Defining Fees in Web

 

Sportsman allows you to define fees that can then be attached to activity questions or reservation questions; they can also be added as individual items into a sale and cash register buttons can be programmed for specific fees.  Fees are typically add-on items to activity, reservation or membership pricing.   The following are some examples of items you might charge a fee for:   team jersey, room cleaning, alcohol service, AV equipment, towel service, facility improvement, table and chair set up, camp registration cancellation, no-show or cancellation fees.   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 the Sportsman Desktop Application via File>Administration>Site Configuration on the ‘Internet’ tab.  

 

Fees can be associated with GL accounts or can be assigned a GL account at the point of sale. They can be taxable, and fee prices can be permitted to be edited or fixed.  For example, if you have a general ‘T-Shirt’ fee of $10 you may want to associate that fee with baseball or with basketball GL account at the time of the sale or you may want to always associate it with a merchandise GL account.  

 

There are 2 ways to add financial fees – we recommend you can add them under the Sportsman Define Tab so that they are available to be pulled into any new question being set up or you can establish them as you define a specific activity or reservation questions.    You can allow or not allow fees from your Sportsman Define Tab to be further customized for a specific use.   Note: Fees that are set up outside of the Define Tab (when defining a specific question for example) will not be available in the Define Financial Fees table to be reused.

 

Prerequisites:  You must have permissions for List Management and Financial List Management enabled by a Sportsman System Administrator.

 

This Document will cover:

ü Setting up New Financial Fees in the Define Tab

ü Editing Financial Fees

ü Reviewing Financial Fees

 

 

Setting up New Financial Fees in the Define Tab

 

To begin, navigate to Define > Financial > Fees

 

The Fees screen will show a list of any fees already defined and you can [Add], [Edit], [Delete], [Print] a list of existing fees, or filter by All, Active, or Inactive fees using controls at the bottom of the screen.

 

Click [Add] to set up a new fee, and you will see the Add Fee screen.

 

On the Add Fee screen you will complete information including the following as needed to define your fee:

Description: The name of the fee

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.

Enter Item Description at Point of Sale:  Checking this box would allow you to set up a generic fee that you further define at the point of sale.  

Price:  The amount of the fee

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

Select GL Account at Point of Sale:  Used 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.

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.

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 specific amount.

Inactive:  This selection makes the fee inactive, and can be clicked if the fee is no longer in use as an alternative to deleting the fee.

Once you have established your parameters you can click [OK] to save your fee.

 

Editing Financial Fees

From the Edit Fee screen you can edit any parameter you have set for a fee, or you can make it inactive.  Consider impacts to reporting before making changes in name, GL or prices of your fees.  At times you may want to inactivate an existing fee and set up a new fee with a similar name but differnent parameters instead.

 

Important: Consider your timing and any impacts when changing the price of Financial Fees in the Define Tab.  Financial fees that are attached to questions will adopt the default or otherwise established fee price from the Fee definition at the time the fee was attached to the question.  If the fee price is later changed in the Fee table, the new price will not apply to any question already defined, but will apply (if not overridden) to any new use of the fee – such as new questions that are created and prices that are added through the cash register fees button.   

 

 

Reviewing Fees

 

As mentioned above, you can print a list of all your Defined Fees by clicking the [Print] button at the bottom of the Fees screen under Define > Financial > Fees.

 

This may not be all fees, however, as it will not capture fees such as convenience fees.  Another resource is to review the Fees Charged Report which is accessed via Reporting > Financial > Fees Charged Report.  

 

This report can show you all fees you have been using over a period of time by selecting a date range, including <All> fees and selecting Summary for Period. 

 

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