The Payment plugin provides an overview and history of payment related information for a tracking server. It is intended as a tool for tracking partners for easy management of payments.
Here is some key functionality provided by the Payment plugin:
- Export payment information about your end customer applications, such as the monthly cost based on application license limit or number of licenses in use. This information can be used as a basis for an external billing system
- List current payment status for all applications
- Send email notifications about upcoming and overdue payments
- Search and manage Payments
- Display a login notifications about payments to the end customer administrator in VehicleTracker
- List upcoming payments and payment history in VehicleTracker for end customer administrators
- Optional PayPal integration for an automated payment solution
To install and start using the Payment plugin, follow these steps.
- Go to SiteAdmin / Plugins
- Under More Plugins, install the Payment plugin
All payment related functionality can be found in a new tab in SiteAdmin named Payments.
Add a Payment Plan to an Application
A Payment Plan defines how pricing is calculated for an Application. The plan defines the way units are calculated, the unit price and currency used. The same Payment Plan can be activated for many applications.
To configure a Payment Plan, you first configure a Product Type and Notification Templates. Then you add them to a Payment Plan, and finally you connect that plan to an application.
Configure a Product Type
Go to Payments / Product Types. As shown in the image below, first you select the the periodicity (for example a monthly time period), and then you select the way to count units (you can either count the actual number of Licenses Used or the Licence Limit for the application).
Configure Notification Templates
You configure notifications in Payments / Notification Templates (see image below). There are two default notifications, one basic notification and one reminder for late payments. You can also configure your own notifications. A Payment Notification is sent on the day a payment is created and an Overdue Reminder is sent when a payment is overdue.
You can customize the contents each notification message by writing plain text and by inserting template variables. A template variable will be replaced with its corresponding value when the notification is sent. You can preview the message by clicking the Preview button.
Tip: Cut-and-paste the text from a default notification to get started with your own custom notifications.
Configure the Payment Plan
Now that you have a Product Type and Notification Template you can create a Payment Plan. Go to Payments / Payment Plans and click Create New.
Select a currency, Product Type and set a Unit Price. Give your Payment Plan a descriptive name, for example ”Monthly Gold Plan”. This name will be used when adding a Payment Plan to an application. It will also be visible when searching historic Payments and can be included in notifications.
Click the Enable buttons to activate payment notifications and overdue reminders. The template you select as “Payment Notification” is sent when a payment is created. The template you select as ”Overdue Reminder” is sent when a payment is overdue.
When you have selected the notification messages, remeber to click ”Save”. Your Payment Plan is now configured and ready for use.
Add the Payment Plan to an Application
To add your Payment Plan to an application, click Payments / Activate. Click to expand the row of the desired application. You will see the application ”Payment Plan Settings” as shown in the image below. Select a Payment Plan and add recipients for notifications. You can select if they should receive email or login notifications or both. Enter a Start Day of Month. If the period is ”Month”, a new payment will be created monthly on this day of the month starting from the date that you select. Note that if you select the current day of the month (today), the first payment will be created instantly and a payment notice is sent to the recipients that you have added for the application.
Click Activate to save and activate the Payment Plan for the application.
If you have followed the steps above you have a Payment Plan that is generating periodic payments for an application.
Enable Payment notifications in Applications
If you want to enable notifications for administrators in a VehicleTracker application you need to do the following:
- Go to SiteAdmin / Applications and click on the customer application
- Mark the Payment checkbox under Privileges and Roles / Payments and the checkbox for _AllowPaymentList
- Save the settings
This allows the admin user of the VehicleTracker application to receive Payment login notifications and see current and upcoming Payments for the applications under the menu Admin / Payments in VehicleTracker.
Search and manage historic payments by going to Payments / Search and Manage
You can see all existing payments, or filter them by different search criteria such as ”Overdue” or ”Due this Month” or “Next” (shows the next payment in the future for each application according to its payment plan). You can also search for example for payment Reference numbers. It is also possible to specify as a time interval for payments or to only search for paid ones.
Click Export to export the payments you have selected with your search criteria to a CSV file. That can be used as input if you have a separate billing system for billing your customers.
Payments can be marked as Paid, Unpaid or Cancelled (a Cancelled Payment will not be considered for email notifications etc.). A Payment in the list can be in one of five states: Paid, Pending (due date is not yet passed and not yet paid), Overdue (due date has been passed and not yet paid), Future (billing date is in the future) and Cancelled (a Payment can manually be marked Cancelled if for example there has been an agreement with the customer to skip the payment).
Replace a cancelled payment
You can create a new payment manually to replace a payment that has been cancelled. This is done by making a copy of the cancelled payment.
Follow these steps:
- Go to Payments / Search and Manage
- Search for the cancelled payment by setting the Cancelled criteria to Yes
- Click on the row for the cancelled payment
- Scroll down to the bottom of the payment and click on Copy to open a “copy” of the payment
- Change the payment as required and click on Save
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