How to sell classic physical passes

How to sell classic physical passes

Overview


Communities often ask, "Can the patron pay the cost to print and mail passes?"

Answer: Yes. You (the community) can charge the patron a fee to print and mail passes.  There are 3 common setup options.    
  1. Closely Match: This option charges the patron AGS's fees, but rounds it up.
  2. Exact Match: This option charges the patron exactly AGS's fees. 
  3. Custom Amount
With all three (3) options, it is the community charging a fee to the member.  Not AGS charging the member directly.  To read more how this effects your account, payouts, and invoices, CLICK HERE .

What is Closely Match?

Printing fees are exactly AGS's fees.  Mailing & processing fees are combined and rounded to $6.00.  It makes the math easy to understand and not based on a percentage.  

For example, if there is a family of three (3), AGS's fees are:
  1. $3.75 for printing the passes ($1.25 per pass)
  2. $6.00 for mailing & proccing the passes
In this case, the "closely match" total will be $9.75  

What is Exact Match?

Fees the patron pays the community are the exact fees the community pays AGS.  

For example, if there is a family of three, AGS's fees are:
  1. $3.75 for printing the passes ($1.25 per pass)
  2. $4 for mailing the passes
  3. 4.9% + $1 per transaction for processing
In this case, the "Exact Match" total will total $9.20.  ($7.75 for printing and mailing passes plus $1.45 for processing)

What is Custom Amount?

You may set any fees you want.  $5 per pass, $10 per pass, $20 per household, etc.  

Here is how to customize your application

Closely Match
GO TO: CONSTANTS TAB
Step 1
Most communities already have a constant that names what a printed pass is called.  It is often called:  #PRINTED_PASS_NAME
Confirm or add the constant...
  1. Constant Name: PRINTED_PASS_NAME
  2. Value (don't forget the quotes): "Classic Pass"
  3. Description: Name the pass choice that triggers pass printing. The name must start with, "Classic", "Initial", "New", "Replacement", "Mail", "Card", or "Identification".
Note: We're also going to use two additional constant's already in your count.  No adjustments needed with the following two.  
  1. The constant that uses AGS's pass printing fee: #COM_PASS_FIX
  2. The constant that closely matches AGS's mailing and processing fee: #AGS_CLOSELY_MATCH_PRINT_AND_MAIL_FEES


GO TO: CALCULATIONS TAB
Step 2
Most communities already have a calculation that counts the number of printed passes.  It is often called:  {PassCount}
Confirm, add, or adjust the calculation...
  1. Result Name: {PassCount}
  2. Expression: Write a calculation determines how many passes will be printed. 
    1. If you are only printing passes for normal members, the expression is: countIfEq("patronPrintPass",str(#PRINTED_PASS_NAME))
    2. If you are pringing passes for normal and limited members, the expression is: countIfEq("patronPrintPass",str(#PRINTED_PASS_NAME))+countIfEq("limitedpatronPrintPass",str(#PRINTED_PASS_NAME))
Step 3
Most communities already have a calculation that determines the pass fee sub-total.  It is often called:  {PassPrintFeeSubTotal}
Add or adjust the calculation...
  1. Result Name: {PassPrintFeeSubTotal}
  2. Expression: {PassCount}*#COM_PASS_FIX  
Step 4
Most communities already have a calculation that determines the mailing fee sub-total.  If there are passes to mail, it will return the mailing fee plus a rounded up "Processing Fee".  It is often called:  {PassMailFeeSubTotal}
Add or adjust the calculation...
  1. Result Name: {PassMailFeeSubTotal}
  2. Expression: if({PassCount}>0,number(#AGS_CLOSELY_MATCH_PRINT_AND_MAIL_FEES),0)   
Step 5
Most communities already have a calculation that combines the printing and mailing fees.  It is often called:  {PassPrintMailFeeTotal}
Add or adjust the calculation...
  1. Result Name: {PassPrintMailFeeTotal}
  2. Expression: {PassPrintFeeSubTotal}+{PassMailFeeSubTotal}


Step 6
Most communities already have a TOTAL FEES calculation that includes Step 5's result.  It is often called:  {TotalFeesWithoutProcess}
Confirm, the Step 5 result is in the TOTAL FEES calculation.  Look for: {PassPrintMailFeeTotal}  



Step 7
Most communities already have a calculation that adds a processing fee.  The Closely Matching constant in step 1.2, includes the rounded up processing fee.  This step will disable the standard processing fee.  This way, you are not double charging your members a processing fee. 
This calculation is often called:  {ProcessingFeeTotal}
Edit the calculation...
  1. Result Name: {ProcessingFeeTotal}
  2. Change the expression to: if ( 0 , {ProcessingFeeValue} , 0 )

Note: If you don't wish to disable processing fees because you charge members a processing fee for something else, skip this step, follow the "Exact Match", or "Custom Amount" instructions instead.    

