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Set-up Checklist
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1. POS Tasks | |||||||||||||||||||||||||||||||||||||||||||||||||||||||
RTP - The following setup must be completed for Payment Plans:
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Siriusware - The following setup must be completed for Payment Plans:
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2. Infrastructure Tasks | |||||||||||||||||||||||||||||||||||||||||||||||||||||||
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Work with your Aspenware Representative to add Unity Setting 'AllowEntitlementPriceOverride' is set to TRUE.
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Work with your Aspenware Representative to confirm that ‘AllowStorageofCC’ is set to TRUE in App Settings.
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AW DevOps needs to define the Payment Plan plugin as a plugin that needs styling, work with your Aspenware Representative on this.
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Work with your Aspenware Representative to set the value of the ‘paymentplanprocessor.url’ setting to the URL of the Payment Plan Processor.
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Work with your Aspenware Representative to install the payment plan plugin-
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If Siriusware is your POS, work with your Aspenware Representative to confirm that the ‘Invoice Account’ and ‘Payment Type’ names are added to Unity settings.
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3. Aspenware Commerce Tasks | |||||||||||||||||||||||||||||||||||||||||||||||||||||||
The ‘Is Payment Plan’ Product Classification must be added as a Product Classification if not already set up. (do not create multiple Payment Plan classifications)
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If taxes on the deposit product are applied and the tax is configured to be exclusive, the 'Use Alternate Payment Plan Pricing' Product classification must be added as a classification if it is not already set up.
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Update Payment Plan language strings if the default value is not desired.
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Create/Update the required HTML widgets
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Update message templates to be sent on payment success/failure.
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Add Payment Plan Reports via Sql Reports
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Create a Simple $0 product to be charged for payment plan payments
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Create a core product for the payment plan product
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Create a product for payment plan add-on product
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Create Pricing Schedule
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Create Payment Schedule
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Map products to pricing and payment schedules
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Define payment plan product pricing
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Run test payment plan orders through for every product and ensure POS booking and accounting
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HINT: Want to take it a step further? Check out our recorded Payment Plan Training Webinar. Recording link here.
Prerequisite Tasks
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The ‘Is Payment Plan’ Product Classification must be added as a classification if not already set up as a product classification.
To set the ‘Is Payment Plan’ Product Classification up as a new classification go to Aspenware Commerce>Product Classifications and select Add Classification and define the following fields as follows
Name: Is Aspenware Payment Plan
Description: Assign this classification to core products that will leverage Aspenware Payment plan functionality. DO NOT assign to add-ons that will be payment plan products or products being setup with POS native Payment Plan functionality.
Select the checkbox for Is Payment Plan.
Click Add.
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IMPORTANT: Check that the Is Payment Plan classification is not already set up before adding a new one, as you cannot have more than a single Is Payment Plan classification. |
(Optional) If Tax is configured on the deposit product and tax is configured as exclusive, meaning it’s not included in the entered product price, you will need to add the Product Classification: 'Use Alternate Payment Plan Pricing:'
To set the 'Use Alternate Payment Plan Pricing' Product Classification up as a new classification go to Aspenware Commerce>Product Classifications and select Add Classification and define the following fields as follows
Name: Use Alternate Payment Plan Pricing
Description: Assign this classification to payment plan products where tax on the payment plan deposit is exclusive - not included in the entered product price.
Select the checkbox for Use Alternate Payment Plan Pricing.
Click Add.
Language Strings
Instructions for updating language strings can be found here.
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Instructions for updating Message Templates can be found here (guide pending being published, reference old guideHERE for now.)
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Work with your Aspenware Representative to ensure that the following reports are installed and accessible from Nop4u > SQL Report Manager > Reports > Aspenware Payment Plans.
‘Payment Plan Payment Detail’ - Fully detailed report on payments. Grouped by payment. Provides all available data on each payment.
