Adding Fees in the Financial Table

 

We highly recommend that you add all fees via the financial table prior to creating any activity or facility registrations. This will simplify the process of defining new activities and facilities. Fees are typically add-on items to activity, reservation or membership pricing.  The following are some examples of fees:  team jersey, room cleaning, alcohol service, AV equipment, towel service, facility improvement, table and chair set up, camp registration cancellation just to name a few.  In addition, Sportsman can accommodate ‘convenience fees’ as a dollar amount or percentage of sale add-on to online registrations and reservations – those are built into the system and not needed to be set up in tables but are established in your Sportsman Site Configuration. If at any time you find yourself in need of additional support, please contact our Technical Consultants at support@peakinfo.com or 801-572-3570 x2.

Prerequisites:  You must have permissions to Define Activities for Registration, List Management and Financial List Management offered by a Sportsman System Administrator. 

This Document will go over:

ü  Adding Fees

ü  Editing Fees

Adding Fees

To begin, navigate to File>Maintain Tables>Financial>Fees

Click, [add] in the lower left corner of the pop-up box.

Next, complete the following information as needed to define your fee:

Description: The name of the fee

Enter Item Description at Point of Sale:  Checking this box would allow you to set up a generic $10 fee that you further define at the point of sale as a ‘T-shirt’. 

Abbreviation: This is a shorter code that will show in reporting and must be unique among ALL fees defined in Sportsman, those created inside tables and those created in activity or reservation questions. Sportsman will not allow fees with identical abbreviations to be created.

Price:  The price of the fee

Allow Editing of Price: This will allow your staff to change the price of the fee once it is is added to the cash register.

Taxable:  Select the tax rate that will apply to this fee if applicable

Force Tax To:   If the fee is Taxable you could force the tax to a certain minimum percentage.

Select GL Account at Point of Sale:  if you want to have a more general fee that can be assigned to a choice of GL acocunts depending on its use

Assign GL Account to Fee:  use the drop down selector to associate a pre-defined GL with this fee or click the [+] sign to add a new GL account. To learn how to add a GL accuont, see the Adding GL Accounts in the Finaical tables document.

Accept Partial Payment: allows the fee to be split with partial payments and allows for a Minimum Payment amount

Accept Partial on Internet:  allows the fee to be split with partial payments when patrons pay the fee online, this also allows for a Miniumim Payment amount

Accept Courtesy Credit Payments:  allows any courtesy credits on a patron’s account to be used to pay the fee

Inactive:  makes the fee inactive (for example if the fee is no longer used you would inactivate it rathr than deleting it.

Once you have added the necessary fields click [OK].

Editing Fees

To Edit current fee’s, navigate to File>Maintain Tables>Financial>Fees

Then locate and highlight the fee you wish to edit and click the [Edit] button.

This will allow you to edit everything but the abbreviation, if you need a different abbreviation you will need to add a new fee. You cannot delete a fee that already exists because it may have a transaction associated with it. If you do not wish to see the fee you can mark it as inactive, as stated in the Add fee section of this document.

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