Best Practice Payment Instalment Setup for Subsidy or Voucher Use
Scenarios:
You want to understand how to allow customers to pay in instalments.
Your business provides subsidies to families and you want to ensure that subsidies and vouchers can be used alongside the payment instalments feature.
This document assumes the following:
You are a Stripe-connected activity provider.
You have setup a Holiday Programme, Lessons and Classes, Camp Activity Type, Before and After School Care Activity or Registration activity type
Your activity is set to invoice in advance
You accept Work and Income subsidies (WINZ)
You accept Tax-Free Childcare subsidies (TFC)
You accept Childcare Grant Payments (CGP)
You accept Holiday Activity and Food Programme vouchers (HAF)
Best Practice: Payment instalment with Subsidy Setup
For Payments instalments with Subsidies to work, the following prerequisites must be met:
Requirements | |
|---|---|
You must be a Stripe-connected activity provider. | |
Your Activity Settings → Invoice Settings must be set to Invoice in Advance. |  |
Your Activity Settings → Subsidy Setting must be switched to Yes. |  |
You must utilise a BASC, HP, LC, CAMP, REGISTRATION or ONE DAY ONLY activity type. |
Setup Payment instalments with WINZ using the Invoice Settings, Payment Options and Subsidy Settings.
Invoice Settings
Within your activity settings head to the Invoice Settings section.
Select Invoice in Advance.
Check your Invoice Due Date and set a due date on your invoices that allows customers enough time to pay via the instalments method. For example; a customer cannot pay every four weeks if the invoice due date is three weeks away.
Available payment frequencies are weekly, fortnightly, or every 4 weeks and only a maximum of 12 instalments can be made.
Payment Options
Within your activity settings, select YES to ‘Make paying by credit card the only available payment option’
Within the Payment instalments section, select the drop-down for the question ‘At the time of booking customers should pay’ and choose the $5.00 first instalment option.
This will ensure that customers do not overpay their first instalment at the time of booking, prior to their WINZ payment being applied. A small payment must still be taken from the parent at the time of booking to authorise their credit/debit card for future payments.
Select the drop-down for the question ‘Delay the second instalment payment until’ and choose one of the options;
the scheduled instalment date (no delay).
after the activity begins.
one week after the activity has begun.
two weeks after the activity has begun.
Choosing after the activity begins, one week after the activity has begun or two weeks after the activity has begun, is helpful for activity providers who receive WINZ payouts. The ability to delay the second payment instalment from parents gives you time to receive the WINZ payment for this parent and apply this to their invoice, prior to their instalment payment being deducted from their card, avoiding the parent overpaying.
Within the Payment instalment Options section, de-select any of the instalment options that you don’t want to give parents the option of choosing at the time of payment. In the example below, I have unselected the ‘Pay in full upfront with Credit/Debit option’ and ‘Pay in instalments every four weeks’
Subsidy Settings
Switch 'Subsidies or vouchers are available for this activity' to Yes
Ensure the ‘I will use the Enrolmy OSCAR Subsidy Reconcilation process. is switched to Yes.
Optionally activate the ‘Customers only need to pay a % of the total booking cost upfront if they’re applying for subsidies' and use the % field to input the desired amount.
Xero-connected users should use the drop-down field to select the correct Subsidy account code for this activity.
Awesome! Now you know how to setup your activities to accept WINZ subsidy’s alongside giving parents the opportunity to pay the rest of their booking through a payment instalment plan.
Setup Payment instalment with Subsidies using the Invoice Settings, Payment Options and Subsidy Settings.
Invoice Settings
Within your activity settings head to the Invoice Settings section.
Select invoice in advance.
Check your Invoice Due Date and set a due date on your invoices that allows customers enough time to pay via the instalments method. For example; a customer cannot pay every four weeks if the invoice due date is three weeks away.
Available payment frequencies are weekly, fortnightly, or every 4 weeks and only a maximum of 12 instalments can be made.
Payment Options
Within your activity settings, select YES to ‘Make paying by credit card the only available payment option’
Within the Payment instalments section, select the drop-down for the question ‘At the time of booking customers should pay’ and choose the £5.00 first instalment option.
This will ensure that customers do not overpay their first instalment at the time of booking, prior to their subsidy or voucher being applied. This is because some subsidies or vouchers are claimed after the booking is made and can only be applied to an invoice at a later date. A small payment must still be taken from the parent at the time of booking to authorise their credit/debit card for future payments.
Select the drop-down for the question ‘Delay the second instalment payment until’ and choose one of the options;
the scheduled instalment date (no delay).
after the activity begins.
one week after the activity has begun.
two weeks after the activity has begun.
Choosing after the activity begins, one week after the activity has begun or two weeks after the activity has begun, is helpful for activity providers who receive regular subsidy payouts. The ability to delay the second payment instalment from parents gives you time to receive a subsidy payout and apply this to the parents invoice, prior to their payment being deducted and avoids the parents overpaying.
Within the Payment instalment Options section, untick any of the instalment options that you don’t want to give parents the option of choosing at the time of payment. In the example below, I have unselected the ‘Pay in full upfront with Credit/Debit option’ as I know that every attendee for this activity will be receiving a subsidy and will not choose this payment method.
Subsidy Settings
Switch 'Subsidies or vouchers are available for this activity' to Yes
Un-select any of the voucher types that you will not accept for this activity using the Accept Tickbox. In the example below, I have unselected the 'Childcare or other employer voucher schemes voucher' type.
Use the Min Amount drop-down and number field to set a minimum payment amount that must be taken at the time of booking.
The Min Amount drop-down options will allow you to toggle between a percentage or fixed price.
HAF vouchers require the Period Start and Period Ends date fields to be complete.
Awesome! Now you know how to setup your activities to accept subsidies or voucher payments alongside giving parents the opportunity to pay the rest of their booking through a payment instalment plan.
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