Configuration: Aspenware Proprietary Payment Plan Products

Set-up Checklist

Prerequisite Tasks

1. POS Tasks

Products should be fully set up in the POS according to the following specs.

RTP

RTP|ONE product header set up requirements: Even if pay-in-full options of pass product headers are set up in RTP, there will need to be payment plan specific pass product headers set up for all products that will be offered as payment plans. These payment plan specific product headers must be set up according to the following instructions, which will be different from the standard pass product header setup in RTP | ONE. 

• All payment plan product headers in RTP need the following two components at a minimum.

  • 1) The first component must be an access component that is a positively priced component. This component is priced at the price of the entire product (deposit + payment plan amount).

  • 2) The second component must be a general component that is a negatively priced component. This component is priced at the price of the payment plan amount (full amount - deposit amount). This component will be configured with the payment plan component GL accounting (liability account for payment plans).
    
    

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• Create a ‘Payment Plan Payment’ Product Header in RTP|ONE

  • This product in RTP|ONE should be a simple and setup as a ‘General Product’ component profile type with ‘No Deferral’ and the accounting for the payment plan liability account in RTP. It will be credited upon successful payment. Also, do not add the ‘Customer Required’ Header Rule.

• Optionally, if an add-on is going to be setup as a payment plan, setup the add-on following the same rules as the core product.

Siriusware

• Set up an ‘Invoice Account’ that will house all of the invoices that will be created and sent to Siriusware via Aspenware Commerce. Aspenware recommends creating a new Invoice Account each season.

• Set up a new ‘Payment Type’ or select an existing one that will be used for payment plan invoices that will be created and sent to Siriusware via Aspenware Commerce.

• Sirisuware DCI set up requirements: Create your product DCI as you would typically configure it, adding to the item tree to enable sales in Aspenware Commerce. It is not necessary to set up a separate payment plan pass DCI and a pay-in-full pass DCI.

2. Infrastructure/General Tasks

• Complete planning for payment plans. This is an example of how an Aspenware Payment Plan will function once fully setup in Aspenware Commerce.

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  1. Pricing Schedule - In this example, two price schedules have been set up. This enables the price of the product to be increased over time and various payment schedules can also be set up within each pricing schedule.

  2. Total Charge - This value is not set up in Aspenware but is useful to visualize the total product revenue.

  3. Down Payment - This value is set up and tied to the PHC in Aspenware. Down payments (aka deposit amounts) cannot be set to automatically increase in Aspenware but can be manually updated if the change is timed to match an increase in RTP.

  4. PP Charges (Payment Plan Charges) - This value is input in the Payment Plan admin tool on the Product Assignment screen. Guests will be charged based on the date they purchased the product as defined in the Payment Schedule.

  5. Payment Schedule - These date ranges must cover all the dates defined in the Pricing Schedule and are used to determine the charge dates and charge %.

  6. Charge Dates - These are the dates the guest will be charged based on when they purchased the product defined in the Payment Schedule.

  7. Charge % - These are the percentages the guest will be charged based on when they purchased the product defined in the Payment Schedule.

  8. Charge Amount - This value is not set up in Aspenware, the charge amount is calculated by the values that are input in the PP Charge column and the Charge % column.

• Work with your Aspenware Representative to add Unity Setting 'AllowEntitlementPriceOverride' is set to TRUE. This is required for payment plan payments to process. As part of this, ensure Identity-config.json and Swagger-config.json files have the scope, "service.payment"

• Work with your Aspenware Representative to confirm that ‘AllowStorageofCC’ is set to TRUE in Aspenware Admin Settings.

• Aspenware DevOps needs to define the Payment Plan plugin as a plugin that needs styling, work with your Aspenware Representative on this.

• Work with your Aspenware Representative to set the value of the ‘paymentplanprocessor.url’ setting to the URL of the Payment Plan Processor.

• Work with your Aspenware Representative to install the ‘Payment Plan’ plugin.

• If RTP|One is your POS, work with your Aspenware Representative to add the following SQL security privilege. ‘GRANT SELECT ON dbo.OrderMaster’ TO ‘awunityrole’. Also, might need to alter 'awuntiyrole' to 'rtponerole' depending on setup.

• If Siriusware is your POS, once ‘Invoice Account’ and ‘Payment Type’ are created, work with your Aspenware Representative to confirm that the ‘Invoice Account’ and ‘Payment Type’ names are added to Unity settings.
  
  

3. Commerce Tasks

• Decide if you will be selling payment plan products as stand-alone Aspenware products or if they will be offered as a joint product with the “pay in full: option and “payment plan” option displayed as an attribute on a single pass product. Here are a list of benefits of either option

Standalone Product or Joint Product

Charge Product

• Create a Simple Product in Aspenware Commerce with no product attributes. It should be priced at $0 and titled “Payment Plan Payment.”

  • For RTP|ONE: The SKU (PHC) should be the payment product header code that should be sold in the POS upon successful payment for each installment against the balance.

  • If the product is taxed in RTP, define a corresponding tax category on the “Payment Plan Payment” product in Aspenware Commerce.

  • For Siriusware: Leave the SKU (DCI) blank as this will not be sent back to the POS.

Configure Core Product (and Add-on product(s) if applicable)

• Configure your core product, and if applicable, add-on product(s) that will be later set up as payment plan products. Start the product configuration process using the Core Product configuration guide here.

4. Settings, Language Strings, and/or HTML Widgets for this Feature

Settings

• The ‘Is Payment Plan’ Product Classification must be added as a classification if not already set up as a product classification.

  1. 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

     1. Name: Is Aspenware Payment Plan

     2. 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.

     3. Select the checkbox for Is Payment Plan.

     4. Click Add.

• (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:'

  1. 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

     1. Name: Use Alternate Payment Plan Pricing

     2. Description: Assign this classification to payment plan products where tax on the payment plan deposit is exclusive - not included in the entered product price.

