Fee Tables

The Fee Type window is opened through the Setup >> System Tables >> Fee Tables.

The Fee Table window opens.

From this window you add, remove and edit Fee Tables.

Fee Type Detail Window

Parts of the Fee Type Window

Accesses the Help section for this window.
Inserts a new fee. For more information on inserting fees click here.
Saves changes made to the fee.
Creates a copy of the current fee.
Undoes changes to the last saved point.
Deletes the current fee. For more information about deleting fees, click here.
Not yet available in this window.
Checks the spelling of fields that can be typed in.
Description Name given to the fee.
Outlet Outlet responsible for the fee.
Status When checked the fee is active and can be used.
Details about the fee. For more information on the description tab click here.
Calculations for the fee. For more information on the calculation tab click here.
Rules of the fee. For more information on the edits tab click here.
An optional list of performances to which the fee can be applied. For more information on the performances tab click here.
An optional list of member types to which the fee can be applied. For more information on the member types tab click here.
Sales notes about the fee. For more information about the notes tab click here.
G/L entries for the fee. For more information on the G/L entries tab click here.

Description Tab

Parts of the Description Tab

External Name Name of the fee as it will appear on the internet or a ticket face.
Effective Unitl If there is a range of dates during which you want the fee to be applied, enter a start and ending date.

  • If a start date is provided but no end date, then the fee applies after the start date forever
  • If an end date is provided but no start date, then the fee applies from now until the end date is reached
Base Price Between Ordinarily, the fee will apply to any item in the shopping cart, regardless of price. however, if you want the fee to only apply to tickets (or donations or passes) that have a base price valued between $x.xx and $y.yy, then enter the range of prices. This allows you to structure non-refundable box office fees to vary, based on the price of the item.

Note: the price that is checked is the base price and all taxes, fees and discounts are ignored when evaluating if the fee is valid or not.

This might be beneficial use of fees for Road House style venues.
G/L Account General ledger account to apply this fee to - which is normally an income account
Search button to access a list of G/L accounts.
Statistics Fee will be included in the patron statistics.
Automatic Fee will be added to the order automatically based on the edit controls in the edits tab. Some fees cannot be marked as 'auto-add':
  • Any fee that is associated with mailing fee, print at home fee, or will call fee which are set in company preferences. These are managed by the system automatically
  • Any fee that is part of a payment rounding fee. These are managed by the system and set in code tables for payment methods (typically cash)
  • Any fee that is part of a pre access code

Calculation Tab

Parts of the Calculation Tab

Default Fee Amounts
$ Amount Value of the fee prior to tax calculations
Per Order Fee is applied once to the order.
Per Item Charge the fee in a multiple of the number of items purchased.
Percentage Set a percentage for the fee of either the total order or the items in the order, based on the radio button choice above, rather than a flat dollar amount.
To Maximum Maximum amount to be charged for this
Allow fee to be changed Fee can be edited at the time of purchase

Tax Setting
Tax Rate Tax rate to be applied to this fee

Sample Price Calculator

Value of Applicable items Enter a test value for the items in an order or cart to see how the Fee calculator would work.
Number of Applicable items Enter a test number of items in the order or cart that the fee would be applied for a number of items in the cart or order.
Fee Amount The value of the fee based on the number and value of applicable sample items.
City Value of the city tax based on the tax rate and Effect on fee of
State/PST Value of the State/PST tax based on the tax rate and Effect on fee of
Federal/GST Value of the Federal/GST tax based on the tax rate and Effect on fee of
Net Fee Shows what the net fee would be based on the calculations
Value plus fee The value of the applicable items plus the fee for the total cost
Subtracts the tax from the fee amount to help you decide how to adjust fees if you want them without tax.

Edits Tab

You can decide what fees apply to when making a sale. If a fee is added automatically or manually, it looks at the content of the order or cart and will only apply the fee if the corresponding item(s) are in the cart.

  • Depending on which you pick on the right side of this screen, some options will disappear.
  • On the left side, you can only make the fee apply to one of the three groups. For example, if the fee applies to a payment source, it cannot apply to a ticket purchase and vice versa.

Parts of the Edits Tab

Allow fee to be used during
Coupon Code Fee is tied to the use of a coupon code at checkout.
New Sale Fee is applied to a New Sale.
Modify Fee is applied when an order is modified.
Exchange Fee is tied to either:
  • Echanged Tickets
  • Purchased Tickets
Refund Fee is tied to a refund.

Allow fee to be used when entering by:
Box Office Applies fee when ever a ticket is sold by the Box Office.
Before Event / Pay What You Can Applies fee when ever a ticket is sold before event/pay what you can.
Development Applies fee when ever a ticket is sold by Development.
Internet Sale (added by Patron) Applies fee when ever an item is purchased by the Patron through your web sales module
Internet Sale (added by Staff/Volunteer) Applies fee when ever an item is sold by the Staff (volunteer) to the Patron as part of the manage sales process for courses and such

Only apply fee to the following items:
Tickets Applies fee when ever a ticket is sold.
Regular Admission Fee is applied to any tickets sold using regular admission accounting.
Season Ticket Fee is applied to any tickets sold using season ticket accounting.
Other-Type 1 Fee is applied to any tickets sold using other-type 1 accounting.
Other-Type 2 Fee is applied to any tickets sold using other-type 2 accounting.
Other-Type 3 Fee is applied to any tickets sold using other-type 3 accounting.
Pass / G.C. Applies fee when ever a Pass or G.C. is purchased.
Donation Applies fee when ever a Donation is purchased.
Resource/Inventory/Merchandise Applies fee when ever a resource (inventory item or merchandise) is purchased. Currently only applicable for online sales
Payments at Specific Sources Applies fee when purchaced at Any Source.
Internet / Web Sales Applies fee when purchased online.
Telephone Order Applies fee when purchased through a Phone Order.
Mail Order Applies fee when purchased via Mail Order.
Patron Present Applies fee when the Patron is at the Box Office.
Patron wants items mailed at Box Office Applies fee only when the Order Ticket Handling Option is set to Mail To Patron.