‘Payment Plan Payment Summary’ - Summary report on payments. Grouped by payment. Only shows key info like Product name, GL account, card type, payment date, and amount. Only shows successful payments
'Payment Plan Enrollment Detail' - Fully detailed report on payments but grouped by enrollment.
'Payment Plan Enrollments -Brief' - Easy lookup for total amounts paid and any unpaid charges. Helps with inquiries and refunds.
‘Payment Plan Payment Detail by Payment Date’ - Same as the "Payment Plan Enrollment Detail" report, except the report filters use successful payment dates instead of original purchase date.
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HINT: Even if the product does not have variants, the product must be set up with attribute values. Use the dummy attribute setup detailed below to ensure proper setup IF the core product that you are setting up does not have variants. (Typically for renewal products and simple pass products). Only continue to follow the next steps if the payment plan product being setup DOES NOT have variants (i.e. Age Product Attribute). Italicized steps should be followed if the product is a Renewal Product.
Start by creating a new product attribute called Payment Plan
Add it under Catalog>Attributes>Product attributes.
Assign this new product attribute a single default value called 'Is Payment Plan'
Next, go to Configuration>Settings>All settings (advanced) and find the following setting: ‘catalogsettings.hiddenattributes’
Add Payment Plan to the comma-separated list for the value of this setting
Next, go to Catalog>Products, and edit the desired payment plan product, opening the Product Attributes section (could be collapsed).
Click Add new attribute and select ‘Is Payment Plan’ from the Attribute dropdown
Add [Hidden] in Text prompt
Check Is Required
Set type to Radio button list
Click Save and Continue Edit
The Attribute Value ‘Is Payment Plan’ should be added by default, Edit it.
Set Attribute value type to Simple
Check that the Attribute Value is Preselected
Leave the Name as Is Payment Plan
Leave all other fields untouched
Save the value
Go back to Product Details
Within the Product Attributes Section go to the Attribute Combinations Tab
Click Generate several combinations
From the modal, only check ‘Is Payment Plan’ and click generate
Only one attribute combination row should have been generated.
Edit it and add the Product header code and deposit price (see the note above on deposit price)
Go to Catalog > Products and choose to Edit the product.
From the product editor page go to Product Attributes > Attribute Combinations.
Select to Edit each payment plan variant row, and enter the product code in the SKU field, and the deposit price in the Overridden price field.
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HINT: If the entire Aspenware Commerce product is a payment plan product and attributes are NOT used on the pass product to select pay-in-full vs payment plan variants, consider using a title and hero image that differentiates the product as a payment plan product. See the example below.
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Click Save.
2. Set Product to Autofulfill
Go to Aspenware Commerce > Autofulfill.
Find the desired product from the dropdown and select the Autofulfill checkbox. Do not check any of the attribute value checkboxes.
Click Add.
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IMPORTANT:Autofulfill setup needs to be completed for the core payment plan product AND add on payment plan products. |
3. Assign Product Classification(s) to Core Product
Finally, Go to Aspenware Commerce > Product Classifications > Add Assignment.
Select the Category and Product from the dropdowns and check to assign the Is Payment Plan product classification to payment plan core products or attribute values/combinations.
Click Add.
HINT: If the purchase of the product, no matter the attributes the guest selects, is meant to enroll them in the payment plan, then add the classification to the product without selecting any attributes. The classification only needs to be added to the product a single time in this case.
However, if the selection of an attribute value is meant to enroll the guest in the payment plan, then add the classification after selecting that attribute value. For example, a product could have two options: “pay in full” or “pay $49 down now”. In this case, the classification would only be added to the “pay $49 down now” attribute value because paying in full should not enroll the guest in a payment plan.
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(Optional) If Tax is collected on the deposit product and tax is configured as exclusive in the store, meaning it’s not included in the entered product price, you will need to add the Product Classification: 'Use Alternate Payment Plan Pricing.' From Aspenware Commerce > Product Classifications > Add Assignment select the Category and Product from the dropdowns and check to assign the Use Alternate Payment Plan Pricing product classification to payment plan core products.
