Instalment Plan Configuration

This function allows your agency to enter its own instalment plans into Applied Epic. Items added with this function display in the Plan dropdown list when you add a transaction with instalments.

1. From the Home screen, do one of the following:
   • Click Configure on the navigation panel.
   • Click Areas > Configure on the menubar.
   • Click the down arrow next to Home on the options bar and select Configure.

From any other area of the program, do one of the following:

2. • Click the down arrow to the right of the Home options bar button and select Configure.
   • Click Home > Configure on the menubar. The Configure screen displays

2. Click Accounting on the navigation panel or Areas > Accounting on the menubar.
3. Click Instalment Plans on the navigation panel.
4. A list of instalment plans that are in your system displays. To change the sort order, click the column heading by which you wish to sort.

You can do the following from here:

2. • Add an Instalment Plan
     1. Do one of the following:
        • Click the Add button to the left of the list.
        • Click New > Instalment Plan on the options bar.
        • Click File > New > Instalment Plan on the options bar.
        • Press [Insert] on your keyboard.
        • Press [Ctrl] + N.
     2. Select Invoice to enable this instalment plan to be used as a billing schedule, Payment to enable it to be used as a payment schedule, or both if it can be selected for invoice and payment transactions.
     3. Choose an instalment plan Type in the dropdown menu.
     4. Enter the number of Cycles for the instalment plan.
     5. Select the Prompt for down payment percentage checkbox if applicable. If you select this checkbox, enter a percentage of down payment in the field to the right.
     6. Select the Round down payment to the nearest whole dollar checkbox if you would like down payments to have round dollar amounts.
     7. To keep round dollar amounts, you can opt to Calculate pennies (i.e., add the cents) in the First instalment, Individual instalments, Final instalment, or Down payment.
        
        Note: If the Round down payment to the nearest whole dollar checkbox is selected, the Down payment option is not available.
        
        Click for more information on this step .

        Example One

        If your organization wants to set up an instalment plan with a down payment where all pennies are placed on the down payment, make the following selections:

        • Select Prompt for down payment percentage.
        • Deselect Round down payment to nearest whole dollar.
        • Click Down payment in the Calculate pennies section.

        Example Two

        If your organization wants a whole dollar amount for the down payment, and all pennies placed on the first instalment, make the following selections:

        • Select Prompt for down payment percentage.
        • Select Round down payment to nearest whole dollar.
        • Click First in the Calculate pennies section.

        The First instalment in this example is the first instalment item that will process, and is not the down payment. When adding an instalment plan, the down payment will have an instalment sequence number of one, and the First instalment will have an instalment sequence number of two. The First instalment references the first instalment that will process (excluding the down payment).

     8. Make the appropriate changes in the Default Dates frame to specify when you would like to generate the initial invoice. (If you did not select Invoice in step b, this plan will not generate an invoice and the Default Dates frame is disabled. Proceed to the next step.) The system subtracts the amount of days or months you specify from the effective date of the first instalment.
        • If you choose the first radio button, select 1 month, 2 months, or 3 months from the dropdown menu. Optionally enter an additional number of days (for example, 1 month plus 15 days). Click here for examples of how the system calculates the invoice date.

          When you select a number of months from the dropdown menu, the system counts backwards to the corresponding date in the previous month (rather than subtracting a specific number of days, e.g., 30). If the effective date falls on the 31st and the previous month does not have 31 days, the system defaults to the last day of the month.

          For example, if you chose to generate the invoice two months prior to the effective date:

          • An effective date of April 7 would yield an invoice date of February 7.
          • An effective date of April 30 would yield an invoice date of February 28 (February 29 if it is a leap year).

          If you enter an additional number of days, the system will first subtract the specified number of months and then subtract the days.

          For example, if you chose to generate the invoice two months plus ten days prior to the effective date:

          • An effective date of April 7 would yield an invoice date of January 28.
          • An effective date of April 30 would yield an invoice date of February 18 (February 19 if it is a leap year).
        • If you choose the second radio button, enter the number of days (up to 99) prior to the effective date that you would like the system to generate the invoice.
          
          Note: The invoice dates for all subsequent instalments will be based on the initial invoice date. If you are configuring a monthly instalment plan, for example, and your initial invoice is generated on the 7th, the system will generate an invoice on the 7th of each month. If the initial invoice date falls on the 31st, subsequent invoices will be generated on the last day of each month.
     9. The active Language displays in the Language dropdown menu and is based on your Primary Language as set up in Regional Settings Configuration.
     10. Enter a Description of the instalment plan.
         • If you have more than one language available, the Description you entered will populate for every language. 
         • To change the Description for a different language, select the language in the list or  the dropdown menu, and enter your Description. 
         • The Update matching descriptions in other languages checkbox defaults checked and cannot be changed during the Add workflow. To change this selection, you must first create the instalment plan and then edit it.
     11. Click on the Individual Instalment Descriptions tab.
     12. In the Individual Instalment Descriptions section, enter a description for the 1st instalment, Each instalment, and the Last instalment.
         
         To look up a description variable for an existing instalment descriptions, click the lookup button to the right of the field in question.
         
         In the popup window that displays, click to highlight the desired description variable and then do one of the following:
         • Click Finish.
         • Press [Enter].
         • Double click the description variable.
     13. Click Finish or press [Enter] to complete the record.
         
         Click Add to add this record and create another one.
         
         Click Cancel or press [Esc] to exit the workflow without saving changes. You are prompted: "Do you wish to discard changes?" Click Yes.
   • Edit an Instalment Plan
     1. Click to highlight the appropriate instalment plan in the list, and then do one of the following:
        • Click the Edit button to the left of the list.
        • Click File > Open on the menubar.
        • Double click the instalment plan.
        • Press [Enter].
        • Press [Ctrl] + O.
     2. Revise the information in the fields on the right.
     3. Click Finish or press [Enter] to complete the record.
        
        Click Cancel or press [Esc] to exit the workflow without saving changes.
   • Delete an Instalment Plan
     1. Click to highlight the instalment plan that you wish to delete in the list on the right.
     2. Do one of the following:
        • Click the Delete button to the left of the list.
        • Press [Delete] on your keyboard.
     3. You are prompted: "Do you wish to delete this record?" Click Yes.
   • Print a List of Instalment Plans
     1. To print a list of the instalment plans in your system, do one of the following:
        • Click the Print button to the left of the list.
        • Click Print > Listview on the options bar.
        • Click File > Print > Listview on the menubar.
     2. The Print window displays. Print this list as you would any other document.