Create a Credit Card Fee

• Overview
• Adding a Fee Matrix That Calculates a Credit Card Fee
• Applying the Credit Card Fee to an Element
• Adding the Credit Card Fee Amount to the Total Block of an Element

Overview

You can create a fee matrix that calculates a percentage of an entire element total when certain payment terms are used. Then you can apply that fee matrix amount to the element to charge to the client. In other words, you can add a charge to a Quote to pass along any credit card fees that you incur from your processor. 

For example, on this Quote the "Visa" payment term has been selected. We know that Visa charges us a 3% fee on the total that is processed. So we set up a fee matrix that calculates 3% of the total of the Quote and will be passed on to the client. 

This process involves three main steps:

1. Adding a Fee Matrix That Calculates a Credit Card Fee - This is where you set up the percentages and rules for how the fee matrix calculates.
2. Applying the Credit Card Fee to an Element - When you apply a fee matrix to an element, the amount that the fee matrix calculates will be added to the total price or cost of the element.
3. Adding the Credit Card Fee Amount to the Total Block of an Element - With the fee matrix amount being applied to an element, it is also important to add that amount to the total block of the element so it is visible to the client.

Adding a Fee Matrix That Calculates a Credit Card Fee

First, let's add a new fee matrix and set it up to calculate a percentage when certain payment terms are used:

1. In the  Main Menu, click  Financials, then click Fee Matrices.
2. Click the  Add New Fee Matrix button in the bottom left.
3. In the Name field, enter the fee matrix name (something like "Credit Card Fee").
4. In the Code field, enter a code for the fee matrix (not required, but could be something like "CCFEE").
5. In the Calculation Mode field, select "Post-Discount." 
6. In the Basis field, select "Price Adjusted Total" (see below to learn why)
7. Click ADD.

After you click ADD, you will see that the Payment Terms tab is now active. This is where you will set up the rules for how the fee matrix calculates. Click the Payment Terms tab, then:

1. Click the  icon in the bottom left to add a new line to the grid.
2. In the Payment Term column, select the payment term that will activate this fee matrix when it is used on an element. 
3. In the Percentage column, enter the percentage you want the credit card fee to be (typically this should match the fee percentage that YOU are charged by the credit card company)
4. Click OK.

We recommend choosing "Price Adjusted Total" in this situation because you will likely want the fee matrix to calculate a percentage of ALL total block rows of the element, like Subtotal, Sales Tax, Delivery and Pickup, etc. If you choose "Price" then it will only calculate a percentage of the Subtotal of line items.

Applying the Credit Card Fee to an Element

A fee matrix is applied to an element by using a custom row in the element settings.

1. On the  Projects menu, click Element Definitions.
2. Double-click the element that you want to add a matrix to.
3. Click the Custom Rows tab.
4. Click the  Add New Custom Row icon in the bottom left.
5. Enter a Code and Description (the Code will be referenced later when adding the fee to the total block).
6. In the Calculation Mode field, choose "Fee Matrix."
7. In the Fee Matrix field, choose the fee matrix you created.
8. In the Result Type field, choose "Price."
9. Choose any other option s(explained in the full Apply a Fee Matrix to an Element article), although we recommend not entering anything for them or leaving them at default values based on this specific use case.
10. Click OK.

Adding the Credit Card Fee Amount to the Total Block of an Element

After you apply the fee matrix to an element by creating a custom row, you should add the fee matrix custom row to the total block of the element so your client can see it.

1. On the  Projects menu, click Element Definitions.
2. Double-click the element name that you want to add a total block field to.
3. Click the Views tab.
4. Double-click the view name that you want to add a total block field to (we recommend "Working View").
5. Click the Total Block Rows tab.
6. Click the  Add Total Block Row icon.
7. Enter the total block row details (see a description of each field below)
8. Click OK.

Here is what each column means when you are adding a total block row to an element:

• Caption - This is what the row will be named when you view it on the total block of an element.
• Field Type - This determines what information shows in the total block row. Choose "Custom Row" to add one of the custom rows you created for the element.
• Tax Category - Not applicable for custom rows.
• Custom Row - This is where you will choose the custom row name (code) of the custom row that you want to use.
• Print if Zero - This determines whether or not the total block row will print on a PDF report if the value is $0.
• Bold - This determines whether or not the total block row will print as bold on a PDF report.