Many dealers feel the financial impacts of not collecting surcharge processing costs related to payment processing. To combat the financial strains on the dealership, DX1 allows dealers to add a surcharge to any existing or new method of payment. Every dealer has their own governmental regulations and dealers should understand all the rules prior to turning on a payment surcharge.


A couple of notes about getting prepared to use the feature. 


If you are using a custom Major Unit BOS, you will need to reach out to the support team and have them update this form, otherwise, you can use the standard DX1 BOS.


You will also need to create all your mapping in your accounting program, otherwise, you will get pink entries for every surcharge payment you run.


In this document we will cover:

  1. Setting up the Method of Payment Surcharge Income Account
  2. Adding a surcharge to a Method of Payment
  3. Adding a Method of Payment surcharge to an invoice
  4. Reporting


Step-by-Step Instructions

  1. Setting up the Method of Payment surcharge income account
    1. Click your orange initials in the top right-hand of the Dx1 toolbar
    2. Click Dealership Settings
    3. Under Accounting Settings, click the General option
    4. You will see a drop-down option for "MOP Surcharge Income Account", simply set the account where you would like the income to go.    
  2. Adding a surcharge to a Method of Payment.
    1. NOTE: It is recommended that when using MOP surcharges you set up an additional MOP for situations where you may not want to apply a surcharge. 
    2. NOTE: When setting up a new Clover MOP Surcharge, do not forget to click the Clover radio button option in the set up screen.
    3. Stay in Dealership Settings and click the Method of Payment option
    4. If you are wanting to add a surcharge to an existing payment. find the Method of Payment and open it.
    5. If you are creating a new Method of Payment, click the +Add button
    6. Once the Method of Payment Details window opens, click the Surcharge to On
    7. Once the toggle is set to On, click into the % field and enter the desired percentage amount
    8. Click Save
    9. Perform an Application Reset for the surcharge to take effect
  3. Adding a Method of Payment surcharge to an invoice
    1. Parts Invoice
      1. After adding parts to a Parts invoice you will see the Total Invoice amount. In this example, the total invoice before applying a surcharge amount is $340.10, with no Payment Surcharge. Cash will be the default payment type.
      2. To apply a surcharge change the method of payment to the payment type with a fee. If you have a payment with a fee, it will show next to the payment name and description and it will also designate the % in parenthesis. My example is "Credit Card Surcharge (SC 3%)"
      3. After selecting the "Credit Card Surcharge (SC 3%)" you will now notice that there is a payment surcharge of $9.91 added to the Payment Surcharge info and the surcharge has now been added to the Total Invoice amount, which in my example is now $350.01.
      4. Now you can simply take your payment and complete your invoice. The surcharge amount will be clearly displayed on the customer invoice and you keep those valuable profits in the dealership.
    2. Service Invoice
      1. After adding all charges to a Service invoice you will see the Total Invoice amount. In this example, the total invoice before applying a surcharge amount is $116.25, with no Payment Surcharge. Cash will be the default payment type.
      2. To apply a surcharge change the method of payment to the payment type with a fee. If you have a payment with a fee, it will show next to the payment name and description and it will also designate the % in parenthesis. My example is "Credit Card Surcharge (SC 3%)"
      3. After selecting the "Credit Card Surcharge (SC 3%)" you will now notice that there is a payment surcharge of $3.49 added to the Payment Surcharge info and the surcharge has now been added to the Total Invoice amount, which in my example is now $119.74.
      4. Now you can simply take your payment and complete your invoice. The surcharge amount will be clearly displayed on the customer invoice and you keep those valuable profits in the dealership.
      5. To refund a payment where a surcharge has already been added you will follow a simple set of steps. The first step is to select the original MOP with the surcharge. The second step is to manually enter the original payment amount taken, as a negative amount. Lastly, click the payment button. The surcharge amount will be removed from the invoice.

    3. Major Unit Invoicing
      1. Adding a payment surcharge to a Major Unit deal is very similar to Parts and Service invoicing, with one major difference, where we show the payment surcharge, and that will be in the Fees section of the MU deal. Let's walk through the steps.
      2. After adding all charges to a Major Unit invoice you will see the Total Invoice amount. In this example, the total invoice before applying a surcharge amount is $11,019.59, with no Payment Surcharge. Cash will be the default payment type.
      3. After selecting the "Credit Card Surcharge (SC 3%)" you will now notice that there is a payment surcharge of $330.59 added to the Payment Surcharge info and the surcharge has now been added to the Total Invoice amount, which in my example is now $11,350.18.
      4. For the DX1 Bill of Sale, the payment surcharge amount will be added to "other fees".
      5. To refund a payment where a surcharge has already been added you will follow a simple set of steps. The first step is to select the original MOP with the surcharge. The second step is to manually enter the original payment amount taken, as a negative amount. Lastly, click the payment button. The surcharge amount will be removed from the invoice.
  4. Reporting
    1. To understand the reporting aspects of the Method of Payment Surcharges you can navigate to the reporting section of Accounting. You can find the "MOP Surcharge" report after "Cashier by Reconciliation by Department" in the report list.
    2. After clicking the report, you will need to set your parameters and click the preview button.
    4. Once your rates are generated you can expand invoices to see the individual invoice numbers associated with the payment surcharge. Additionally, you can expand the results for the payment amounts to see the breakdown of the totals and the department associated with the invoice

Support


For additional support or questions regarding functionality, you can contact our customer support team in a number of ways shown below. Again it is mandatory for dealers to get with their accounting and business departments to understand the rules and regulations for your local, state, and federal laws.