OTTO Sport Clients can opt in to utilize the Service Fee feature, which allows Clients to pass on an OTTO Sport Service Fee directly to their Members for all online transactions. The Service Fee replaces the Merchant Processing Fee that is currently charged directly to Clients, thus providing a “No Cost to Club” service option.
To activate the OTTO Sports Service Fee feature, email support@ottosport.ai
Once activated, the Service Fee will be automatically calculated for all online payments. NOTE: The Service Fee will NOT apply retroactively to previously scheduled installments.
When the Service Fee is turned on, Admins can create an optional custom message within Settings to explain what the Service Fee covers. (Suggested language to consider: The service fee applies to all secure online payments and covers the cost of the OTTO Sport registration system, including data privacy, security, and PCI compliance.)
The Service Fee will be listed as a separate line item on each order, so it is transparent to the cardholder at the time of payment:
Service Fees that have been previously paid can be refunded by the Client; however, OTTO Sport does not cover the cost of the refunded Service Fee. Because of this, the Client may wish to include a stipulation in the Service Fee Message and/or Refund Policy that Service Fees are non-refundable (optional).
MANUAL PAYMENTS: Admins can record payments on Credit card orders with previously calculated service fees; however, they can only record a payment in full with a credit card.
If you need to record a PARTIAL PAYMENT, click the Manage Unpaid Payments button to modify the payment amount due and create a new payment date and amount for any remaining balance due. Then you can process the payment for the adjusted balance. NOTE: The Service Fee will automatically recalculate and can not be adjusted by Admins:
If you need to record a CASH/CHECK PAYMENT, you must first click the blue “Convert to Cash” button.
NOTE: Even if an order has been converted to cash, a future payment can still be made by Site Admins and Household Admins via credit card. If a payment is made via Credit Card, the Service Fee will automatically be calculated based on the payment amount:
REPORTING: When the Service Fee feature is first turned on, there will likely be some orders with outstanding installments or balances. For all orders that were processed BEFORE the Service Fee feature was activated, Client is responsible for the merchant processing fees as stated in their Statement of Work. Service Fees will only be applied to NEW orders that are processed AFTER the feature has been turned on. As a result, during the transition, Client will see mixed deposits that contain payments with and without merchant processing fees.
See below for an explanation of how this information appears in your reports:
Deposit Summary Report
Deposit Amount: This is the amount that OTTO Sport transfers to your bank account, which is the Settled Amount less the Fee amount
Fees: This is the sum of any Merchant Processing Fees AND Service Fees collected by OTTO Sport (to see the breakdown, click the Accounting Codes Report link and/or the Settlement Date link to view the Deposit Detail report)
Gross Processed: This is the gross sum of all transactions, including the amount of the Service Fee paid by members
Refunds: The amount of any refunds that the Client processes
Chargebacks: The amount of any chargebacks that are initiated by members
Settled Amount: The settled amount is the net of Gross Processed less any Refunds, Chargebacks, and Adjustments
Adjustment: This column represents any manual adjustments that need to be made to the deposit amount. Any amount will rarely appear in this column.
Deposit Detail Report - The Deposit Detail report will show the line item detail of what makes up each deposit, including the individual Service Fees that were paid by members.
Accounting Codes Report - The Accounting Codes report will show the amount of any Merchant fees that were deducted from the Client’s deposit, as well as any Refunded Service Fees that the Client processed (Remember, OTTO Sport does not cover the cost of service fees that are refunded).
