If you have a convenience fee that is charged when Customers pay by credit card, it is charge automatically anytime a Customer pays (whether on the enroll form or the Customer Portal), or anytime auto-pay runs.
However, when an Admin user enters a manual payment for a Customer, they have to manually add this fee, calculating it based on how the fee was set up. If you have not yet set up a convenience fee, see this support article for assistance.
The main difference in how this fee is charged is that when Customers make a payment, the fee is added automatically. When an Admin makes a payment, however, the fee must be manually added to the invoice—whether it's a new or existing one.
There are two ways to add this fee to an invoice.
1- When Creating an Invoice
You can enter the convenience fee when you create an invoice. Click here for steps on how to create an invoice.
This happens in Step 3 - Set Up Transaction. When entering the Charge Items in this step, add the "Convenience Fee" Charge Item (or whatever you are calling this fee) along with any other Charge Items, such as "Class Fee," or whatever you are charging the customer.
Click "Post" to post the transaction.
2- Editing an Invoice
You can also add the convenience fee to an existing invoice. To do this, follow these steps:
Step 1 - Customer Billing Page
On the Customer's Billing page at the top, select "Manage" beside Current Invoices, Paid Invoices, or Future Invoices.
Step 2 - Edit Invoice
In the new window that opens, you will see a list of Invoices. Click on the "Edit" button beside the Invoice that the convenience fee needs to be added to.
Step 3 - Post Charge
Within the Invoice, click the plus button in the upper-right corner.
Select "Post Charge" at the top. Scroll down to "Set Up Charge." Here is where you will add the convenience fee Charge Item. Click "Post" to post the transaction.