Click Add.
4. Complete Pass Product Setup
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This task assumes that the prerequisite task of configuring the add-on product for the Aspenware Payment Plan product has been configured according to the Configuration Guide.
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Go to Catalog > Products > Edit for the desired payment plan add-on product.
Enter the product code in the SKU field in the product info area.
Enter the deposit price in the Price field in the Price area.
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NOTE: The deposit price is the full price of the product MINUS the payment plan amount, which will be paid over the course of a schedule. For example, consider an add-on that is $1000 total, where $100 is due at the time of purchase and $900 is to be paid overtime on a payment plan. In this case, $100 is the “deposit” while $900 is the “Payment Plan Balance”. |
Click Save.
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IMPORTANT: If offering guests the ability to pay for add-on products on the same schedule as they pay for the core season pass payment plan products, payment plan specific add-on products must be created in Aspenware Commerce. Also, if your POS is RTP|ONE, the add-on product headers must also be set up as unique payment plan versions in the POS. See the prerequisite section above for details on product header configuration guidelines for these products. |
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6. (Optional) Set Add-on Products to Autofulfill
Go to Aspenware Commerce > Autofulfill.
Find the desired product from the dropdown and select the Autofulfill checkbox. Do not check any of the attribute value checkboxes.
Click Add.
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NOTE: Do NOT add the ‘Is Payment Plan’ or ‘Use Alternate Payment Plan Pricing’ product classifications to add-on products. |
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Once the steps above are complete, you can now configure the details of the payment plan itself. The key terms on the Overview page will be helpful to understand when navigating the Payment Plan plugin.
Go to Aspenware Commerce > Payment Plans.
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NOTE: If you don’t see the Payment Plan option, work with your Aspenware Representative to have this installed on your store. |
From the ellipses in the top right, select Pricing Schedule.
Click Add Pricing Schedules.
Define a Pricing Schedule Name. For example “Pass Sale 2021.”
Next, Click Add New Date Range.
A date range with Today’s Date will appear, select the date range to define the Pricing Schedule start and end date.
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HINT: Consider adding extra dates at the end of the range in case you extend the pricing deadline.
Click Apply Changes.
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NOTE: Once saved, you can edit the schedule by clicking the name of the schedule or by selecting the Ellipses to the right of the schedule and choosing “Edit Schedule”. |
8. Configure Payment Schedules
Go to Aspenware Commerce > Payment Plans.
From the ellipses in the top right, select Payment Schedules.
Click Add Payment Schedule.
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IMPORTANT: For versions 2.13.4 and earlier, Payment Schedules must be set up through the database and can be viewed and later edited through this plugin by selecting the Payment Schedule name. Work with your Aspenware Representative to configure your Payment Schedules. |
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NOTE: This is a template that can be assigned to multiple payment plan products. Payment Schedules define the payment dates based upon the purchase date. Payment dates are assigned to Purchase date ranges, meaning orders purchased within the purchase date range will adhere to the defined schedule. If payment dates will be different depending on when the payment plan is purchased, setup multiple purchase date ranges.
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Click Apply Changes.
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NOTE: Once saved, you can edit the schedule by clicking the name of the schedule or by selecting the Ellipses to the right of the schedule and choosing “Edit Schedule”. |
9. Map Products to Pricing and Payment Schedules
Go to Aspenware Commerce > Payment Plans.
From the ellipses in the top right, select Payment Schedules.
Click Product Assignments.
Click Add Assignment.
Choose a product from the Product Name dropdown.
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Select the Payment Schedule template you would like to apply to this Product Assignment.
Select the Pricing Schedule template you would like to apply to this Product Assignment.
Hotlist Until Paid:
Do Not Check (standard configuration) if you would like the Access on the core product to be hotlisted/blocked only upon a failed payment. The hotlist/block will be removed when all failed payments are recovered successfully.
