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Accounts Receivable lets you schedule payments for a customer or family. You can schedule payments when families want to specify a payment's frequency or the amount that should be withdrawn from an account. In addition, you can use this feature to schedule times when scholarship or financial aid funds are awarded.

 To Schedule a Customer's Payments
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Customers and click Go .
  3. On the Customer tab, select the customer's record and click Edit.
  4. On the Payment Codes tab, select the payment code you want to schedule payments for and click Edit. If you have not added the payment code, see Entering a Customer's Payment Codes.
  5. Under Schedule Information, select Schedule Payment to schedule occurrences for this payment.
  6. In the Every drop-down list, select the time period in which you want to schedule the payment.
  7. To schedule the payment for a specific numerical date, select Day. Use the up and down arrows to select the day you want to schedule the payment. To schedule the payment for a specific week and day of the month, such as the First Monday, select the week and day in the drop-down list.
  8. In the Start Date drop-down list, select the date in which the payments start.
  9. To end the payments after a specific number of occurrences, select End After Occurrences and use the up and down arrows to select the number of occurrences after which you want to end the payment. To end the payments by a specific date, select End By and select the date using the up and down arrows.
  10. Click View Dates to view a calendar showing the dates the invoice will be created.
 To Edit a Customer's Scheduled Payments
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Customers and click Go .
  3. On the Customer tab, select the customer's record and click Edit.
  4. On the Payment Codes tab, select the payment code you want to schedule payments for and click Edit. If you have not yet added the payment code, see Entering a Customer's Payment Codes.
  5. Under Schedule Information, select Schedule Payment to schedule the payment's occurrences.
  6. In the Every drop-down list, select the time period in which you want to schedule the payment.
  7. To schedule the payment for a specific numerical date, select Day. Use the up and down arrows to select the day you want to schedule the payment. To schedule the payment for a specific week and day of the month, such as the First Monday, select the week and day from the drop-down list.
  8. In the Start Date drop-down list, select the date in which the payments will start.
  9. To end the payments after a specific number of occurrences, select End After Occurrences and use the up and down arrows to select the number of occurrences after which you want to end the payment. To end the payments by a specific date, select End By and select the date using the up and down arrows.
  10. Click View Dates to view a calendar showing the dates the invoice will be created.
 To Schedule a Family's Payments
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Customers and 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 schedule payments for. Click Edit. If you have not yet added the payment code, see Adding or Editing Family Payment Codes.
  5. Under Schedule Information, select Schedule Payment to schedule occurrences for this payment.
  6. In the Every drop-down list, enter the time period in which you want to schedule the payment.
  7. To schedule the payment for a specific day, select Day. Use the up and down arrows to select the day you want to schedule the payment. To schedule the payment for a specific week and day of the month, such as the First Monday, select the week and day from the drop-down list.
  8. In the Start Date drop-down list, select the date in which the payments will start.
  9. To end the payments after a specific number of occurrences, select End After Occurrences and use the up and down arrows to select the number of occurrences after which you want to end the payment. To end the payments by a specific date, select End By and select the date using the up and down arrows.
  10. Click View Dates to view a calendar showing the dates the invoice will be created.
 To Edit a Family's Scheduled Payments
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Customers and 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 schedule payments for and click Edit. If you have not yet added the payment code, see Adding or Editing Family Payment Codes.
  5. Under Schedule Information, select Schedule Payment to schedule occurrences for this payment.
  6. In the Every drop-down list, change the time period in which you want to schedule the payment, if needed.
  7. To schedule the payment for a specific numerical day of the month, select Day. Use the up and down arrows to select the day you want to schedule the payment. To schedule the payment for a specific week and day of the month, such as the First Monday, select the week and day from the drop-down list.
  8. In the Start Date drop-down list, select or change the date in which the payments will start.
  9. To end the payments after a specific number of occurrences, select End After Occurrences and use the up and down arrows to select the number of occurrences after which you want to end the payment. To end the payments by a specific date, select End By and select the date using the up and down arrows.
  10. Click View Dates to view a calendar showing the dates the invoice will be created.
Additional Field Information


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

Payment Description
A phrase that sums up the purpose of the payment code displays in this field when you select a payment code.

Fee Description
Select a fee to associate with the payment code. The list of fees are set up in the Fees section of 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. For school or daycare, typically, a billing code is created for each grade for tracking purposes, and the parents' payment frequency is set when being assigned to the student record.

Schedule Payment
To schedule when and how often a payment is made from a customer's account, select this option.

Start Date
Select the payment's start date in the drop-down list.

End After Occurrences
To end the payments after a number of occurrences, select this option.

End By
To end the payments by a specific date, select this option.

Pay Type

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