Charges

1. Charges Introduction

Charges are additional costs applied to transactions based on predefined rules. They can be configured as a fixed amount or a percentage of the order, product, or shipping cost. Businesses use charges to account for service fees, handling costs, or other expenses that need to be included in the final transaction amount. Charges can be customized with start and end dates, minimum and maximum values, and specific calculation bases to ensure accurate application. Proper charge management helps maintain transparent pricing, streamline billing processes, and align costs with business policies.

• Go to Administration
• Click on Business Settings
• Click on Charges under Business Settings Action

2. Key features of the Charges List tab

• Select All: The "Select All" checkbox lets users select or deselect all charges in the list. When you check it, all charges visible on the screen will be selected for bulk actions. If you uncheck it, all selections will be cleared.
• Download Selected: The "Download Selected" button lets you download details of the charges you have chosen. The format is Excel and JSON. If you haven't selected any item.
• Refresh: the "Refresh" button allows users to reload the charge list to view the most up-to-date information. This is useful when multiple users are making changes, as it ensures the displayed data remains current.
• Add New Charges: The "Add New Charges" button allows users to create and register new charges in the system. Clicking this button takes users to a form where they can enter the required details.
• Select Filter: The "Select Filter" dropdown allows users to choose various options to refine the list based on specific criteria, such as status or type. Active filters are displayed as tags, which can be removed when they are no longer needed.
• Search bar: Use the search bar to easily find charges by entering a charge code, merchant code, or description.

3. Charges Overview:

• Merchant Code: Identifies the merchant associated with the charges.
• Start Date: Specifies when the charges will become active.
• End Date: Defines when the charges will no longer be applicable.
• Calculation Type: Determines whether the charges are percentage-based or amount-based.
• Calculation Base: Indicates the basis on which the charges are calculated, such as order amount.
• Percentage: Displays the percentage value if the charge is percentage-based.
• Amount: Shows the fixed monetary value applied as a charge.
• Min. Value: Sets the minimum chargeable amount for a transaction.
• Max. Value: Establishes the highest chargeable amount allowed.
• Tax Code: Specifies the tax classification applicable to the charges.
• Active Toggle: Indicates whether the charge is currently enabled or disabled.
• Automatic Calculation Toggle: Determines if the charge is applied automatically.
• Test Record Toggle: Identifies whether the charge is used for testing purposes.
• View Details: Opens a detailed view of the charge configuration.

• Click on view more.

• Code: The "Code" field is a required input where users enter a name for the charge. This name helps identify the charge in the system. It should be meaningful and follow a standard format. Once set, some systems may not allow changes to avoid confusion. Users should enter a clear and correct name that represents the charge properly.

• Merchant Code: The "Merchant Code" field is also required and connects the charge to a specific merchant or business. It ensures that the charge is linked to the right transactions. This helps in tracking and processing payments correctly. 

• Short Description: The "Short Description" field allows users to add a brief explanation of the charge. This helps others understand what the charge is for. The description appears in reports, invoices, and system logs. It should be clear, short, and easy to understand. 

• Applies-to: The "Applies-to" dropdown lets users choose what type of transaction the charge applies to.

• This dropdown defines the category of transactions where the Charges will be applied. The available options include "Orders," "Products," and "Shipping Charges." Selecting "Orders" applies the charges based on the total order amount, while "Products" applies them based on product quantity. If "Shipping Charges" is selected, the charges are applied to shipping fees based on the order amount. The correct selection ensures the charges align with business rules and pricing strategies.

• Start Date: This field specifies the activation date from which the charges will be applied. Users must enter a valid date within the system’s allowed range to ensure accurate scheduling. The charges will not apply to transactions made before this date, even if the criteria are met.

• End Date: This field indicates the expiry date after which the charges will no longer be applicable. Once this date is reached, the charges will be automatically deactivated, ensuring that they are not applied beyond the intended period. When selecting an end date, users should carefully consider all factors.

• Calculation Type: The "Calculation Type" dropdown allows users to select how the charge is calculated. It could be based on a fixed amount, a percentage, or other methods. Choosing the right calculation type ensures that charges are applied correctly. Users should understand how the charge should be calculated before making a selection. The system may provide guidelines for each calculation type.

• Percentage-Based: These charges are calculated as a percentage of the eligible value, adjusting dynamically based on the transaction amount.

  • If applied to Orders, the charges are a percentage of the total order amount.
  • If applied to Products, they are a percentage of the product price or total product cost.
  • If applied to Shipping Charges, they add a percentage of the shipping cost based on the order amount.

  Amount-Based: These charges apply a fixed monetary value, regardless of the total transaction value or quantity.

  • If used for Orders, a fixed amount is added to the total order amount.
  • For Products, a fixed amount is applied per product or across selected items.
  • When applied to Shipping Charges, a specific amount is added to the shipping fee based on the order total.

• Percentage/Amount: The "Percentage" and "Amount" fields allow users to define the charge value. If the charge is percentage-based, users enter a percentage. If it is a fixed amount, they enter the exact charge amount. These values determine how much customers will be charged. 

• Calculation Base: This field determines how the charges are computed, depending on the selection in the "Applies-To" field. If "Orders" is selected, the calculation is based on the total order amount. When "Products" is chosen, the charges are calculated based on product quantity, allowing volume-based charges. For "Shipping Charges," the charges are calculated based on the order amount, ensuring that shipping charges align with purchase values.

• Minimum Value & Maximum Value: The "Minimum Value" and "Maximum Value" fields set the lowest and highest charge limits. These fields ensure that charges do not go below or above a certain amount.

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• Accounting Code: The "Accounting Code" field is used for financial tracking and reporting. It helps businesses categorize charges correctly in accounting records. Users should enter the right accounting code to ensure proper bookkeeping. 

• Attributes: The "Attributes" section contains options to control charge behavior. The "Active" toggle determines whether the charge is currently in use. "Automatic Calculation" enables the system to apply the charge automatically based on set rules. "Test Record" is used for testing purposes without affecting actual transactions. Users can enable or disable these options as needed. These settings help manage how the charge is applied.

• Assign to Customers: The "Assign to Customers" section allows users to select who the charge applies to. Users can choose to apply the charge to all customers, specific customers, or customers with certain tags. Selecting the right option ensures that the charge is assigned correctly. If no selection is made, the charge may not apply to anyone. 

• Assign to States/Provinces: This field is applicable only when "Shipping Charges" is selected in the "Applies-To" field. It allows users to restrict the charges based on geographic regions, ensuring that shipping-related charges apply only to selected states or provinces. Users can choose to apply the charges across all locations, select specific states/provinces, or use tags to categorize regions. This configuration helps businesses manage regional pricing and control shipping costs based on location. Proper assignment prevents charges from being incorrectly applied to unintended regions, maintaining compliance with location-based pricing policies.

• Clicking "Save" confirms the charge details and applies the settings. Clicking "Cancel" discards any changes made and closes the form. Users should review all details before saving to avoid mistakes.