Payment Schedules

Introduction

Payment Schedules allow you to create a series of forward-looking, scheduled Transactions based on criteria you define through our EZ preset or advanced fields. You can:

• Relate the Payment Schedule to any object (standard/custom).
• Auto capture payments.
• Capture a valid Payment Method through the terminal that updates all related Transactions.
• Automatically request payment through PayLink.
• Create an advanced payment schedule for unique due dates.

Parent Object Relationship

Payment Schedules are related to the parent object(s) you defined in the Blackthorn | Payments Setup Wizard. Each parent object has a lookup field automatically created and placed on the Payment Schedule's Page Layout. This allows you to relate your parent object(s) to your Payment Schedule and to add the Payment Schedules related list to your parent object(s).

Payment Schedules out-of-the-box have lookups (relationships) to both the Account and Contact objects. Just add the Payment Schedule related list to your Account and/or Contact Page Layouts.

Create an EZ Preset Payment Schedule

The EZ Preset process is used for creating simple Payment Schedules.

1. Navigate to our Payment Schedule object.

Lightning: Click on the App Launcher | Under "All Items" | Click on Payment Schedules.

Classic: Click on "All Tabs" ("+" icon in the top right) | Click on Payment Schedules.

2. Click New.

3. Populate required and optional fields.

Required Fields

• EZ Preset: This field determines the frequency of each Transaction with their Due Date.
• Start Date: This date determines when the Payment Schedule should start. This date is the first Transaction's, or the subsequent Transaction's if the first Transaction was captured immediately, Due Date.
• End Date or Count: Either of these fields will determine the number of Transactions that need to be created.
• Each Amount or Total Amount: Either of these fields will determine the amount of each Transaction.
• Currency

Optional Fields

• Initial Amount: First Transaction amount (for example initial fee + monthly amount) may be different than the other recurring payments.If you use this field, you only need to enter in Each Amount OR Total Amount, but not both.
• Payment Method: Add the customer's related Payment Method if you want to automatically process the generated Transactions based on their due date. You can also use our PayLink feature where you would leave the Payment Method field blank and request payment through one of the Transaction's PayLinks. Once the customer pays through that link, ALL related open Transactions and the Payment Schedule's Payment Method will be updated.
• Account and Contact: If these fields are left blank and the related Payment Method's Account and Contact fields have a value, they will automatically populate onto the Payment Schedule and associated Transactions.
• Schedule Status: "Draft" and "Generate" need to be set manually (or defaulted). The rest of the picklist values are set automatically based on the status of related Transactions. To generate the Transactions for your Payment Schedule, the Schedule Status needs to be set to "Generate". That triggers the system to create all Transactions based on your Payment Schedule's EZ Preset and/or advanced fields.
• Payment Status: This field is updated automatically. Do not change.
• Balance Paid, Balance Due, and Next Payment Date: Are automatically set roll-up fields from the related Transactions.
• Capture First Transaction Now: If there is a related Payment Method and the Schedule Status = "Generate", the first Transaction will be captured immediately through a real-time API call to Stripe.
• Auto-Process Transactions: This field is checked by default. Once related Transactions are created, each one will auto-process based on their due date.A valid Payment Method is needed in order to auto-process the Transaction. See our transaction documentation for more information.

4. Click Save.

Create an Advanced Payment Schedule

There are additional use cases where the Payment Schedule's frequency needs to be more complex than what is provided in the "EZ Preset" fields and for those use cases, you will want to use the advanced fields.

You will still need to enter in all the required and optional fields above with the exception of the EZ Preset field. That field is being replaced by all the advanced schedule fields.

For example, if your Payment Schedule needs to capture a payment once every three weeks, you would use our advanced schedule fields.

Repeats = "Weekly"
Frequency = "3"; Showing each Transaction's Due Date will be three weeks apart.

As you see in the below images, a Payment Schedule was created using the advanced fields Repeats and Frequency instead of the EZ Preset field because I needed to capture a payment every three weeks.

