Package fees

Package fees are charges that have been set up in the system and then are attached to specific packages.

Note that a package may have multiple charges (including discounts) attached.

Packages sold using auto renewal will use the default prefilled fee for the customer. Therefore all packages should be configured to have a valid prefill fee to ensure the correct price is charged during auto renewal.

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Scholarship / Financial Aid

Tax Information

Charge - Prefill

Age Qualification

Alternate Key Qualification

General Qualifiers

Dates

Scheduled Fee Charge

Prerequisite Components

Prior to entering the package fees, the following data points must be configured:

Charges

Packages

GL Accounts

Where are they found?

Select the Administration tab.
Select the following menu links: Membership Settings > Packages.
Search for and select the desired package.
Select the Change Package Fees link.

How are they added or modified?

To add

From the Package Fees page, clicking on the Add New button displays the Change Package Fee Detail page, allowing you to create a new record.

To modify

From the Package Fees page, clicking a fee Description displays the Change Package Fee Detail page with the following fees defined below, allowing you to make any necessary changes and Save or Delete the record at the bottom of the page:

Name of Field	Type	Description
Primary Charge
Charge Name	Dropdown list	The description of the charge to attach to this package, as selected from a predefined list. Required.
General Information
Charge Name	Text	The name of the charge as will be selected when adding charges to membership packages. Required.
Charge Type	Dropdown list	The type of the charge. The options are: Fee - This fee will be charged to the customer. Discount - Indicates this is a discount that can be applied to fees.
Fee Order	Numeric	The rank defining where this fee will appear in the list of charges. In cases where multiple fees apply to a package, agencies often wish to have the most commonly used fee appear first in the list. Required, and must be greater than zero.
Allow Override	Dropdown list	The option to permit a user to change the amount of this fee at the time of sale, and whether or not this is based on their login permissions. Required.
Customer Type	Dropdown list	Customer type under which the customer is classified, as selected from a predefined list. This determines the charges applied for facility reservations, as set in the Charge Matrix. The default customer type can be set at System Settings > General.
Description	Text	Description of the charge. Clicking the 'down facing' black arrow will increase the size of the text box. Clicking the 'up facing arrow' will decrease the size of the text box.
Primary Fee	Checkbox	Option to denote this fee as a primary fee. The primary fee is the standard fee for the package. This is the fee that will be displayed on the public side as the standard fee.
Allow pro-rating during refunds as of ________	Date	Option to allow prorating of the refund amount, effective on the date entered here. For example: only half of the fee may be refunded if 6 months of an annual membership had already passed.
Allow pro-rating during enrollments/sales as of ________	Date	Allow prorating of the charge during sale of the package, effective on the date entered here. For example: only half of the fee may be charged if 6 months of an annual membership had already passed.
Fee Information
G/L Account		The general ledger account to which the revenue from this fee will go, as selected from a predefined list. If a default G/L account was selected when creating the charge record, this field will be pre-filled with that account but it can be changed as necessary. If the charge is a discount, this identifies the G/L account from which the charge comes. Required (unless charge is a discount).
Fee Amount	Numeric	Enter the amount of this fee. If a default amount was entered when creating the charge record, this field will default to that amount but it can be changed as necessary. Note that this is an optional field, therefore the fee can be zero dollar value if desired for tracking purposes.
Per Use Fee?	Checkbox	Option to denote that the Fee Amount is the charge for each use of the membership pass. Applicable to punch type passes, where the total charge depends on the number of uses (for example: 10-punch or 20-punch passes).
Discountable?	Checkbox	Option to determine if discounts may be applied to this fee.
Per Pass Fee?	Checkbox	Option to denote that the Fee Amount is the charge for each pass card of the membership package. For example: a standard fee is charged for an annual membership pass, regardless of how many times the customer uses it. The same fee is charged if another pass is printed for another family member.
Only apply to renewal?	Checkbox	Option to denote that this fee may only be applied to membership renewals.
Only apply to suspended cycle of auto-renewal?	Checkbox	If you only want to charge this fee when this membership package is auto-renewed and is suspended for the corresponding renewal period, select this option. This option is only available if this membership package is renewable and uses a time period.
Fee Splits You can split an membership package fee into up to eight GL accounts.
G/L account	Dropdown list	The general ledger account to which the revenue from this fee will go, as selected from a predefined list.
Percentage	Numeric	The percentage for each fee split
Discount Information
G/L Account	Dropdown list	The general ledger account to which the revenue from this fee will go, as selected from a predefined list. If a default G/L account was selected when creating the charge record, this field will be pre-filled with that account but it can be changed as necessary. If the charge is a discount, this identifies the G/L account from which the charge comes. Required (unless charge is a discount).
