Skip to main content

Use the Payment Scheduler

Updated

The Payment Scheduler generates multiple Level 2 payments in batch from a single Level 1 record, using defined criteria and field mappings to pre-populate payment fields. No records are created until the schedule is saved.

When to Use the Payment Scheduler

Use Payment Scheduler when:

  • Multiple Level 2 payments need to be created from a single Level 1 record on a recurring schedule, with all payments generated at once rather than individually as needed. For example, an amount divided evenly across a defined date range.
  • Payment records should pre-populate from mapped Level 1 fields instead of being entered manually for each payment.
  • Payment details need to be previewed and adjusted before any Level 2 records are actually created.

↑ Back to top

Configure Payment Scheduler Field Mapping

To configure how the Payment Scheduler maps and pre-populates Level 2 payment fields:

  1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
  2. Click the Configuration Settings gear.
  3. Click the Level 2 tab.
  4. Locate the Features and Options section, and then click Payment Schedule Mapping.
  5. Add the applicable field information described below, then click Save.
    • Instruction — This is what shows up as the instructions on the payment scheduler.
    • Total Amount — The total dollar amount the scheduler uses to create payments.
    • Start Date — The date of the first scheduled payment.
    • End Date — The date of the last scheduled payment.
    • Activity Type — The specified Level 2 type.
    • Activity Status — The status of the Level 2 type.
    • Payment Amount — The amount of each scheduled payment.
    • Payment Date — The dates for each scheduled payment.
    • Other Payment Fields to Include in Schedule — Optional Level 2 fields mapped using a lookup field. Supported field types: single line text, multi-line text, select one combo box, and auto number. Examples include Level 2 type, Level 2 status, payment amount, payment date, and payment number.
    • Access Roles — The roles that should have permission to access and modify the payment scheduler from the application/Level 1 record.
    • Modify Status Roles — The user roles that should have permission to modify the status of the payments from the payment scheduler on the application/Level 1 record.
    • Available to Level 1 Types — The Level 1 templates against which payments can be scheduled.

↑ Back to top

Use the Payment Scheduler Page

Once the Payment Scheduler is enabled and a valid mapping is in place, the Payment Scheduler is accessible from the Tools section of the Level 1 configuration settings.

Schedule New Payments

When no Level 2 payments are associated with the Level 1, the criteria fields display with pre-populated values from the mapping. All criteria can be modified except for the total amount.

To preview and create new payments:

  1. Set the criteria fields as needed.
  2. Click Preview. The system generates a list of payments for review. No records are created at this stage.
  3. Review the generated payments. For each record:
    • Date - Based on the criteria date period and frequency.
    • Amount - Evenly divided from the total amount. The last payment may contain a remainder.
    • Type and Status - Populated based on the mapping.
    • Additional Fields - Display but are not pre-populated. Modify as needed.
  4. Delete or update records as needed. To regenerate, modify the criteria and click Preview again.
  5. Click Create Payment. This generates actual Level 2 records and triggers workflow, template formulas, status triggers, and other automations.

Manage Existing Payments

If the Level 1 has existing Level 2 payments, the criteria section does not display. Only the total amount is visible.

To update existing Level 2 payments from the Payment Scheduler:

  1. Edit, delete, or add Level 2 payments as needed.
  2. Click Create Payment to apply updates.

↑ Back to top

Payment Scheduler Rules and Limitations

  • If an existing Level 2 payment is in a locked status, the row is read-only.
  • The sum of payment amounts on the page cannot exceed the total amount.
  • Permitted field types include single line text, multi-line text, select one combo box, and auto number.
  • The scheduler loads existing payments and can add or delete payments that are not in locked status.
  • Template formulas, workflows, and status triggers are executed for Level 2 payments edited through the scheduler.

↑ Back to top

Helpful Links