Performances Tab

Parts of the Performances Tab


Leaving this list blank will default to the fee being applicable to all performances.
You are limited to about 750 performances which is more than you should need in a year. If you need more than that, either:
  • Remove the performances that are in the past -or-
  • If you want to keep the information which performances the fee applied to, then duplicate the fee and start it anew for the next year.
Exclude Selected Performances When selected, the fee will be excluded from the performances listed.
Apply to Selected Performances When selected, the fee will apply to only the performances listed.
Play The Seq # of the event(s) in the list.
Performance The performance(s) code for the events in the list
Date The date of the performance(s).
Time The time of the performance(s).
Play Title The full title of the event(s)
Year The fiscal year of the play(s)
Theatre Name The name of the theatre that the coupon can be used for.
Opens the performance lookup list window to allow the selection of performances.
Delete the current selected performance from the list.

Member Types Tab

Parts of the Member Types Tab


Leaving this list blank will default to the fee being applicable to all memberships.
Exclude Selected Member Types When selected, the fee will be excluded from the member types listed.
Apply to Selected Member Types When selected, the fee will apply to only the member types listed.
Member # The Seq # of the member types(s) in the list.
Member Description Internal Name used during the sales process at the box office - which may be different than the external name.
Redemption Method The method of redemption for the membership.
Tax The tax rate applied to this membership.
Active The status of the membership.
External Notes Notes regarding what this membership is for and may will appear online for the patron to read.
Opens the member type lookup list window to allow the selection of member types.
Delete the current selected member type from the list.

Resources Tab

Notes Tab

Enter notes in this tab that pertain to the usage of this particular fee. Notes are for internal use only.

Patrons Tab


As patrons incur this fee, each instance of the fee's usage will be recorded in the Patrons Tab for your reference.

G/L Entries Tab


As journal entries are created and posted, each instance of the fee's usage will be recorded in the G/L Entries Tab for your reference.

Fee Table Usage

This tab indicates where the fee has been associated with a process such as:

  • Mailing fee, print at home fee, or will call fee (all in company preferences)
  • Payment rounding fee (in code tables)
  • Coupon or pre-access code fee

Creating a New Fee

To create a new fee Type. you perform the following steps:

  1. Open the Fee Types List.

    Click here to learn how to access the Fee Types List.
  2. Click the New button.
    The Fee Type Detail window opens.
  3. Enter the Fee Type Description.
  4. Enter the description details as needed.
    For more information on the description tab click here.

  5. Click the Calculation tab.
  6. Enter the calculation information as needed.

    For more information on the calculation tab click here.
  7. Click the Edits tab.
  8. Enter the edit preferences as needed.

    For more information on the edits tab click here.
  9. Click the Performances tab.
  10. Enter the Performances as required.
    • Choose The Exclude Selected Performances to ensure the fee in NOT applied to the performances you select.
    • Choose Include Selected Performance to ensure the fee is applied to ONLY the selected perdomances between the dates entered on the Description tab.

    For more information on the performances tab click here.

  11. Click the Notes tab.
  12. Enter notes as needed.
    For more information on the notes tab click here.
  13. Click the Save button.

    The fee is now saved and to be applied to future orders.

Editing a Fee Type

  1. Open the Fee Types List window.

    Click here to learn how to access the Fee Types List.

  2. Select the Fee to be edited.

    Single click on a fee to select it.

  3. Click the Open button.

    The Fee Type Detail window opens.

  4. Make changes as needed.

  5. Click the Save button.

Deleting a Fee Type

  1. Open the Fee Types List window.

    Click here to learn how to access the Fee Types List.

  2. Select the Fee to be deleted.

    Single click on a fee to select it.

  3. Click the Delete button.

    A Delete Record confirmation window opens.

  4. Click the Delete button.

    The fee is now removed.

Order discounts (negative fees)

The use of negative fees and the ability to change it from the default discount requires a special permission set for the employee in the function tab of employee setup, per the image to the right.

This in the column 'window' and look for Fees - to allow the user to Enter a negative value for a fee (i.e. discount).

It is possible to create fees that discount an entire order - essentially negative fees. This can be useful for a one time subscription discount or for refunding portions of ticket fees.

The example below highlights some of the things you might need for setting up a negative order fee. There are variations such as if subscribers get an automatic discount vs tuition discounts that would not be automatic.

 

Example for Tuition Fee Discount

Key settings for a negative fee like tuition refund would be:

Description Tab (highlighted below)

  • Give it a name like Tuition Refund for tracking purposes
  • Use an account that appropriately identifies the refund in your accounting system.
    Since it is a refund, it is probably an expense account or cost of goods. Please discuss with your accountant for the proper account number for tracking purposes.
  • Be sure that Do not automatically add to orders is unchecked if you want to add the fee manually such as Tuition Refunds. Click it for automatic order discount such as for Subscription Sales.

Calculation Tab (highlighted below)

  • Make it a per order fee
  • Allow the fee to be changed if you are going to be prorating the tuition refund based on number of classes attended.
  • if your tuition is taxable, then the fee should also be taxable at the same rate. Most often tuition is not taxable.

Edits Tab (highlighted below)

  • Apply fee to actions: Modify (optionally Exchange and Refund)
  • Apply fee at Box office only