Discount Type	Numeric	Select whether the discount will be a fixed amount or percentage discount.
Discount Percent	Numeric	The discount percentage. Note: If the discount is a fixed amount discount the amount will be entered in the Fixed Amount field.
Fixed Amount	Numeric	If the discount is a fixed amount, the number will automatically be entered in this field.
Apply to purchase of __ time periods or more	Numeric	Option to apply the discount only for purchases of the specified time period or more. For example: the discount may apply if 3 months or more of a monthly pass is purchased. If left blank, the discount is applied regardless of time period purchased.
Only apply to renewal?	Checkbox	Option to denote that this discount may only be applied to membership renewals.
Scholarship / Financial Aid
G/L Account	Dropdown list	The general ledger account to which the revenue from this fee will go, as selected from a predefined list. If a default G/L account was selected when creating the charge record, this field will be pre-filled with that account but it can be changed as necessary. If the charge is a discount, this identifies the G/L account from which the charge comes. Required (unless charge is a discount).
Type of Scholarship / Financial Aid	Numeric	Select whether the discount will be a fixed amount or percentage discount.
Percentage	Numeric	The discount percentage. If the discount is a fixed amount, the number will automatically be entered in this field.
Default Amount	Numeric	Enter the amount of this fee. If a default amount was entered when creating the charge record, this field will default to that amount but it can be changed as necessary. Note that this is an optional field, therefore the fee can be zero dollar value if desired for tracking purposes.
Apply to purchase of __ time periods or more	Numeric	Option to apply the discount only for purchases of the specified time period or more. For example: the discount may apply if 3 months or more of a monthly pass is purchased. If left blank, the discount is applied regardless of time period purchased.
Only apply to renewal?	Checkbox	Option to denote that this discount may only be applied to membership renewals.
Tax Information
Taxable by?	Checkboxes	Option to specify which taxes (as defined in the site record) are applicable to be charged for this package.
Charge - Prefill
Prefill Condition	Dropdown list	Select the prerequisite condition under which the fee is automatically charged. For example, this could be based on customer types, or whether the transaction involving the package fee is done on the public site Note: For package fees automatically applied to Members, you can specify the particular packages and/or package categories the package fee applies to.
Age Qualification
Minimum Age	Numeric	Minimum age of customer (in years) required to qualify for the fee.
Maximum Age	Numeric	Maximum age of customer (in years) required to qualify for the fee.
Alternate Key Qualification
Alternate Key Type	Hyperlink	Only the customers with this alternate key type are qualified for the package fee. Click the underlined Alternate Key Type link to pop-up the Alternate Key Type List window. Select one or more items to the Alternate Key Type list box or click the Add All Selected button for batch selection. Click the Done button to finish the selection. Click the Remove button to remove the selected items in the list box. You can go to the Alternate Key Type page to learn more about the alternate key types.
Alternate Key Status	Hyperlink	Only the customers with this alternate key status are qualified for the package fee. Click the underlined Alternate Key Status link to pop-up the Alternate Key Status List window. Select one or more items to the Alternate Key Status list box or click the Add All Selected button for batch selection. Click the Done button to finish the selection. Click the Remove button to remove the selected items in the list box. You can go to the Alternate Key Status page to learn more about the alternate key status.
Note: If multiple alternate key types and alternate key statuses are specified, customers who match at least one of the conditions will qualify for the charge.
General Qualifiers
Minimum Passes to Qualify	Numeric	Minimum number of passes to purchase to qualify for the fee. For example, a minimum of 3 passes has to be purchased to qualify for the fee. Purchases of less than 3 passes will be charged a different fee.
Maximum Passes to Qualify	Numeric	Maximum number of passes to purchase to qualify for the fee. For example, a maximum of 5 passes can be purchased to qualify for the fee. Purchases of more than 5 passes will be charged a different fee.
Minimum Uses to Qualify	Numeric	Minimum number of uses to purchase to qualify for the fee. Applicable to punch type passes. For example, a minimum of 10 uses (for example: 10-punch pass) has to be purchased to qualify for the fee. Purchases of less than 10 uses will be charged a different fee. Note: This field is only available if the Per Use Fee option is selected above.
Maximum Uses to Qualify	Numeric	Maximum number of uses to purchase to qualify for the fee. Applicable to punch type passes. For example, a maximum of 20 uses (for example: 20-punch pass) can be purchased to qualify for the fee. Purchases of greater than 20 uses will be charged a different fee. Note: This field is only available if the Per Use Fee option is selected above.
Dates
Activation Date	Date	Start date when the fee will be applied, entered in month, day, year format or by clicking the icon and selecting a date from the pop-up calendar.
Expiration Date	Date	Last date when the fee can be applied, entered in month, day, year format or by clicking the icon and selecting a date from the pop-up calendar.
Scheduled Fee Change
Effective Date	Date	Start date when the new fee amount will be applied, entered in month, day, year format or by clicking the icon and selecting a date from the pop-up calendar.
Charge Amount	Numeric	New amount of the fee that is scheduled to replace the current fee.