COMING SOON - Check if you would like the access to be hotlisted/blocked in the POS immediately when it is sold and the hotlist to be removed when all payment plan payments are paid successfully.
In RTP|ONE access is hotlisted with the defined hotlist code when a payment fails, and is reversed when a payment succeeds.
COMING SOON - Blocking access in Siriusware upon failed payment will be supported in a future release.
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IMPORTANT: Contact Aspenware Representative for guidance if you believe you need to use the Hotlist Until Paid option as this uses an RTP|ONE scheduled job that runs once a night. |
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HINT: To find the Aspenware Commerce Payment Product ID, navigate to the VERY simple product from Catalog >Products that was created as part of the prerequisite tasks. Edit the product, and from the product editor page, you will find the id within the URL (see image below).
This is the product that will be “sold” upon each successful payment plan payment. This product should have been configured during the prerequisite Commerce tasks and prerequisite POS tasks if using RTP|ONE.
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Click Apply Changes.
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NOTE: Once saved, you can edit the schedule by clicking the name of the schedule or by selecting the Ellipses to the right of the schedule and choosing “Edit Assignment”. Later changes do not affect Payment Plan Enrollments that are already created. Only yet-to-be-sold enrollments will be affected. |
10. Define Payment Plan Product Balance Pricing
Go to Aspenware Commerce > Payment Plans.
From the ellipses in the top right, select Payment Schedules.
Click Product Assignments.
Click on the Ellipses to the right of the schedule and click Attribute Pricing.
Select a ‘Pricing Season’ from the Assigned Pricing Seasons.
In the Price field,enter the Payment Plan Balance for each payment plan product.
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Repeat for all pricing schedules.
Click Apply Changes.
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NOTE: Once saved, you can edit the schedule by clicking the name of the schedule or by selecting the Ellipses to the right of the schedule and choosing “Attribute Pricing”. Later changes do not affect Payment Plan Enrollments that are already created. Only yet-to-be-sold enrollments will be affected. |
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When a guest purchases a payment plan product and upon a successful order, the Payment Plan Enrollment and Payment Plan Scheduled Payments are immediately created and are visible in My Account for the guest, so they can view their payment plan schedule and manage their credit card, and within Aspenware Commerce administration resort admins can manage payment plan enrollments.
Go to Aspenware Commerce > Payment Plans. This page automatically loads to the Payment Plan Enrollments page which lists all payment plan enrollments, no matter their status.
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To find a specific enrollment, use the following search criteria.
Enrollment Dates - A range of enrollment dates can be used to filter. The start and end date must be selected to define the range. If a single day is being filtered, it must be clicked twice to select it.
Order ID - The original AW Commerce order ID, less the prefix.
Customer Name - any portion of the customer name or email an be entered here .For example, if the email is “sally@gmailemail.com”, simply entering “sally@gmail” will filter down to just enrollments with that email associated.
Payment Dates - A range of next payment dates can be used to filter. The start and end date must be selected to define the range. If a single day is being filtered, it must be clicked twice to select it.
Has Failed Payments - If toggled to True, only enrollments with Has Failed Payment = True will be returned.
Once the specific enrollment is found, use the ellipses at the right of the enrollment row to take one of the following actions on the enrollment.
Set to Open - this updates the enrollment status to Open. If the access was hotlisted in RTP with the Failed Payment Hotlist Code, the hotlist will be removed. If the access was hotlisted with another hotlist code, the hotlist will not be removed.
COMING SOON - Set to Reprocess Failed Payments - this sets all failed payments within the enrollment to Retry Days to 0 and sets the payment status for all these failed payments to open.
Set to Cancelled - this updates the enrollment status to Cancelled. This will add the Failed Payment Hotlist Code to the access in RTP as long as the access was not already hotlisted with another hotlist code. This will also stop any payments under this enrollment from processing.
Set to Paid in Full - This will mark the enrollment status to Paid in Full and will prevent any open payments from processing. This does not have any hotlisting functionality in RTP.
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