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use case 1 - Splitting automated credit card payments
A person commits to paying for:
- Annual member dues of $4,000.
- Tuition for 3 children ( $800 per child) $2400 total
- A Building Fund commitment of $2000.
So the total order would be $8400.
They want to pay the first installment on their credit card when they place the order, with the remaining balance to be paid over 12 months automated on their credit card
use case 2 - Splitting a check
Same amounts and details as use case 1, but they do not pay anything by credit card. Instead they mail a check to the bookeeper once per month. Each month the bookkeeper must post the check to cover a portion of member dues, a portion of tuition, and a portion of the building fund. So over the course of the year, the balance on each item goes down. At the end of the year, typically all balances are paid off.
use case 3 - Adjustments
Person joins as a member. Regular dues are $4,000. They cannot afford the full amount, so the bookeeper gives an "adjustment" of $1000. The person still owes the remaining $3000, and may want to pay it off monthly. They may want to automate payments on a credit card, or mail a check each month.
use case 4 - Reallocation
Person wants money previously paid to be "reallocated" to another obligation.
Typical case is person registers for an event costing $100 and pays in full online. Later, they cannot attend the event. They ask the bookkeeper to reapply the $100 to an open balance on their member dues.
use case 5 - Changes in payment instrument
Person commits to paying $5,000 for the capital campaign. They would like to structure the payments as monthly, over a duration of 5 years. The first year, they mail a check every month. The second and later years they pay by automated credit card transactions.
Halfway into the second year, a credit card transaction fails at the payment processor and is reported as failed to CiviCRM. The person mails a check to cover the missing payment. However, the remaining automation is left in place for all the remaining payments.
use case 6 - Prepayments
Prepayments, ie a credit on an account.(Some bookkeepers refer to this as a negative balance.) Person makes a payment of $1,000 with instructions to "just put in my account". Six months later, they call the bookkeeper with instructions to apply $500 towards tuition, and $500 towards membership dues. At that point the bookkeeper "reallocates" the money to open obligations as requested. (This process seems like the same as the reallocation in Use Case 4 above)
use case 7 - Third-party payments
A child is enrolled in school. School tuition is $2000. The grandmother is going to pay for the tuition in 10 monthly payments. The child's parents need to be aware of the financial obligation(and see it on their statement), because its ultimately their responsibility to pay the tuition if the grandmother stops paying at some point. The grandmother needs to be able to get a statement about this as well.
When generating tax letters to the parent, or calculating total money paid by the parent this should NOT be included because they did not make a direct payment.
