Authors have access to the Fees and Payments page for each submission that has at least one payment record associated with it. Authors can access the page in the following ways:
The Submissions Waiting for Author's Approval folder is the first opportunity the Author has to see the Fees and Payments page. The Author is required to perform one or more actions before successfully approving a submission (depending on the publication's configuration). Regardless of configuration, the final step for an Author is to approve the submission by clicking the OK button on the "Are you sure you want to approve the submission?" alert.
Clicking the button takes the Author to the Fees and Payments page, which displays the publication-configured submission fee information and payment options.
To complete the submission, the Author selects the applicable pricing option and the desired payment method. There is also space for the Author to enter comments to the publication. When finished, the Author clicks the Proceed button to go to the Author's Decision page, which confirms the Author's approval of the submission and the method of payment for the submission fee.
Credit card payments. When the Author selects the credit card payment option, a Pay Now button displays on the confirmation page. The Author clicks the button to proceed directly to PayPal where the credit card (or personal PayPal account) transaction takes place. When the Author has completed the credit card transaction, s/he is seamlessly returned to EM.
Note: If the Author pays by credit card, the submission is not forwarded to the editorial office until the credit card transaction is successful. If the transaction fails (i.e., the Author enters an invalid or expired credit card number, etc.), the submission remains in the Author's Submissions Waiting for Author's Approval folder until a successful transaction is completed or the Author selects another payment method. The publication should make it clear to the Author via the Payment Instructions that the submission will stay in the Submissions Waiting for Author's Approval folder until one of these actions is completed.
If the Author stops the process before successfully concluding a credit card transaction (either not clicking the Pay Now button or not completing the transaction after going to the PayPal site), the payment is considered abandoned. The Author can remedy the situation by returning to EM and clicking the Pay Now button again, for as many attempts as needed to complete the payment. Alternatively, s/he can select another payment method (e.g., Bill Me or Request Waiver, if available).
The editorial office may also intervene if an Author has trouble with the fee-paying experience (e.g., failed attempts to pay by credit card). An authorized Editor can cancel the fee, which releases the submission to the editorial office from the Submissions Needing Author's Approval folder.
Waiver requests. When the Author selects a waiver request option (Request Waiver or Request Institutional Waiver), the submission is forwarded to the editorial office. The publication must grant or deny the waiver request. If the request is denied, the Author is expected to pay the Submission Fee, but the submission can proceed through the editorial process (i.e., the submission is not stuck in the Submissions Needing Author's Approval folder).
Bill Me option. When the Author selects the billing option, the submission is forwarded to the editorial office. The publication must invoice the Author to collect payment and may opt to secure payment before moving the submission through the workflow. This can be managed via Technical Check, sending the submission back to the Author and not processing it until payment is received.
Once the Author has paid the submission fee by credit card, requested a waiver, or requested a bill, the Fees and Payments action link appears in Author folders. Clicking the link takes the Author to the Fees and Payments page, where the Author can see current payment status, along with any notes the publication may have entered for the Author.
A publication can initiate other fees (e.g., publication charge, page charges) after manuscript submission, at some other point in the editorial or production workflow, such as when the submission is accepted for publication. The Author receives an email notification that a fee is due. The email can include a deep link to the Fees and Payments page.
Clicking the Author Payment deep link takes the Author directly to the Fees and Payments page. The payment process is the same as the process for a submission fee.
When Authors access the Fees and Payments page (either via the email deep link or via the Fees and Payments action link), the page display is slightly different for each fee and transaction. The specific look of the Fees and Payments page changes depending on:
The basic layout of the page include customized instructions, fee-specific instructions, payment information, and any notes to the Author that may be entered for the particular fee.
When the user clicks a link to the Fees and Payment page, an interim page (Select a Fee) displays if the submission has more than one fee associated with it (e.g., a flat submission fee and an additional publication charge). The Author selects which fee to view and then proceeds to the Fees and Payments page.
Publications can provide customized instructions to Authors on the Fees and Payments page. These instructions appear at the top of the page in addition to any fee-specific instructions configured elsewhere.
Go to PolicyManager > Commerce Manager > Edit Fees and Payments Instructions. Enter the custom instructions in the Fees and Payments (for Authors) text box, and then click Submit.
Entering custom instructions is not required; however, no default instructions are provided. HTML tags and special characters may be used in the instructions.
For information on configuring other elements described in this article, see:
Create Letters for Use with Commerce Manager
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