency.
  9. In the Amount field, enter the amount of the payment if needed.
  10. Under Schedule Information, select Schedule Payment to schedule occurrences for this payment. See Scheduling Payments to learn more about scheduling payments.
  11. Click OK to return to the family's record.
 To edit a family's payment codes
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Customers. Click Go .
  3. On the Family tab, select the family's record and click Edit.
  4. On the Payment Codes tab, select the payment code you want to edit and click Edit.
  5. In the Payment Code drop-down list, change the payment code, if necessary. A description of the payment code displays in the Payment Description field.
  6. In the Fee Description drop-down list, select a fee to which the payment code applies.
  7. In the Select Customer drop-down list, select the customer to which the payment code applies.
  8. In the Frequency drop-down list, change the payment's frequency, if necessary.
  9. In the Amount field, edit the amount of the payment if needed.
  10. Under Schedule Information, select Schedule Payment to schedule occurrences for this payment.
  11. When you are finished editing, click OK to return to the customer's record.
 To delete a family's payment codes
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Customers. Click Go .
  3. On the Family tab, select the family's record and click Edit.
  4. On the Payment Codes tab, select the payment code you want to delete and click Delete.
  5. When the confirmation message displays, click Yes.
Additional Field Information


Payment Code
Select the code you want to use from the drop-down list.

Payment Description
Enter a phrase that sums up the purpose of the payment code. This description displays when you select a payment code.

Fee Description
Select a fee to associate with the payment code. You can set up fees in the Define Lists window.

Frequency/Amount
Enter the frequency and amount to use when assigning this code to customers. These are only defaults, and you can change them for individual customers after they are assigned. For school or daycare, typically, you would create a billing code for each grade for tracking purposes, and you would set the parents' payment frequency when assigned to the student record.

Schedule Payment
Select to schedule when and how often a customer makes a payment.

Start Date
Select the payment's start date.

End After Occurrences
Select to end the payments after a number of occurrences.

End By
Select to end the payments by a specific date.

Pay Type
Select the appropriate option:

  • Payment — Select if you are adding or editing a payment to the customer's record.
  • Credit — Select if you are adding or editing a credit to the customer's record.
  • ACH — Select if you are adding an ACH, credit or debit transaction to the customer's record. To learn more about this, see Adding an ACH Payment.