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Fee Management

Overview

Fee Management allows you to create and manage additional charges that are automatically added to customer orders. These fees can represent various types of extra costs such as service charges, handling fees, administrative fees, packaging costs, or any other supplementary charges your business needs to apply.

Purpose

  • Automatic Order Charges: Add predefined fees to orders automatically
  • Revenue Management: Track additional revenue streams separately
  • Transparent Pricing: Display all fees clearly on invoices and order details
  • Flexible Configuration: Enable or disable fees as needed
  • Standardized Charges: Maintain consistent fees across all orders

Accessing Fee Management

Navigate to: System Settings > Fee Management from the sidebar

List View

Fee Management List

The list displays all configured fees with their amounts and current status.

Table Columns

Fee Name

  • Shows: Descriptive name of the fee
  • Format: Text (up to 250 characters)
  • Translatable: Yes - can be different in each language
  • Purpose: This name appears on customer invoices and order details
  • Searchable: Yes
  • Sortable: Yes
  • Examples:
  • "Service Charge"
  • "Handling Fee"
  • "Packaging Fee"
  • "Administrative Fee"
  • "Processing Fee"

Amount

  • Shows: Fixed fee amount to be added to orders
  • Format: Numeric with 2 decimal places
  • Purpose: The exact amount charged to customers
  • Sortable: Yes
  • Display: Shows with decimal precision (e.g., 5.00, 10.50, 2.99)
  • Currency: Uses store's default currency

Enabled

  • Shows: Whether the fee is currently active
  • Format: Icon indicator
  • ✓ Green check circle = Enabled (fee will be applied)
  • ✗ Red X circle = Disabled (fee will not be applied)
  • Interactive: Click to toggle enabled/disabled status
  • Quick Toggle: Immediate update with confirmation notification
  • Tooltip: Hover to see current status and toggle action
  • Impact: Only enabled fees are automatically added to new orders

Created At

  • Shows: When the fee was created
  • Format: Date and time
  • Sortable: Yes
  • Visibility: Hidden by default (toggle via column selector)

Updated At

  • Shows: Last modification date and time
  • Format: Date and time
  • Sortable: Yes
  • Visibility: Hidden by default (toggle via column selector)

Search Functionality

Use the search box to find fees by name. The search is case-insensitive and searches within the fee name field.

Filters

Status Filter

Filter fees by their enabled/disabled status:

  • All fees: Show both enabled and disabled fees (default)
  • Enabled: Show only active fees currently being applied to orders
  • Disabled: Show only inactive fees not being applied to orders

Use Cases:

  • Review only active fees
  • Find disabled fees that might need to be re-enabled
  • Audit fee configuration

Row Actions

Edit

  • Function: Opens edit form to modify fee details
  • Available: For all fees
  • Can Modify:
  • Fee Name (in multiple languages)
  • Amount
  • Enabled status
  • Impact: Changes take effect immediately for new orders (existing orders not affected)

Delete

  • Function: Permanently removes the fee
  • Warning: Shows confirmation dialog
  • Impact:
  • Fee will no longer be applied to any new orders
  • Existing orders with this fee remain unchanged
  • Cannot be undone
  • Use Case: Remove obsolete or discontinued fees

Important: Deleting a fee does not affect historical orders. Previously applied fees remain in order records for accounting purposes.

Bulk Actions

Select multiple fees using checkboxes to perform bulk operations:

Enable

  • Function: Enables all selected fees at once
  • Use Case: Activate multiple seasonal or special fees simultaneously
  • Notification: Confirmation message showing how many fees were enabled

Disable

  • Function: Disables all selected fees at once
  • Use Case: Temporarily suspend multiple fees (e.g., during promotions)
  • Notification: Confirmation message showing how many fees were disabled

Delete

  • Function: Permanently removes all selected fees
  • Warning: Requires confirmation
  • Use Case: Clean up multiple obsolete fees at once

Export

  • Function: Export fee data to Excel/CSV
  • Exported Data: All visible columns
  • Use Cases:
  • Backup fee configuration
  • Financial reporting
  • Analysis of fee structure

Creating Fees

Create Fee

Click the "New Fee" button in the top-right corner to create a new fee.

