Managing and Adjusting Payment Frequencies

This article guide covers how to adjust specific individual transactions, automatically recalculate entire payment plans, take advantage of smart defaults for settlement payments, and adjust for weekends and holidays within the FORTH system. It is organized into the following sections:

• Overview
• Prerequisites
• How to Access
• How it Works
• Troubleshooting / FAQ
• Assistance

Overview

Keeping your clients' payment schedules aligned is critical to maintaining a healthy enrollment plan. The FORTH platform provides a flexible, intelligent set of tools within the Adjust Payment page to help you modify payment frequencies without creating messy scheduling conflicts or calculation errors.

Prerequisites

To use this feature, you must have the following:

• User permissions to edit or adjust transactions.
• User permissions to manage client settlement payments.
• Access to the Adjust Payment tool within a contact record.

How to Access

1. Log in to the FORTH CRM and click the Contacts tab.
2. Search for and select the specific client contact record.
3. Click Enrollments in the top navigation bar.
4. Click Adjust Payment to open the adjustment workspace.

How it Works

1. Updating Specific Transactions (Scoped Changes)

You can apply payment frequency changes to a specific selection of payments without disrupting the rest of the client's plan.

1. On the Adjust Payment page, check the boxes next to the specific payments you want to change.
2. Locate the Process Date frequency dropdown menu, that shows "Monthly" by default, and choose the new frequency (e.g., Weekly, Bi-Weekly).
   
3. Select a start date.
4. Review the updated payment range. The system only replaces the payments you checked. Any payments you did not check remain unchanged.
5. If the new schedule creates a date that overlaps with an existing, unchecked payment, a warning message appears.
6. Review the warning: "The proposed payment date overlaps with an existing open transaction date. Please review the dates before confirming."
7. Click Save Changes to confirm the changes.

Handling Non-Contiguous Selections (Blocks)

If you select transactions with gaps between them - for example, selecting March payments and May payments but leaving April unchecked - the system treats them as separate blocks. It will update the March and May timelines independently and leave your April payments completely untouched.

Conflict Warnings

If your newly proposed schedule creates a date that overlaps with an existing, unchecked payment, the platform will safeguard your data by displaying a warning message:

⚠️ Overlapping Date Warning: "The proposed payment date overlaps with an existing open transaction date. Please review the dates before confirming."

Review your dates to ensure there are no unintended double-bills before saving.

Important: Updating specific transactions via this method changes only the frequency dates. The dollar amount for each payment stays the same unless you manually edit the Amount field.

2. Shifting Frequencies & Automating Plan Recalculations

FORTH automatically recalculates the payment amounts and total payment counts to ensure the total program cost and length stay perfectly accurate.

Choosing the Path to Recalculation

When you select a new frequency from the Payment Frequency dropdown menu on a client's plan (e.g., switching from Monthly to Bi-Weekly), the system will prompt you with two clear choices:

• Apply to Selected: Changes and recalculates only the specific transactions you have checked.
• Adjust Remaining Plan Payments: Recalculates all future, open payments to seamlessly fit the new frequency pattern.

Side-by-Side Preview

If you choose Adjust Remaining Plan Payments, a preview pop-up will appear before any changes are finalized. Confirm that the information in the following columns is correct:

• New Draft Payment Amount: The updated breakdown of what the client will owe per draft.
• Updated Remaining Payments: The new total count of installments.
• Revised Payment Schedule: A clear look at the upcoming dates and statuses.

Ensure that the Total Remaining Balance and Plan End Date match your expectations.

Once verified, click Confirm to automatically push these updates to the Transactions table and the Enrollment Details page.

IMPORTANT: This automated process only alters "Open" or "Scheduled" payments. Any payments that are already "Cleared" or "Pending" are locked down to protect your historical accounting records.

3. Adjust for Weekends or Holidays

The FORTH system automatically identifies and flags any scheduled payments that fall on a weekend or a bank holiday. You can resolve scheduling conflicts in bulk by moving payments to the nearest valid business day with a single click.

1. Click the Settlements tab and select a particular settlement listed.

2. A Settlements Details page will now be displayed.

3. View the Payment Schedule section.

4. If any payments are scheduled on a non-business day, the system will automatically highlight them in red.

   

5. Locate the Warning section at the top of the payment schedule.

6. Click Adjust All Dates. This only appears when the system detects at least one non-business day payment.
   

7. A window appears listing all affected payments and their current scheduled dates.
   

8. Select one of the following options for the entire group:

   • Previous Business Day: Moves the payments to the closest valid business day before the original date.

   • Next Business Day: Moves the payments to the closest valid business day after the original date.
     
     

9. The system automatically calculates these dates to ensure the new selection does not also fall on a holiday or weekend.

10. Once you select an option, the system updates the schedule immediately and removes the red highlighting.

11. You may also manually edit an individual date; the red highlight will disappear once you enter a valid business day. 

Troubleshooting / FAQ

Can I still select a frequency other than Monthly for settlements?

Yes. If your specific workflow requires a different schedule, simply click the dropdown menu and manually select your preferred frequency before saving.

Will this update change my existing payment processing workflows or calculation logic?

No. This is a front-end interface enhancement designed solely to improve data entry speed. It does not alter your underlying backend calculations or processing rules.

Assistance

For further assistance, please reach out to support@setforth.com 

Article Revision History

• [ ] Shot 1: Adjust Payment Page - Show the Payment Frequency dropdown with the new Apply to Selected and Adjust Remaining Plan Payments options visible.