•There may already be Payment Plan Items in the Payment Plan tab of the Edit Event window, for a few different reasons:
oThis Event's Event Category/Subcategory corresponds with category/subcategory selected for an Auto-Add Setup Payment Plan.
oThis Event uses a Setup Event Template that was assigned a Payment Plan.
oThis Event was booked from an Event Quote that had a Payment Plan set up in the Edit Event Quote window.
oThis Event was copied from an Event with a Payment Plan. There is an option to copy the Event Payment Plan during the New from Past Event booking wizard, on the Select Past Event & Copy Options page.
•If there isn't a Payment Plan assigned yet, or you want to change the one that is assigned, you can manually add and/or edit a Payment Plan in the Edit Event window.
•You have a few different options for an Event Payment Plan:
oUse a Setup Payment Plan exactly as is.
oUse a Setup Payment Plan, but add/edit/delete Payment Plan Items as required for the particular Event. NOTE: Any changes you make in this Event Payment Plan will only exist for this Event. The changes won't be saved back in the Setup Payment Plan.
oCreate entirely new Payment Plan Items for the particular Event. NOTE: If you add one-off/ad hoc Items in this Event Payment Plan tab, the Items will only exist for this Event. If you want to be able to re-use Payment Plan Items for multiple Events, it is recommended that you create them in a Setup Payment Plan.
1.To use an already defined Setup Payment Plan, select an option from the Payment Plan drop-down. The defined Payment Plan Items will be pulled into the selection grid. You can edit, add, or delete Payment Plan Items if required for this event.
If you do not want to use a Setup Payment Plan, do not select anything from the Payment Plan drop-down. You can add individual Payment Plan Items below.
2.To edit an existing Payment Plan Item, double-click the relevant record in the Payment Plan Items selection grid.
a.The Event Payment Plan Item edit form opens.
b.Make the changes you need for this Payment Plan Item in this Event. To review the various options in the Payment Plan Item edit form (including how the amount is determined), see EventPro Setup > Finance > Payment Plans.
c.When you are done editing the record, click Save and Close. REMEMBER: Any changes you make to this Event Payment Plan Item will only exist for this Event.
3.To add a new Payment Plan Item, click the New button just above the Payment Plan Items selection grid.
a.A new Event Payment Plan Item edit form opens.
b.This edit form is very similar to the Setup Payment Plan Item edit form. To review the various options for creating a Payment Plan Item (including how the amount is determined), see EventPro Setup > Finance > Payment Plans.
c.There are three fields unique to the Event Payment Plan Item edit form, which you don't see in Setup:
i.Scheduled: This read-only field shows the actual Scheduled date of the Payment Plan Item. Once the Payment Plan is assigned to an event, the Item can use the Scheduled Days fields to calculate the actual date.
ii.Invoice: This read-only field will later populate with the Invoice generated for this Payment Plan Item, if applicable.
iii.Completed: If an Invoice/Email Notification was automatically generated for this Payment Plan Item, the Completed checkbox will be selected automatically. Remember, if an Invoice was generated, the relevant Invoice number will populate the Invoice field above.
If the Payment Plan Item was set to send an internal notification message only, you can manually select the Completed checkbox to indicate the Payment Plan Item has been completed.
Once a Payment Plan Item has been Completed, you can't edit the Item. You can, however, unselect the Completed checkbox to return the Item to non-completed status.
d.When you are done creating the new record, click Save and Close.
e.Continue adding as many Event Payment Plan Items as you require for this Event. REMEMBER: The one-off/ad hoc Items you create in this Event Payment Plan tab will only exist for this Event.
4.To delete a Payment Plan Item, select the relevant Item and click the Delete button directly above the selection grid. The Delete confirmation dialog asks if you want to delete the selected record(s). Click Yes to proceed with deleting.
5.When you are done with the Event's Payment Plan tab, ensure you save your changes by clicking Save at the top of the Edit Event window.
6.Processing Event Payment Plan Items:
a.If a Payment Plan Item sends EventPro internal Notifications, ensure that the relevant User has Messages activated and set to show alerts for Scheduled Payments. REMEMBER: EventPro's internal messaging system will only show Scheduled Payment alerts for Events set to a Confirmed or Completed status, so set the Event's status accordingly.
b.If a Payment Plan sends Email notifications and/or generates Invoices, you need to set up and start the A/R Event Payment Plan Virtual Assistant.
c.If a Payment Plan Item sends Email notifications, ensure that the intended recipients have email addresses on their records. The recipients are determined by the Send To tab settings in the A/R Event Payment Plan Virtual Assistant.
For more information, review all of the information under EventPro Setup > Finance > Payment Plans.
7.Completing Event Payment Plan Items: See the Completed checkbox above.
