Difference between revisions of "Payment Scheduler"

Revision as of 10:39, 11 March 2016

This article will explain how you can implement this feature for use on your SmartSimple system.

Overview

The Payment Scheduler enables the generation of multiple payments in batch simplifying the payment scheduling process. It allows the scheduling of Level 2 payments from a Level 1 based on a set of specified criteria. Users can map specific criteria to Level 1 fields and enable the scheduler on certain Level 1 field types. The Payment Scheduler also allows mappings for specified Level 2 fields. Based on the criteria an initial payment schedule is generated. At this stage, the scheduler pre-populates the payment fields, however no records are created until the schedule is saved.

Enable Payment Scheduler on the Level 1

1. Select the desired UTA
2. Click on the UTA Settings icon
3. Under the Level 1, select Templates
4. Click on the edit icon for the Level 1 template
5. Add a check mark in the Enable Payment Scheduler (Beta) option box
6. Click the Save button

Payment Scheduler Mapping (Beta) option illustrated above

Field Mapping

1. Select the desired UTA
2. Click on the UTA Settings icon
3. Under the Level 2 tab, click on the "Payment Scheduler Mapping (Beta)" hyperlink
4. Complete the form fields including Total Amount, Start Date, End Date, Activity Type, Activity Status, Payment Amount, Payment Date, and Other Fields.
5. Click Save

Level 1 Criteria Mapping

For each of the following Level 1 Criteria fields below select the Level one field that will be mapped to the Payment Scheduler field.

• Total Amount - The total dollar amount that the scheduler will use to create the payments
• Start Date - The date of the first scheduled payment
• End Date - The last scheduled payment date
• Activity Type - The specified Level 2 type
• Activity Status - The status of the Level 2 type
• Payment Amount - The amount of the each scheduled payment amount
• Payment Date - The dates for each scheduled payment
• Other Fields - Optional Level 2 fields can be mapped using this lookup field

Please note

• Additional optional fields can be added to the scheduler through Other Fields. These can include general Level 2 fields or fields under a mapped Level 2 type. Examples of Level 2 fields include: Level 2 type, Level 2 status, payment amount, payment date, payment number, etc.
• The following field types are allowed: single line text field, multi line text field, select one combo box, and auto number.

Payment Scheduler Page

• Once the Payment Scheduler is enabled and a valid mapping is created, the Payment Scheduler link will appear in edit/view Level 1 page.
• If the Level 1 doesn't have any Level 2 payments underneath it, the Level 1 criteria fields with pre-populated values from mapping will appear. All criteria can be modified except for the total amount.
• Once criteria is set, click on the Preview button and the system will generate a list of payments. Please note this just for preview purposes, no actual records have been created in the system.
• For each record: the date is generated according to the criteria date period and frequency; the amount is divided evenly according to total amount and number of payments (except for last record which might contain a remainder); the type and status will be populated according to mapping; all additional fields will be displayed and can be modified, but will not be pre-populated.
• The displayed records can be deleted or updated before submission.
• Update records by modifying the criteria and clicking on Preview button again.
• Once everything looks good you can click on the Create Payment button. This will generate actual Level 2 records in the system and trigger workflow, template formula/status trigger etc.
• If the Level 1 has existing Level 2 payments underneath, the Level 1 criteria div will not be displayed. Only the total amount will be visible.
• You can edit the fields for existing Level 2 payments, delete existing Level 2 payments or add new ones on this page.
• Click on the Create Payment button to update/add payments.

Notes

• If an existing Level 2 payment is in a locked status, the row will be read only.
• There is a validation that the sum of amounts on page should not exceeds the total amount.
• Allowed field types include: single line text field, multi line text field, select one combo box, and auto number.
• The scheduler will load the existing payments and add new payments or delete existing ones if the payments are not in locked status.
• Template formulas, workflows, status triggers will run for Level 2 payments when they are edited through the scheduler.

Click here to learn why this feature is a benefit to your organization.