Credit policies or billing cycle changes happen sometimes. Should such changes occur in your company, you may need to update your payment program with your service providers.
A standard payment program is applicable for all your service providers. Should you need an exclusive payment program for a service provider, you can add an exception payment program for the specific provider.
In case you set up exception payment programs, you should keep in mind that when you add a proposed standard payment program, it applies to all service providers from the effective date, including service providers with exception payment programs. Should you want to continue with an exception payment program for a service provider, you need to add the exception program again for the provider.
Managing Standard Payment Programs
Standard payment programs are applicable to all service providers from the effective date. In a standard payment program, you can have up to three payment terms, including one payment term with a zero discount option. When you add the payment program, you also need to indicate your preferred payment term. While service providers also have the option of choosing their preferred payment term, they will be assigned your preferred choice in case they do not choose before the effective date.
Note that you cannot edit a payment program that is in effect. Should you need to make any changes to the current payment program, you need to create a new proposed program incorporating the necessary changes.
Adding a Payment Program
To set up a new payment program for your service providers, you need to add it in advance before the effective from date. The new program will display in the Proposed Program section.
Although a new payment program can be put into effect one day from the day it is entered, please keep in mind that service providers should be given ample time to receive, review, and respond to any changes.
- On the Compliance Summary page, click the Payment Terms tab. Current and proposed payment programs appear, along with details of payment programs for each service provider.
- Click the Add new program button. The Create new program window opens.
In the Effective date section, enter the date from which you want the program to be effective. Note that you can only set a new program to be effective from a future date.
Although a new payment program can be put into effect one day from the day it is entered, please keep in mind that service providers should be given ample time to receive, review, and respond to any changes.
- In the Payment terms section, click the Add payment term button.
- (Optional) Click the Preferred radio button to select the payment term as your preferred choice.
Within a payment program, you must designate at least one preferred payment term.
Type the discount percentage and the number of days the discount applies in the Discount (%) and Days boxes.
You can add up to three payment terms for each program. There should at least be one payment term with no discount for each payment program you add.
(Optional) Repeat steps 4 to 6 to add more payment terms.
Should you need to remove a payment term that you entered, click Remove next to the payment term.
- Click Save. The new payment program appears in the Proposed program section of the page.
Deleting a Proposed Payment Program
In case you want to modify a proposed payment program, you need to delete it and add it again, incorporating the changes.
- On the Compliance Summary page, click the Payment Terms tab. Current and proposed payment programs appear, along with details of payment programs for each service provider.
- In the Proposed program section, click Remove in the bottom-right. The program no longer displays, and service providers are notified via email.
Viewing and Downloading Payment Programs for Service Providers
You can review the payment programs in place for each service provider either in the Contractors details section, or by downloading the payment program information.
- On the Compliance Summary page, click the Payment Terms tab. Current and proposed payment programs appear, along with details of payment programs for each service provider.
- (Optional) In the Contractors details section, enter the name of the desired service provider in the Search textbox in the right. Alternately, you can locate the desired service provider by sorting by Contractor name or Exception status, using the arrows to the far right of the column headers.
- Click the + icon to the left of the service provider’s name. The payment programs for the provider display in the Current program and Proposed program tabs. For a service provider with an exception payment program, the Exception program tab replaces the Current program tab.
- On the Compliance Summary page, click the Payment Terms tab. Current and proposed payment programs appear, along with details of payment programs for each service provider.
- Click the Excel icon next to Contractor details. An Excel version of the details of payment programs applicable to each service provider is downloaded to your device.
Managing Exception Payment Programs
You may want to have an exclusive payment program for a service provider either based on the service quality, promptness, or the number of work orders assigned, or based on your company credit policies.
Exception payment programs cannot be set for future dates; they are effective from the current date.
- On the Compliance Summary page, click the Payment Terms tab. Current and proposed payment programs appear, along with details of payment programs for each service provider.
- (Optional) In the Contractor details section, enter the name of the service provider you are looking for in the Search textbox in the right.
- Check the box corresponding to the service provider’s name. The Create new exception for <Service Provider> pop-up window appears.
- In the Payment terms section, click Add payment term.
(Optional) Select the Preferred radio button to indicate the payment term as your preferred choice.
Within a payment program, you must designate at least one preferred payment term.
Type the discount percentage and the number of days the discount applies in the Discount (%)and Days boxes.
You can add up to three payment terms for each program. There should at least be one payment term with no discount for each payment program you add.
- (Optional) Repeat steps 4 to 6 to add another payment term.
- Click Save.
Updating an Exception Payment Program
Should a need arise, you can modify an existing exception payment program for a service provider.
- On the Compliance Summary page, click the Payment Terms tab. Current and proposed payment programs appear, along with details of payment programs for each service provider.
- (Optional) In the Contractor details section, double click the arrow head to the far-right of the Exception column header. Service providers with exception payment terms appear at the top of the list.
- (Optional) Enter the name of the service provider you are looking for in the Search textbox in the right.
- Click the + icon next to the service provider’s name. The Exception program tab is selected by default.
- Under the exception program tab, click Add new in the far right. The Create new exception for <Service Provider> pop-up window opens.
- In the Payment terms section, click Add payment term.
(Optional) Select the Preferred radio button to select the payment term as your preferred choice.
Within a payment program, you must designate at least one preferred payment term.
Type the discount percentage and the number of days the discount applies in the Discount (%) and Days boxes.
You can add up to three payment terms for each program. However, there should at least be one payment term with no discount for each payment program you add.
- (Optional) Repeat steps 6 to 8 to add another payment term.
- Click Save. The new exception program immediately overrides the existing exception program and displays in the Exception program tab. The service provider receives an email notification.
Deleting an Exception Payment Program
In the event you choose to apply your standard payment program in place of an exception program for a service provider, you can delete the exception. Once you delete the exception payment program, the standard payment program automatically applies to the provider.
- On the Compliance Summary page, click the Payment Terms tab. Current and proposed payment programs appear, along with details of payment programs for each service provider.
- (Optional) In the Contractor details section, enter the name of the service provider you are looking for in the Search textbox in the right.
- Click the + icon next to the service provider’s name. The Exception program tab is selected by default.
- Under the Exception program tab, click Delete exception in the bottom-right. A confirmation message appears.
- Click Ok. The exception program is deleted and the default current program for all service providers is set as the current program for the selected service provider. The service provider receives an email notification.
Payment Terms History
The details of all activities related to adding or modifying payment programs are stored in the Payment Terms tab. The details that are stored include:
- the date a payment program was added/deleted, or updated if it is an exception program
- the user who added, deleted, or updated the program
- the type of the payment program - whether it is standard or exception
- the action made - whether it was added, updated, or deleted