EQD: Client-Level Convenience Fee Setup

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Purpose: This process allows you to charge a convenience fee for a specific client only, rather than applying it globally to all clients.

Step 1: A/R Configuration Set Up

1. 1. Navigate to: AR → AR File Maintenance → AR Configuration.

2. In the Fee Name field, enter: Convenience Fee  .

• Note: Avoid using “Surcharge,” as it is not recommended.

3. In the Product Group field, right-click → Display Scan to locate the correct convenience fee code.
   • If no code exists, add a new one.
4. Check both boxes:
   • Charge Fees to Client
   • Charge Fees Are Taxable
5. Leave all other fields at 0.

Step 2- Click **Configure Pay By Link** at the bottom of the AR Configuration screen.

2. - For Invoice Number Generation for AR Convenience Fee, select:

• Drop-down options: Add Character   or Assign New Number  .
• Important: Click the question mark (?) next to this field. It provides a full explanation of what this feature does and how invoice numbers will be generated for convenience fees.
• Click Save once configuration is complete

Step 3: Set Convenience Fee at the Client Level

3. - Navigate to the specific client in Client Maintenance.

• Go to the Pay tab.
• At the very bottom, find Convenience Fee under the Credit Card section.
• Use the drop-down → select Custom Fee.
• Enter the percentage you want to charge for this client’s convenience fee.
  • Example: 3%  

Step 4: Adding Convenience Fee to an Invoice

4. - Open any invoice → Edit → Summary.

• Check the box: Use Credit Card.
• In the dialogue box:
  • Select Use Card → assign the credit card saved at the client level.
• Click Save.

5. - A message will appear: “An add-on charge was created for the convenience fee” → click OK.

6. - The convenience fee will now display:

• Under Selling Cost
• Under Invoice Add-On tab

Step 5: Adding Convenience Fee to via PayByLink

7. - Uncheck Credit Card in Summary.

• Check Include DBPay Link on Invoice.
  • Note: Unchecking the credit card box removes the fee.

8. Send invoice to the client.

• The client receives the invoice link including the convenience fee.

9. - When the client clicks the link:

• The total charged will include the original invoice amount + the convenience fee.
• Import the payment.
• Check the log → it will indicate that an AR invoice was created.
  • Example: Original invoice 5747   → convenience fee invoice 5747F  .

10. Navigate to Receipts Editing → open the transaction.

• Both invoices will display at the top in bold:
  • 5747   (original invoice)
  • 5747F   (convenience fee)

Alert: Note: Enter Convenience Fee for All Clients (Global Level)

11. If you choose to charge the convenience fee at the global level (for all clients):

1. Go to AR → AR File Maintenance → AR Configuration.
2. Enter the convenience fee there.
3. This will automatically apply the fee to all customers.