Keep in mind, if you did not add a valid Payment Method, nor requested for payment through PayLink the related Transactions will NOT capture a payment from your customer.

Open-ended Payment Schedules

Open-Ended Payment Schedules are single amounts captured over and over again, with no ending date defined. The Payment Schedule will continue until you close it.

The Recurrence Method field defines the type of open-ended payment schedule you want.

• None = Payment Schedule is not open-ended and will end after the number of completed transactions match Count.
• Keep One Open = After 1 Transaction is completed, another open transaction is generated on the same frequency.
• Auto-renew = After all initial transactions are completed, the Payment Schedule will generate the full Count again, such as 12 original, now 12 new future transactions.

Keep One Open Example

Ez Preset: Monthly
Recurrence Method: Keep One Open
Count: 2

**This means that there will always be 2 open transactions.

Auto-Renew Example

Ez Preset: Monthly
Recurrence Method: Auto-Renew
Count: 2

**This means that after the two transactions are completed, two more will automatically generate.

**If you didn't set the Count, 12 transactions would be created based on the default custom setting.

Schedule and Payment Status

Schedule Status

• Future - When there are open transactions & none of them are captured
• Active - When the related transactions have at least one completed, some are open, and none are canceled.
• Completed - All transactions were captured (failed and successful)
• Canceled - All remaining transactions are canceled. There is a cancel button on Payment Schedule.
• Failed - If there are failed transactions with future open transactions.
• Canceled and Refunded - All completed transactions are refunded and the remaining "Open" transactions are canceled.

Payment Status

• Good Standing - All Transactions are completed
• Overdue - Current transaction that has past the due date
• Failed to Collect - Current transaction has failed
• Partially Paid - Total captured < the total amount of schedule
• Paid - Total captured = the total amount of schedule
• Partially Refunded - When a transaction is refunded & Total captured < the total amount of schedule
• Refunded - when Paid = 0 & there are no more Transactions left to be captured

Update a Payment Schedule

There are times when you might want to update your Payment Schedule. This may occur when a Payment Gateway has changed in your org or maybe you need to swap out a Payment Method for future "Open" Transactions.

1. Navigate to your existing Payment Schedule record.
2. Update the Payment Gateway field to the updated value.
3. Notice that the related Transactions with a Status of "Open" are updated to include the new Payment Gateway value.

Cancel a Payment Schedule

When a Payment Schedule is canceled, the status on the Payment Schedule will be set to "Canceled" and the Transaction Status of all open Transactions related to the Payment Schedule will also be updated to "Canceled". Use any of the below options to cancel an active Payment Schedule

• Click on the Cancel button to cancel the Payment Schedule
• There is a hidden (off the page-layout) checkbox field (label: Cancel Payment Schedule) on the Payment Schedule object. Check this checkbox using automation logic (Workflow, Process Builder or Flow) to cancel the Payment Schedule.

Delete a Payment Schedule

When deleting a Payment Schedule record, all related "Open" Transactions will be deleted as well. Any Transactions with a different status than "Open" will not be deleted and continue to relate to the parent record (ie Contact, Account, Custom Object, etc...)

Roll-up/Roll-down Features

Payment Method

From the Payment Schedule: Updating the Payment Method updates all related "Open" Transactions. For example, if a customer wants to change their Payment Method at any time during the schedule, just update the Payment Method field and the remaining "Open" Transactions will be updated.

From the Related Transaction: Updates to the Payment Method on an "Open" Transaction are rolled up to the related Payment Schedule, then rolled-down to all other "Open" related Transactions. For example, if a customer updates their Payment Method through PayLink on one Transaction, all other related Transactions and the Payment Schedule's Payment Method will be updated unless the Don't Auto-Update Payment Method field is checked.

Account and Contact Lookup Fields

From the Payment Schedule: If the Account and/or Contact lookup fields are populated when the Payment Schedule was first created or edited, all related "Open" Transaction's Account and/or Contact will be populated or updated.

Troubleshooting

If you have received an error with your Payment Schedule or have a question, please view our Troubleshooting page.