Add, Edit, and Delete a Fee Matrix

• Overview
• Add a Fee Matrix
• Add Line Item Types, Resource Types, and Payment Terms
• Edit a Fee Matrix
• Delete a Fee Matrix
• Fee Matrix Fields Explanation

Overview

A fee matrix calculates a percentage of the total of an element or specific line items on an element, and then you can apply the fee matrix amount to the element price or cost. For example, a service charge fee that calculates 1% of the total of a Quote, or a credit card processing fee that calculates a 3% fee and adds it to the total of a Quote when a specific credit card payment term is used.

Using a fee matrix involves three main steps:

1. Add and edit the fee matrix (as explained in this article) - This is where you set up the percentages and rules for how the fee matrix calculates.
2. Apply a Fee Matrix to an Element - After 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. Add a Fee Matrix 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.

Add a Fee Matrix

1. In the  Main Menu, click  Financials, then click Fee Matrices.
2. Click the  Add New Fee Matrix button in the bottom left.
3. Enter the fee matrix information. See the Fee Matrix Fields Explanation section for more details.
4. Click Add.

After clicking the Add button, the New Fee Matrix popup does not close. Instead, the popup remains open and the Line Item Types, Resource Types, and Payment Terms tabs become active. Go to the next section, Adding Line Item Types, Resource Types, and Payment Terms, to learn about each of these tabs.

Add Line Item Types, Resource Types, and Payment Terms

The Line Item Types, Resource Types, and Payment Terms tabs have settings that determine how the fee matrix calculates and at what percentage. 

Line Item Types Tab

Use the Line Item Types tab when you want the fee matrix to calculate a percentage of the price or cost of certain line items.

1. Click the  icon in the bottom-left corner. A new line item type will be added to the grid (it defaults to "Resource Line").
2. In the Line Item Type column, click the field to choose a line item type (see options below).
3. In the Percentage column, click and enter a percentage that you want the fee matrix to use in calculations.
4. (Optional) In the Location column, click and choose a location and the fee matrix will only calculate when an element has that location set as the warehouse / business location.
5. Click OK.

The line item type options are:

• Resource Line - The fee matrix will calculate a percentage of the price or cost of any line item that has a resource type set (like Rental, Retail, Labor, Travel, etc.), excluding Misc lines.
• Miscellaneous Line - The fee matrix will calculate a percentage of the price or cost of any line item that is a Misc line.

Resource Types Tab

Use the Resource Types tab when you want the fee matrix to calculate a percentage of the price or cost of line items that are using a specific resource type.

1. Click the  icon in the bottom-left corner. A new resource type will be added to the grid.
2. In the Resource Type column, click the field to choose a resource type.
3. In the Percentage column, click and enter a percentage that you want the fee matrix to use in calculations.
4. (Optional) In the Location column, click and choose a location and the fee matrix will only calculate when an element has that location set as the warehouse / business location.
5. Click OK.

Payment Terms Tab

Use the Payment Terms tab when you want the fee matrix to calculate a percentage of an element total price or cost only when a specific payment term is set on the element.

1. Click the  icon in the bottom-left corner. A new payment term will be added to the grid.
2. In the Payment Term column, click the field to choose a payment term.
3. In the Percentage column, click and enter a percentage that you want the fee matrix to use in calculations.
4. Click OK.

Edit a Fee Matrix

1. In the  Main Menu, click  Financials, then click Fee Matrices.
2. Double-click the fee matrix that you want to edit.
3. Edit the fee matrix information. See the Fee Matrix Fields Explanation section for more details.
4. Click OK.

For additional instructions on how to edit specific fee percentages found in each tab, see the Adding Line Item Types, Resource Types, and Payment Terms section above.

Delete a Fee Matrix

1. In the  Main Menu, click  Financials, then click Fee Matrices.
2. Select the checkbox next to the fee matrix that you want to delete.
3. Click the  Delete Selected Line(s) icon.
4. Click OK.

Alternatively, you can click the  menu in the row of the fee matrix that you want to delete, then click  Delete. 

Fee Matrix Fields Explanation

• Name: The name of the fee matrix.
• Code: An optional code that Flex will use to reference the fee matrix. This is used for custom reporting purposes.
• Calculation Mode: This determines which total amount the fee matrix will calculate a percentage of. The selection in this field only applies when the fee matrix is set up using Line Item Types or Resource Types. When Default Percentage and Payment Types are used this setting is irrelevant and the fee matrix calculates on the post-discount amount only.
  • Extended Price / Cost - The fee matrix will calculate a percentage of the sum total of the Price Ext. field (if Basis = "Price") or Cost Ext. field (if Basis = "Cost") of each line item on an element.
  • Pre-Discount - The fee matrix will calculate a percentage of the Price Before Discounts amount (if Basis = "Price") or Cost Before Discounts amount (if Basis = "Cost").
  • Post-Discount - The fee matrix will calculate a percentage of the Price Subtotal amount (if Basis = "Price") or Cost Subtotal amount (if Basis = "Cost").
• Basis: This determines whether the fee matrix will calculate a percentage of the price or the cost of the element or line items.
  • Price - The fee matrix will calculate a percentage of the Price of the element or line items.
  • Price Adjusted Total - The fee matrix will calculate a percentage of the Price of the element plus other total block rows that are charging a price like sales tax, other custom rows, etc. This option only applies when using a Default Percentage or Payment Type.
  • Cost - The fee matrix will calculate a percentage of the Cost of the element or line items.
  • Cost Adjusted Total - The fee matrix will calculate a percentage of the Cost of the element and also include other total block rows that are charging a cost like other custom rows. This option only applies when using a Default Percentage or Payment Type.
  • Respective - The fee matrix will calculate a percentage of whatever is selected in the Result Type field (Price or Cost) of the custom row that is using the fee matrix. 
  • Respective Adjusted Total - The fee matrix will calculate a percentage of whatever is selected in the Result Type field (Price or Cost) of the custom row that is using the fee matrix and also include other total block rows. This option only applies when using a Default Percentage or Payment Type.
• Default Percentage: If a number is entered in this field, then the fee matrix will calculate a percentage of the Price Subtotal amount (if Basis = "Price") or Cost Subtotal amount (if Basis = "Cost") of the element. If you enter a percentage here, then you should not enter any percentages in the Line Item Types, Resource Types, or Payment Types tabs because it will result in double calculations.
• Damage Waiver: Visual reference for whether or not this is a damage waiver type fee matrix. This does not affect calculations.