     3. Select the checkbox for Use Alternate Payment Plan Pricing.

     4. Click Add.

Language Strings

Instructions for updating language strings can be found here.

HTML Widgets

Instructions for updating HTML Widgets can be found HERE.

• There are several content blocks that are displayed to the guest when purchasing payment plan products and managing payment plan credit cards. These are managed via HTML widgets and can be customized.

  • Title: Credit Card Payment Plan

    • widget zone: checkout_payment_method_bottom
      
      

Message Templates

Instructions for updating Message Templates can be found here.

• Upon a successful charge, an order will be created in Aspenware Commerce in order to record the financial transaction. A standard order confirmation email will also be sent to the guest. This uses the same Message Template as all order confirmation emails. Given this, if the standard confirmation Message Template needs updating, update the 'OrderPlaced.CustomerNotification' template.

• Upon a failed payment, the Payment Plan Processor will send a Failed Payment email to the guest to notify them of the problem. To update the HTML of this email, update the ‘Customer.FailedPaymentPlanPayment' message template.

  • If you are using standard Aspenware login, add in the following code to set your redirect URL to link to the Payment Plan page in My Account.

    <p><a href="https://SHOP.YOURRESORTDOMAIN.com/login?ReturnUrl=/customer/customerpaymentplans" target="_blank">Please Click Here </a><a>to change the credit card used for charging your payment and retry the payment.</a></strong></p>

  • If you are using Identity login, add in the following code to set your redirect URL to link to the Payment Plan page in My Account.

    <p><a href="https://SHOP.YOURRESORTDOMAIN.com/login?returnUrl=https://SHOP.YOURRESORTDOMAIN.com/customer/customerpaymentplans">Please Click Here </a><a> to change the credit card used for charging your payment and retry the payment.</a></p>

SQL Reports

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.

Detailed Setup Guide

1. Configure Payment Plan Product

2. Set Product to Autofulfill

3. Assign Product Classification(s) to Core Product

4. Complete Pass Product Setup

5. (Optional) Configure Add on Payment Plan Products

6. (Optional) Set Add-on Product to Autofulfill

7. Configure Pricing Schedules

8. Configure Payment Schedules

9. Map Products to Pricing and Payment Schedules

10. Define Payment Plan Product Balance Pricing

11. Manage Payment Plan Enrollments

1. Configure Payment Plan Product

This task assumes that the prerequisite task of configuring the product shell for the Aspenware Payment Plan products has been configured according to this Configuration Guide.

• These products require that at least one attribute value is defined on the product. It’s highly likely attribute combinations will be generated as well.

• 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.

• 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.

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.

• (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

• These payment plan products also will likely need additional setup, the following steps may need to be completed for your product.

  1. Requires assignment

  2. Age rules

  3. Waivers

  4. Prevent duplicate pass assignment

  5. Pass Media configuration

  6. Renewal setup

  7. Delivery

  8. Etc.

5. (Optional) Configure Add on Payment Plan Products

Add-On Products can contribute to the payment plan balance (i.e. the amount owed on the payment plan) and will be grouped together with the overall amount due and paid on the same schedule as the core product. 

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.

• 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.

• Click Save.

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.

7. Configure Pricing Schedules

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. 

• 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.

• Repeat for all desired date ranges, which should map to your product pricing dates.

• Click Apply Changes.

8. Configure Payment Schedules

• Go to Aspenware Commerce > Payment Plans. 

• From the ellipses in the top right, select Payment Schedules.

• Click Add Payment Schedule.

• Define a Payment Schedule Name.

• Define your first Purchase Date range by selecting the dates listed next to Edit Date Date Range.

• If offering more than a single payment to pay off the balance, click the + icon. This icon is under the Payment Date heading.

• Enter the date of the first payment using the date picker and the Percent of the payment plan balance that will be charged on that date.

  • Repeat for all payment dates in the plan except the final payment date.

• The Final Payment (Balance Due) will automatically calculate the remainder Percent due based on prior payment dates, subtracting each payment date percentage from 100. Enter the date of the final payment using the date picker.

• Click Apply Changes.

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.

• After selecting the product name, select Price Attributes, which are the product attribute values added to the product that offers a payment plan option.

• 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.

• The Failed Payment Hotlist Code is used for RTP|ONE Resorts. Enter the Access Hotlist code that will be used when hotlisting payment plan prepaid access.

• Enter the number of retry days in Failed Payment Retry Days.  

• Enter the Product ID of the Aspenware Commerce “Payment Plan Payment” product in the Payment Product ID field.

• Click Apply Changes.

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.

• Repeat for all pricing schedules.

• Click Apply Changes.

11. Manage Payment Plan Enrollments

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.
  
  

• 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. 

  • 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.

  • Set to Pending - This Indicates the enrollment process did not fully complete. Most often this is due to the "hotlist until paid" checkbox being checked on the product. Currently, the checkbox is not supported. If payment plan orders are in this state you may need to reach out to support@aspenware.com for assistance to update these orders.

  • 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. Previously, the only way to mark a failed payment on behalf of a guest was to update the records in the database tables directly. Now, resort admins can simply select Reprocess Failed Payments in the Payment Plan Enrollments form in Administration as shown below. The Payment Plan process will then pick up these records each day.

  • Set to Reprocess POS Records - Select this when you don't want to charge the customer but want to send to RTP. This could be the case if the charge was successful, but the creation of the order in RTP for the payment was not, so you just want to send to RTP, but not charge the card. In contrast to reprocess failed payments, which does it all.

     

12. Test Payment Plan

Aspenware highly recommends thoroughly testing you payment plan products. Please see the Payment Plan Test Guide for suggestions.