Scheduled Billing Setup

Bepoz Version 4.2.0.0 SYSTEM-455 Closed

Scheduled Billing is a facility in Bepoz that allows automatic payments to occur based on a schedule. This is heavily integrated into the membership system to allow renewal payments to be automatically paid.
Scheduled Billing also allows other Billing Types to be automated, not just membership. These include product sales, and many other account payment methods.
A supported payment device must be used in association which Scheduled Billing.

Setup

Global Settings

In Global Settings, set the membership products for Join, Renewal and Payment. You will need to create these products prior to selection.

For MultiVenue, there is a flag called "Scheduled Billings in Head Office Only". This will disable any remote Venues from processing billings. This is only supported if the payment device can accept merchant tokens at the HeadOffice Venue. This is optional.

Venue Settings

In Venue Settings, press the "Messaging & Billing" TAB. You will need to set up the scheduled billing settings. These are explained below.

Enable Scheduled Billing Flag – This is the flag that turns on Scheduled billing. This must be on for scheduled billing to work.
Billing Till – This is the till which all scheduled transactions and payments will associate to.
Billing Operator – This is the operator which all scheduled transactions and payments will associate to.
Billing Time – This is the time that all Scheduled Billings will attempt to process payments.
Days For a Month – This is the number of days that constitutes a full month. If you are billing by the month, if the number of days to pro-rata is more than this, the system will bill a full month.
Payment Device – This is the EFTPOS or Payment Gateway device setup to use for Payments. Not all EFTPOS devices are supported.

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Payment Retry – If a scheduled bill payment is unsuccessful, this will be the next time the system will retry the scheduled bill.
Max Number Retries – This is the number of retries before the scheduled bill will stop trying to process payment.
There are also notifications which can be sent to a contact list for Billing Complete, Billing Failed and Max Retries Done.

You will need to restart SmartController once setup

Operator Settings

In Operator, there are two operator privileges that need to be used when using Scheduled Billing.

Add Scheduled Billing – This flag allows an operator to Add new Scheduled Billings from the till and BackOffice.
Edit Scheduled Billing – This flag allows an operator to Edit existing Scheduled Billings from the till and BackOffice. This includes the stored card to use and schedule.

Memberships

Scheduled billing for memberships allow renewals to be set up to schedule payments. There are several ways this can be setup based on the operational workflow of the Venue.
When Scheduled billing is enabled, there will be a Payment Type dropdown with two options, Payment in Full and Scheduled Payments.
Payment in Full – This is the "normal" mode for renewal. This will mean the total amount for the renewal must be paid in full to become a member.
Scheduled Payments – This is the "ongoing" mode for renewal. This will mean that the total amount for the renewal will be split into more than one payment based on the schedule.
There is also a flag called "Auto Renewal Allowed". When on, this flag will renew the membership automatically on the next Paid to Date.
Below is a screenshot of the renewal screen when Payment Type is set to Scheduled Payments.

Please note that when Scheduled Payments is selected as a Payment Type, Early Renewals are not supported.

Below is an explanation of the fields available in the Scheduled Renewal Payments section.
Renewal Fee – This is the total fee for the renewal of the membership.
Award Voucher – The selected voucher will be awarded to the member once a payment is made to the Renewal.
Award Points – This will award points to the member on every renewal fee payment.
Award Credit – This will award account credit to the member on every renewal fee payment.
Award Discount – This will award an account discount limit to the member on every renewal fee payment.
First Payment min 1 full Payment – If enabled, and the next payment date billing amount is less than a whole billing period, the first payment will be a full billing period plus the current billing amount.
Pro-Rata Payments – If enabled and if the period to charge is not a full billing period, the system will Pro-Rata the amount to be billed. If left disabled, the standard billing amount will apply always.
Billing Date is Anniversary of Start – If enabled, the member will be billed on the same day as they renewed. E.g. If billed monthly, then the member will be billed on the same day of the month that they joined.
Billing Schedule – This is the schedule that defines when billing for the renewal should occur.

Scheduled Billing Screen

The Scheduled Billing Screen is the setup for a scheduled bill on an account. There may be more than one per account. When using Scheduled Billing for membership, the scheduled bill will automatically be created when a member joins/renews.

To add other Scheduled Billing Types, in BackOffice go to Membership > Schedule Billing Report. In the toolbar, there will be an "Add Scheduled Billing" button.

Below is an explanation of the Scheduled Billing Details screen.
Account – This is the account the schedule billing will occur for.
Billing Type – This is the type of scheduled billing. Options include Membership, Product Sales, Payment Only, Account Balance, and Account Top Up.
Use Renewal Schedule – If enabled and the Billing Type is Membership, the schedule billing for the member will be based on the schedule setup in the Renewal settings.
Billing Schedule – This is the schedule that defines when the billing will occur.
Stored Card – This setting enables the stored credit card to be used from the account.

Payment Options

The payment options will always show Billing Text but the other payment options will change based off Billing Type.
Product Sales: Future use, not yet available.
Payment Only: Payment Amount – This is the amount that will be billed as a Payment. This will add to the Account Balance Credit.
Maximum Account Balance – This is the maximum amount the Account Balance can reach in payments.
Account Balance:Minimum Amount Due – This is the amount that will be used for the billing to pay off the Account Balance on the account.
Account Top Up: Preset Account Balance – This the payment amount that will be made once the Minimum Account Balance is reached.
Minimum Account Balance – This is the Account Balance amount that must be reached before the payment is made using the Preset Account balance.

Reports

Both reports for the scheduled billing can be found under the Membership Menu in BackOffice.

Scheduled Billing Report

The Scheduled Billing Report will show the current billing schedules for each Account.

Billing Report

The Billing Report will show the billing details for each scheduled bill.