Work with installment billing [AX 2012]

Updated: February 20, 2014

Applies To: Microsoft Dynamics AX 2012 R3

You can set up a payment schedule that lets customers pay in installments over time. If you associate a payment schedule with a call center catalog, call center customers can use installment billing as the method of payment for their orders. This topic describes how to set up and use installment billing in a call center.

The following table shows the prerequisites that must be in place before you start.

Category

Prerequisite

Required setup steps

Set up a call center. You must select the Enable order completion check box in the call center settings. Additionally, you must add the user who creates sales orders to the list of users for the call center channel. For more information, see Set up a call center.

Set up credit cards as a payment method, unless all installment payments are on account. For more information, see Set up payment methods (Call center).

Create call center catalogs

First, set up a payment schedule in Accounts receivable. The payment schedule specifies the number of payment installments and the amount that the customer pays per installment. For more information, see Payment schedules (form).

Next, add the payment schedule to the catalog that the call center is using. The payment schedule then becomes available as one of the payment options in the Sales order form.

To add a payment schedule to a catalog, follow these steps.

  1. Click Retail > Common > Catalogs > Catalogs.

  2. Select a catalog, and then, on the Action Pane, in the Maintain group, click Edit.

  3. On the Action Pane, in the Call center group, click Payment schedules.

  4. Click New, and then select a payment schedule.

Next, set the options for installment billing in the Call center parameters form.

To set parameters for installment billing, follow these steps.

  1. Click Call center > Setup > Call center parameters.

  2. In the left pane, click Payment, and then set the options on the Installment plan FastTab.

    Field

    Description

    Authorization

    Specify whether an installment payment by credit card is submitted to a processor for authorization on the order date or the date of the first installment.

    Apply charges

    Specify whether charges on the sales order header are applied to the installment plan or to another payment method.

    Ship complete

    A selected check box indicates that sales orders that have installment plans are shipped complete by default.

    Installment bill days

    The number of days before the due date of an installment payment to generate a letter to the customer.

    Adjustment method

    The method to use to adjust payments if the total payment amount changes.

    Reauthorization limit

    The maximum number of times that an installment payment by credit card can be resubmitted to the processor for authorization if the payment is declined.

    After the limit is reached, the payment is added to the queue for review in the Installment payments authorization form.

    Accelerate payments

    A selected check box indicates that, if the limit that is set in the Reauthorization limit field is reached, the remaining payment balance is due.

Next, enable installment billing for specific customers and products. You can also optionally specify which payment schedule to use for each customer or product.

To enable installment billing for customers, follow these steps.

  1. Click Call center > Common > All customers.

  2. Select a customer, and then, on the Action Pane, click Edit.

  3. On the Payment defaults FastTab, select the Installment eligible check box.

  4. Optional: If you want to enable installment payments on account, select the Allow on account check box.

To enable installment billing for products, follow these steps.

  1. Click Product information management > Common > Released products.

  2. Select a product, and then, on the Action Pane, click Edit.

  3. On the Sell FastTab, in the Installments section, select the Installment eligible check box.

  4. Optional: If you want to specify one or more payment schedules for the product, on the Setup tab, click Payment schedules. Then select all the payment schedules that you require.

After you've added a payment schedule to a call center catalog, and enabled installment billing for customers and products, you can use installment billing as a payment option for call center orders.

To use installment billing in a sales order, follow these steps.

  1. Click Call center > Common > All sales orders.

  2. Create a new sales order for a customer and products that are eligible for installment billing.

  3. On the Action Pane, in the Maintain group, click Complete.

  4. In the Sales order summary form, on the Action Pane, click Payments.

  5. In the Customer payments form, on the Action Pane, click Installment.

  6. In the Installment payments form, in the Schedule section, select a payment schedule.

    The bottom of the form displays a list of installment payments, and includes the due date, amount, and status for each.

  7. In the Payment section, select a payment method. For installment payments, the customer can use a credit card or on-account payment.

  8. If you selected the credit card method of payment, enter the card details.

  9. Close the Installment payments form and the Customer payments form.

  10. In the Sales order summary form, click Submit.

    You can now invoice the order and post the invoice.

On the date that each installment payment is due, you must process installment payments. For credit card payments, the processing submits the payments for authorization and settles the transaction. For on-account payments, the payment is added to the balance of the customer's account.

To process an installment payment, follow these steps.

  1. Click Call center > Periodic > Installment > Process installment payments.

  2. On the General tab, in the Processing date field, select the due date of the installment payment to process.

    You can also specify which payment schedule and sales order to process.

  3. Optional: On the Batch tab, set the options for batch processing.

  4. Click OK.

If an installment payment by credit card cannot be authorized by the payment processor, you can handle the authorization manually.

To authorize a credit card payment, follow these steps.

  1. Click Call center > Journals > Payment management > Credit cards > Installment payments authorization.

  2. If the payment appears on the Pending authorization tab, select the payment, and then follow one of these steps:

    • To authorize the payment, click Manually authorize. You must enter an authorization code that you have obtained from the payment service.

    • To resubmit the payment for authorization, click Process.

    • To decline the payment, click Manually decline, and then enter a decline reason code.

    –or–

    If the payment appears on the Declined tab, select the payment, and then follow one of these steps:

    • To decline the payment, click Manually decline, and then enter a decline reason code.

    • To resubmit the payment for authorization, click Process.

  3. Optional: If the payment information that was originally entered in the sales order is incorrect, use the Sales order button to modify the information.

After all the installment payments for a sales order have been processed, you can close the order.

To close all the sales orders for which installment payments have been completed, follow these steps.

  1. Click Call center > Periodic > Installment > Close installment orders.

  2. Set the options for batch processing, and then click OK.

If you don't have access to the pages that are used to complete this task, contact your system administrator and provide the information that is shown in the following table.

Category

Prerequisite

Configuration keys

Retail Headquarters configuration key

Call center configuration key

Payment configuration key

Installment billing configuration key

Security roles

Accounting manager (to set up a payment schedule)

Sales manager (to set up installment billing parameters, enable installment billing for products and customers, and authorize credit card payments

Sales clerk (to create a sales order and process installment payments)


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