Examples of commonly used Payment Schedule Templates setup and use.

Overview 

There are an unlimited number of ways that a Payment Schedule can be configured and used. In this article, we'll walk you through 3 examples of standard Payment Schedule Templates. 

This guide assumes that you are using RMS Pay for automated payment processing and not processing payments manually. 

As you work through this guide, consider how you might adapt this configuration to suit the needs of your property.  

If you’re using the Pay By Link feature alongside Payment Schedules, please make sure the Pay By Link option is activated.

Example 1 - 1st Night's Deposit

In this example, we will walk you through creating a Payment Schedule Template for a first night's deposit that is paid by an RMS Pay By Link sent via Email.  

Click on the Start Guide button below to begin the walkthrough.  

Click on the Full Screen Icon to view the guide in full screen. 👇🏼

Example 2 - 50% Deposit

In this example, we will walk you through creating a Payment Schedule Template for a 50% Deposit that is paid with an Existing Token on the guest's profile.

Click on the Start Guide button below to begin the walkthrough. 

Click on the Full Screen Icon to view the guide in full screen. 👇🏼

Example 3 - Deposit with 2 Scheduled Payments. 

In this example, we will dive a little deeper into the available functionality. 

The example we will create in this guide is for:  

• 25% deposit at time of booking > Initial Trigger
• 25% 2nd deposit two weeks before arrival > Timed Trigger
• 50% payment on the day of arrival > Timed Trigger

*As this is a deeper dive into creating a Payment Schedule Template, there is no Click Through guide. 

To start with, we will need to create the Template for our Triggers. 

In the side menu of RMS, navigate to Setup > Accounting > Payment Schedule Template.

1. Select Add.
    
2. Add a Template Name
3. Add a Description
4. Select a Property-Based Trigger Time
   (A Payment Schedule Template can be used across multiple properties in multiple time zones. This time is based on the individual properties' local time.)
5. Select Save
    
6. Navigate to the Triggers tab.
7. Select Add.

Initial Trigger

There are a host of options here, but for this example, "25% deposit at time of booking," we are going to select the following: 

8. Once completed, select Save/Exit
   

Timed Triggers

Once the Initial Trigger is saved, additional Timed Triggers can be added. 

1. Select Add.  
   

1st Timed Trigger

1. Our first Timed Trigger is going to be for 25% of the total charges, 14 days before arrival.

2. Select Save/Exit.
    

2nd Timed Trigger

The second timed trigger will be set to process 50% of the total charges on the day of arrival. 

This will be processed at the time set in the "Property-Based Trigger Time" in Step 4 of the Payment Schedule Template.  

1. Select Add.  
   
    

   Here we will configure 50% of the total charges on the day of arrival. 
   
    

   Section	Information
   Trigger Name	E.g., 50% on day of Arrival
   Amount Rule	50% of the Total Charges will be requested for this Timed Trigger.  % of Total Charges 50%
   When to Run	0 days  Days Before Arrival  This will charge on the day of arrival at the system's specified time
   Payment Actions	Just like our Initial Trigger, we want to set: Charge Token Send Pay By Link Email Send Pay By Link  SMS Pay By Link Expiry "14" Days
   Send Correspondence Via	A Correspondence Template will be required for this.   Email (Form Letter)
   Correspondence Offset	To remind them that payment will be taken in 7 days.   Set this to 7 Days.
   Correspondence Template	Select the Correspondence Template (Form Letter) to send.

2. Select Save/Exit.

Your Payment Schedule Template is now complete and can be added manually to any reservation, or you can automate it by adding it to Rate Types, Derived Rate Types, and Rate Tables.