Ordway Customers can pass Payment Gateway processing fees to their end user when paying by Credit Card or ACH bank debits. This feature is available for all Payment Gateways currently supported by Ordway. 

Overview

• Update Payment Gateway Settings: Enable charging customers an additional fee to pay by credit card setting and/or ACH debit card, and populate the fee amount or percentage. 
• Review Payment Fee Pass Through Exceptions: Record exceptions for applicable States and/or Countries.
• Enable Customer for Payment Processing Fee: Update Customers to apply processing fees. 
• Override Pass Through Fee Exceptions: Update Customers to override exceptions setup.
• Verify Chart of Accounts for Processing Fees: Ensure a Payment Processing Surcharges account is selected. 
• Payment Processing Fee Flow: See how this new flow works within Ordway. 
  • Receive Payment when Pass Payment Processing Fee is Enabled 
  • Receive Payment when Exception is Enabled at Gateway Level
  • Processing Fees in Manual Payments Run or Scheduled Payment Run
• Processing Fee On PayNow Page and Customer Portal

Update Payment Gateway Settings

Complete the following steps to update Payment Gateway settings. These steps must be repeated for each Payment Gateway you wish to enable for processing fee collection. 

Steps: 

1. Navigate to Menu > Setup > Payments > Payment Gateway. 
2. Click Manage for the desired Payment Gateway.
   
3. Fields appear under both Credit Card and ACH payment methods that allow Ordway users to capture Payments Processing fees charged by the Payment Gateway. Once checked for Credit Card and/or ACH, additional fields display: 
4. Add a Flat fee, Percentage or a combination of both. 

Note: Enabling the checkbox for Enable charging customers an additional fee presents an additional field called Pass Payment Processing Fee on the Customer Details page. This is explained in the Enable Customer for Payment Processing Fee section.

Review Payment Fee Pass Through Exceptions

Ordway provides the ability to designate State and Country exceptions from processing fee collection. Example: Billing Contact of a Customer in a specific Country or a State in the US where exceptions can be made for processing fee collection. 

In these cases, select the Country or State for the exception. Populating this section prevents applying any surcharges during payments processing. 

Steps: 

These settings appear in the Payment Gateway settings after selecting Enable charging customers an additional fee to pay by Credit Card. 

1. Select a Country from the list. Additional Countries can also be added. When the United States is selected, an additional drop-down menu displays to select individual States.
2. Save when finished.

Enable Customer for Payment Processing Fee

Once the Payment Gateway has been set up to charge a payment processing fee, gateway processing fees at customer level gets automatically enabled and users will need to manually uncheck pass through fees if they want to waive the fees for certain customers.

Within a Customer account, the following fields are displayed: 

• Pass Payment Processing fee
• Override Payment Fee Pass Through Exceptions

Pass Payment Processing fee: Click this checkbox to apply the payment processing fee surcharge to processed payments based on the values established at the Gateway level.

Example Customer Details page with Pass Payment Processing Fee enabled:

Override Payment Fee Pass Through Exceptions

When Override payment fee pass through exceptions is enabled, Ordway customers can also override the exceptions selected at the Gateway level. 

Example Customer Details page with the Override Payment Pass through fee exception enabled:

Example Payment Details page for the customer showing no processing fee surcharge:

Verify Chart of Accounts for Processing Fees

Ensure the Payment Processing Surcharges account has a GL account associated on the Finance setup page.

Steps: 

1. Menu > Setup > Finance > Default GL Accounts. 
2. Populate an account for the Payment Processing Surcharges account:
3. Save when finished. 

Payment Processing Fee Flow

Receive Payment when Pass Payment Processing Fee is Enabled 

Example: When we receive a manual Payment for an invoice (Invoice > Receive Payments) or create a new unapplied payment via Customer details Page > Payments tab > Add new Payment, customers are charged a Processing Fee Surcharge. The processing fee shown here is based on the calculation from the fee established at the Gateway level.

Note:  the pencil icon for Processing Fee Surcharge field to edit the fee amount.

Receive Payment when Exception is Enabled at Gateway Level

When an exception is passed in the form of a Country/State, the processing fee is not charged to the customer.

Example Payment Details page with NO Processing Fee Surcharge: 

Processing Fees in Manual Payments Run or Scheduled Payment Run

A new toggle called Apply payments processing surcharge fee appears on the Payment Run form which can be toggled ON or OFF. 

Note: This toggle is OFF by default. In order to capture payment fees during a Payment Run, users must enable this toggle during a Manual Payments Run.

Use Case Examples:

1. For certain customers, when payment processing fee is enabled for them at customer level. By turning the toggle off at Payment Run overrides applying the processing fees during the Payment Run.
2. A customer may have multiple invoices to be paid, but they don’t want the first invoice to be charged. The user can create a custom field at the invoice level which will determine the first invoice. Now the user has the ability to filter the first invoice and apply payments to the rest of the invoices.
3. Apply fees on invoices when the invoice value is greater than a certain amount. 

Example Payment Run page with Apply Payments Processing Fee Surcharge enabled:

Example Payment Run page with Apply Payments Processing Fee Surcharge enabled:

Processing Fee On PayNow Page and Customer Portal

External users will see an additional field called Processing Fee Surcharge. Payment Amount will now include the processing surcharge fee. This amount will be passed on to the Gateway and Payment success page will show an additional field called Total Amount including Processing fee Surcharge.

Example PayNow Portal with processing surcharge fee:

Example Payment Success page in PayNow Portal:

NOTES: 

1. A Processing Fee Surcharge field displays by default on the Create Payment Form. The field fees get applied only when the checkbox at the gateway level is enabled as mentioned in the Update Payment Gateway Settings above.

2. Apply payments processing surcharge fee displayed on Payments Run and on Scheduler pages is applicable ONLY when the Surcharge fee option is enabled at the Gateway Level.

3. The Processing Fee Surcharge field is editable. Ordway users can input a custom fee.

This custom fee amount is applicable only when the first two criteria below are met:

• • Payments Surcharge Fee is enabled at the Gateway level.
  • Payments Surcharge Fee is enabled at Customer Level. 
    OR
  • If a processing fee exception is added at the Gateway level, but is overridden at the Customer level by enabling the Override Payment Fee Pass through Exceptions.

4. The Fees displayed on the processed payment details page is the fees obtained by the Payment Gateway processor for the payment amount (applied or unapplied amount) + any payment processing surcharge fee applied.

Example Payment Details page reflecting processing fee: 

5. Refunds of processed Surcharge processing fees are not currently handled electronically. 

Reference

Stripe pricing article. https://stripe.com/pricing