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 was developed for FORTH CRM users who manage, create, or update settlement transactions. 

The article 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. On the Enrollment Details page, click Adjust Payment (as shown in the image below).
   

How it Works

1. Updating Specific Transactions

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, select the Settlement Payments tab.
2. Scroll to the Settlement Payments table and check the boxes next to the specific payments you want to change (see left side of the image below).
   
3. Scroll back to the top of the page, and check the checkbox next to each item that you wish to update (see the checkboxes highlighted in red in the image below.
4. Select a start date from the Process Date calendar field.
5. Locate the Process Date dropdown menu near the top of the page as seen in the image below, that shows "Monthly" by default, and choose a new frequency (e.g., Weekly, Bi-Weekly).
   
6. Review the updated payment range by scrolling back down to the Settlement Payments table. The system only replaces the payments you checked. Any payments you did not check remain unchanged.
7. If the new schedule creates a date that overlaps with an existing, unchecked payment, a warning message appears: "The proposed payment date overlaps with an existing open transaction date. Please review the dates before confirming."
8. Click Save Changes to confirm the changes. The contact's transaction table will display the updated monthly schedule.

2. Shifting Frequencies & Automating Plan Recalculations

Choosing the Method of 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 popup 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 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 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.

Why did my non-settlement payment default to a bi-weekly frequency instead of Monthly?

This applies exclusively to settlement payments. Other transaction types will continue to default to the standard draft frequency configured on the client profile.

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. 

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