How to add a Payment Plan to a Family

IMPORTANT! In the coming months, we will be phasing out this version of the Tuition Management module. If you are looking for how to work with Contracts in the next generation of the Tuition Management module (which is where all 2023-2024 Contracts were built and sent from), go to the Tuition Management section of our Help Center.

Every so often you need to invoice a family after an application invoice has been generated, but a contract has not been signed. This means that no Payment Plan is tied to the family, and consequently, that any new invoices will not be automatically run when the payment is due. To fix this, you need to manually create a payment plan. This article will walk you through those steps.

If you are ready to tie your new Payment Plan to a previously created Invoice click here to jump ahead.

Adding the Payment Plan to The Family

1. Go to the Families table and edit the correct Family record.
   
   
2. Scroll down to the Payment Plans tab > New.
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3. There are four sections to either fill out or update:
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   • External Payment Profile: This is the payment method the family has saved (if there is nothing here make sure you select offline below).
   • Plan Type: You will have four options Tuition, Extended Care, Miscellaneous (Ad Hoc), and Client. Please select the one that best suits your need. (Most will either be Tuition or Extended Care).
   • Title: If you have a special title in mind for the payment plan put it here, if you do not, type in the family's name and "Payment Plan".
   • Notify Days Before: This is preset to 15, normally we send out emails 10 days before the due scheduled payment date.
     
     
4. Scroll down to the bottom, you will find two additional important fields to fill out:
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   • Choose payment plan policy: You must select one that is for the year you are creating the plan for. You will most likely pick "BigSIS Tuition Management". This will be a monthly payment plan and should be selected if the schedule has more than one due date OR if you are going to be creating multiple invoices with different scheduled dates. 
   • Is Paid Offline: You must select this if you do not have an External Payment Profile!
     
     

5. Click Save and Back.
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Tying the Payment Plan to a previously created Invoice

Pro Tip! Please follow these instructions if you created the Invoice before having the Payment Plan in place.

1. Edit the invoice you need to tie to the payment plan.
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2. Click on Edit Invoice Details.
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3. Scroll all the way to the bottom. Click on Payment Plan > Select the Payment Plan you created > Save.
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Pro Tip! If you want you can check your work and go back into the Payment Plan you created, then the Invoices tab and you will see the invoice you just tied to the Payment Plan.
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