Best Practices - Coupons Breakout

Summary: This article will provide best practices regarding the Coupons Breakout, when setting up assessments.  

The drop-down menu for Billing Format provides the following options:

Statements - This option will only generate the charge on statements and not produce coupons for the assessment charge.

Note: If you are using Statements the Statement Product Code needs to be entered in the Interfaces section of the Association>Settings. 

Coupons - This option will generate Coupons but will allow you to generate Statements as well.  

Coupons (Breakout 1-4) - You can use these options when you want to include multiple charges on the same coupon.  The Breakout options provide the amount of each charge that makes up the total.  An example would be if there are three charges totaling $350 that you want all on the same coupon.  Set up the three assessments with the following Billing Format:

1. Pet Fee $100 - Coupons (Breakout 1)
2. Pool Fee $150 - Coupons (Breakout 2)
3. Storage Fee $100 - Coupons (Breakout 3)

All three charges will be individual line items on the coupon, but the total charge on the coupon will be $350.  

Coupons Combined - This option allows for multiple charges on the same coupon as well.  The difference with this option is that each charge is not broken out.  It only provides the total charge amount.  

Coupon Breakouts for SouthData Clients- When using South Data, you will need to enter the Coupon Product Code within the Coupon Product Code field if you are using Coupons. Coupon breakouts must also be configured in SouthData by going to Products > Manage Products to select the coupon that needs to be edited and then configuring the coupon breakout in the Book Design section. 

Important: For combined and breakout coupons, the Frequency, Duration, Start and End Date for the assessment rules must match for the file to generate correctly. For example, if one breakout charge has an end date, but another does not, the file will generate, but each breakout charge will be separated onto its own row, resulting in two coupon books per homeowner.