Offer Instalments / Payment Plans

Overview

Instalments or payment plans allow you to break the total amount for an offer item into multiple payments, each with its own amount and due date.

The payment plans feature is highly versatile can be used for courses and all other items such as accommodation, transport etc.

Considerations for Working with Payment Plans

At the offer stage (before the offer is converted), the different instalments in a payment plan can be created and modified. Once the offer is accepted, the instalments generate invoices for the corresponding enrolments (view the Invoices article for details) and can no longer be changed.

For courses with Subject or Units of Study (UoS) pricing, the instalments are determined by the subjects and the Units of Study cost and due dates . Different instalment plans cannot be created for these course types.

View Offer Instalments/Payment Plan

1. Go to the offer of interest.

2. Go to the Instalments tab.

3. You’ll see the data grid of Offer Instalments.

   

The options available on the instalments grid are:

A. Refresh: Refresh the current data grid with the latest values.
B. Reset: Reset the current data grid’s columns to the default.
C. Column Chooser: Add other columns in the header of the data grid.
D. Actions panel: Run actions on the items selected in the data grid.
E. Select Box: Select the items in the grid.

One Instalment Payment Plan

When a course is added to an offer, the system automatically creates one single instalment for the total amount of the course. By default, this instalment due date is the course start date.

If the student prefers to pay for the offer in full rather than through instalments, there's no need to create new instalments. Simply change the due date as required.

Modify the Instalments Due Dates

Due Dates for Unit of Study or Subject Based

Modifying the due date for an instalment is simple. You can modify the due date for multiple items at once.

1. Select the instalment(s) that you’d like to modify the due date for.

2. Click on Change Due Date in the Actions Panel.

3. Select the new due date.

4. Click on Update to save.

Create Multiple Instalments for a Payment Plan

You can create multiple instalments for an offer item either manually or by using the Instalments Generator feature. Both methods are accessible through the Instalment tab.

Generate Instalments through the Instalments Generator RECOMMENDED

1. Go to the Instalments tab of the offer and select the offer item you wish to generate instalment.

2. Click on Generate Instalments on the Actions Panel. If the selected item has more than one instalments, a warning window will display to let you know that generating new instalments will delete the existing instalments.
   

   

3. You’ll see Instalments Generator window. Select an option and set details.

Instalments Generator Options

eBECAS/EDMISS offers an easy-to-use Instalment Generator for creating instalment plans.
It provides the following three options:

The maximum number of instalments that can be created is limited by the duration (in weeks) of the offer item. The minimum number is one, which represents a single instalment.

4. Click OK.

   

5. The scheduled instalments will be displayed in the data grid.
   Each instalment comes with a description that includes the item’s name and the period it covers.

   

Generate Instalments Manually

In certain situations, when the payment plans do no follow a set of rules, they need to be created or adjusted manually. To do so:

1. Go to the Instalments tab of the offer and select the offer item that you’d like to generate instalments manually for, then click on Edit Instalments from the Actions Panel.
   Or simply double click on the item.

   

2. (Optional) Delete the previous instalment(s) if you wish to create new instalments from scratch. To do so, select the instalment and click on Delete.

   

3. To add instalments, click on the Create icon ➕ at the top right of the data grid. Then enter the details of the instalment.
   Click on Save to finish it.

   

4. The total amount for the item needs to be distributed among all the instalments. You can monitor the remaining UnAllocated amount from the details panel.
   Repeat the above process until all amounts are distributed across all the instalments.

   

5. Once all instalments have been allocated, click on OK to save.

   

Instalments Around Holidays

This option will not modify existing instalment plans but will apply to future plans.

By default, instalments are created without considering holidays. This means a due date will be set regardless if that date falls within a holiday period. .However, there are instances where you may need the due date to not coincide with a holiday.

For these cases, you can update your system settings to automatically adjust the due dates to the nearest Monday after the holidays. See the following article for more details:

eBECAS/EDMISS Classic - Instalments and Payment Plans: Instalments Around Holidays

Updating this setting will not modify existing instalment plans but will apply to future payment plans.

Edit Instalments

Edit Instalments individually

1. Access to Instalments tab in the offer of interest.

2. Select any of the instalments for the offer item that you would like to modify. Then click on the Edit Instalment button on the Actions Panel.

   

3. A pop-up window will display with all the instalments for the selected item.

   

4. Click on the Create, Edit or Delete button depending on your purpose.

   1. Create: Add instalments.

   2. Edit : Change Due Date, Description, Amount and Payer.

   3. Delete : Delete the instalment.

      

5. Click on the Save button to save the instalment and then on Update to save the payment plan.

   

If there's an unallocated balance remaining, you won't be able to update the payment plan.

Regenerate all the Instalments

If you wish to recreate the entire payment plan for an item, please follow the steps below.

1. Go to the Instalments tab for the offer of interest.

2. Select any of the instalments for the item that you want to recreate the instalments for. Then click on the Generate Instalments button.

   

3. Follow the Generate Instalments steps outlined above.