The Payment Requirements workflow allows your organization to set the rules that determine which products and services require payment before the contract can be electronically signed and activated when communicated through ySign Express.
This article describes the steps for adding a new Payment Requirements workflow.
NOTE: Depending on your assigned role and permissions, and the version of Kube your organization uses, some or all of these menus or services may not be available or displayed.
Adding a payment requirements workflow
Select your Personal Profile in the top menu and select System Settings in the drop-down menu. The Operator Profile screen appears.
Select Workflows in the side menu. The Contract Approvals screen appears. Select the Payment Requirements tab.
Click the Add button.
NOTE: Only property level workflows are available because amenities are specific to each property.
Complete the fields. For field descriptions, see the Add a payment requirements workflow screen reference at the end of this article.
Click Save.
Add payment requirements workflow screen reference
Property | Select the property the workflow is for. |
Check Criteria | Select whether Any or All criteria must be present for this workflow to trigger.
NOTE: If you select Any, any one criterion being present triggers the workflow. If you select All, every criterion must be present to trigger the workflow. |
Trigger with Additional Products and Services | Select this option to allow the workflow to trigger based on the selected criteria (Any or All), even when the contract includes additional products and services. |
First Contract Only | Select whether the payment requirement should only apply to the company's first contract at a property. Subsequent contracts will not require payment up front if this option is selected. |
Amenity Types | Select the amenity types the workflow is for. The Amenities field populates results based on this selection. |
Amenities | Select the amenities that should require payment before a contract can be electronically signed through ySign Express and activated. |
Additional Considerations
The total due at signing is collected as a prepayment before the member signs electronically. After the signature process is completed, the contract is activated, and the invoice is generated, the prepay is immediately applied to that invoice.
Prepayment is collected when:
The member signs the contract with a start date of the 1st of the current month. The full month's total for products and services is collected, along with any applicable setup fees and security deposits.
The member signs the contract with a mid-month start date, the 2nd or later, of the current month. The prorated total for products and services is collected, along with any applicable setup fees and security deposits.
A prepayment is not collected, but a credit card payment method is required when:
The member signs the contract with a start date on the 1st of a future month. Payment is only collected for setup fees and security deposits when applicable.
The member signs the contract with a mid-month start date, the 2nd or later, or a future month. Payment is only collected for setup fees and security deposits when applicable.