Form Fields

Fee Name Required

  • Type: Text input
  • Purpose: Descriptive name that customers will see
  • Validation:
  • Required
  • Maximum 250 characters
  • Translatable: Yes - use the Locale dropdown to add names in different languages
  • Helper Text: "This name will appear on invoices and order details"
  • Visibility: Displayed to customers on:
  • Cart summary
  • Checkout page
  • Order confirmation
  • Invoices
  • Order details

Best Practices:

  • Use clear, customer-friendly language
  • Be specific about what the fee covers
  • Keep it concise
  • Match industry terminology

Examples:

Good fee names:

  • "Service Charge"
  • "Handling & Packaging Fee"
  • "Delivery Insurance"
  • "Express Processing Fee"
  • "Gift Wrapping Service"

Poor fee names (avoid):

  • "Fee" (too vague)
  • "Misc Charge" (unclear)
  • "Extra" (unprofessional)

Amount Required

  • Type: Numeric input
  • Purpose: Fixed amount to be added to each order
  • Validation:
  • Required
  • Must be numeric
  • Minimum value: 0
  • Decimal precision: 2 places (e.g., 0.01 step)
  • Default: 0.00
  • Helper Text: "Fixed amount to be added to orders"
  • Currency: Uses your store's default currency

Examples:

  • 5.00 (for a $5 service charge)
  • 2.50 (for a $2.50 handling fee)
  • 10.99 (for a $10.99 processing fee)

Important Notes:

  • This is a fixed amount, not a percentage
  • The same amount applies to all orders (regardless of order total)
  • For percentage-based fees, you would need custom development
  • Amount is added to the order subtotal before tax calculation

Enabled Required

  • Type: Toggle switch (On/Off)
  • Default: On (enabled)
  • Purpose: Control whether this fee is currently active
  • Helper Text: "Only enabled fees will be applied to new orders"
  • When Enabled (On):
  • Fee is automatically added to all new orders
  • Appears in cart, checkout, and invoices
  • Included in order total calculations
  • When Disabled (Off):
  • Fee is not added to any new orders
  • Existing orders retain the fee if it was already applied
  • Fee remains in system for future use

Use Cases for Disabling:

  • Seasonal fees (disable off-season)
  • Temporary promotions (waive fees during sale periods)
  • Testing fee configurations
  • Regulatory changes (disable until updated)

Create Actions

Create

  • Function: Saves the fee and returns to list view
  • Validation: All required fields must be filled
  • Impact: Fee becomes immediately available (if enabled)
  • New Orders: Will include this fee if enabled

Create & Create Another

  • Function: Saves the fee and opens a blank form
  • Use Case: When adding multiple fees in sequence
  • Efficiency: Avoids returning to list view between creations

Cancel

  • Function: Discards changes and returns to list view
  • Warning: No confirmation - changes are lost immediately

How Fees Work

Automatic Application

When a fee is enabled:

  1. Cart Stage: Fee is added to cart total automatically
  2. Checkout: Fee appears as a separate line item
  3. Order Creation: Fee is recorded with the order
  4. Invoice: Fee is listed clearly for transparency

Fee Calculation Order

Fees are typically added to orders in this sequence:

  1. Product subtotal (sum of all items)
  2. Fees added here (all enabled fees)
  3. Shipping/delivery charges
  4. Taxes calculated on grand total
  5. Final order total

Example Order Breakdown:

Products Subtotal:     $100.00
Service Charge:        $  5.00
Handling Fee:          $  2.50
----------------------------------
Subtotal + Fees:       $107.50
Shipping:              $ 10.00
----------------------------------
Subtotal before tax:   $117.50
Tax (10%):             $ 11.75
----------------------------------
Grand Total:           $129.25

Multiple Fees

You can have multiple fees active simultaneously:

  • All enabled fees are added to every order
  • Each fee appears as a separate line item
  • Fees are summed together in the order total

Example with Multiple Fees:

  • Service Charge: $5.00
  • Handling Fee: $2.50
  • Processing Fee: $1.00
  • Total Fees: $8.50 added to every order