GO TO: FORM TAB
Step 8
Most communities already have a SELECT FIELD that governs printed passes. 
It is often called: patronPrintPass 
Adjust the field...
  1. Field Name: patronPrintPass 
  2. Add instructions: What type of pass are your requesting?  
  3. Field Label: Pass Request
  4. Required for Patron: Checked
  5. Modifiable after Submit: Checked
  6. Synchronized: Checked
  7. Initially Hidden
    1. Option A : If give your members a choices.  Unhide this field.
    2. Option B : If you don't give your members a choice.  i.e. Everybody gets a classic pass,   
      1. Select Classic Pass
      2. And hide.  
  8. Select Choices
    1. Classic Pass for must be one of the choices.  (the same name you created in step 1)

Note: Repeat step 8 in your  "Nanny Section" if needed.  

Step 9
Most communities already have a CALCRESULT FIELD that shows the pass fees. 
It is often called: ShowPassPrintMailFeeTotal1  
Unhide or confirm it is there.  
  1. Field Name: ShowPassPrintMailFeeTotal1
  2. Field Label: Pass Fees: $
  3. Calculation Result Name: PassPrintMailFeeTotal 
  4. Decimal Places: 2

Note: Copy & Repeat Step 9 in your payment section or as needed.  This step is not critical, it simply shows the fees for your members so they know what they are paying.    

GO TO: PREVIEW TAB
Step 10
Preview & Test your application using the preview tab.
  1. Complete the form


Exact Match
GO TO: CONSTANTS TAB
Step 1
Most communities already have a constant that names what a printed pass is called.  It is often called:  #PRINTED_PASS_NAME
Confirm or add the constant...
  1. Constant Name: PRINTED_PASS_NAME
  2. Value (don't forget the quotes): "Classic Pass"
  3. Description: Name the pass choice that triggers pass printing. The name must start with, "Classic", "Initial", "New", "Replacement", "Mail", "Card", or "Identification".
Note: We're also going to use two additional constant's already in your count.  No adjustments needed with the following two.  
  1. The constant that uses AGS's pass printing fee: #COM_PASS_FIX
  2. The constant that closely matches AGS's mailing and processing fee: #COM_MAIL_FIX


GO TO: CALCULATIONS TAB
Step 2
Most communities already have a calculation that counts the number of printed passes.  It is often called:  {PassCount}
Confirm, add, or adjust the calculation...
  1. Result Name: {PassCount}
  2. Expression: Write a calculation determines how many passes will be printed. 
    1. If you are only printing passes for normal members, the expression is: countIfEq("patronPrintPass",str(#PRINTED_PASS_NAME))
    2. If you are pringing passes for normal and limited members, the expression is: countIfEq("patronPrintPass",str(#PRINTED_PASS_NAME))+countIfEq("limitedpatronPrintPass",str(#PRINTED_PASS_NAME))
Step 3
Most communities already have a calculation that determines the pass fee sub-total.  It is often called:  {PassPrintFeeSubTotal}
Add or adjust the calculation...
  1. Result Name: {PassPrintFeeSubTotal}
  2. Expression: {PassCount}*#COM_PASS_FIX  
Step 4
Most communities already have a calculation that determines the mailing fee sub-total.  If there are passes to mail, it will return the mailing fee.  It is often called:  {PassMailFeeSubTotal}
Add or adjust the calculation...
  1. Result Name: {PassMailFeeSubTotal}
  2. Expression: if({PassCount}>0,number(#COM_MAIL_FIX),0)   
Step 5
Most communities already have a calculation that combines the printing and mailing fees.  It is often called:  {PassPrintMailFeeTotal}
Add or adjust the calculation...
  1. Result Name: {PassPrintMailFeeTotal}
  2. Expression: {PassPrintFeeSubTotal}+{PassMailFeeSubTotal}


Step 6
Most communities already have a TOTAL FEES calculation that includes Step 5's result.  It is often called:  {TotalFeesWithoutProcess}
Confirm, the Step 5 result is in the TOTAL FEES calculation.  Look for: {PassPrintMailFeeTotal}  



Step 7A & 7B & 7C
Most communities already have a three calculations that...
  1. Determine the processing fee's value.  This is the calculation that matches AGS's processing fee.
  2. Determine if the processing fee should be accessed.  In this case (exact matching), the fee is always accessed.     
  3. Adds the processing fee to the TOTAL.
Confirm the following calculations (copy & paste if needed)...
Step 7A
  1. Result Name: {ProcessingFeeValue}
  2. Expression: if({TotalFeesWithoutProcess}>0,(({TotalFeesWithoutProcess}+#COM_PAYPROC_FIX)/(#COM_PAYPROC_FIX-#COM_PAYPROC_MUL))-{TotalFeesWithoutProcess},0)
Step 7B
  1. Result Name: {ProcessingFeeTotal}
  2. Expression: if ( 1 , {ProcessingFeeValue} , 0 )
Step 7C
  1. Result Name: {GrandTotalFeesIncProcess}
  2. Expression: {TotalFeesWithoutProcess}+{ProcessingFeeTotal}


GO TO: FORM TAB
Step 8
Most communities already have a SELECT FIELD that governs printed passes. 
It is often called: patronPrintPass 
Adjust the field...
  1. Field Name: patronPrintPass 
  2. Add instructions: What type of pass are your requesting?  
  3. Field Label: Pass Request
  4. Required for Patron: Checked
  5. Modifiable after Submit: Checked
  6. Synchronized: Checked
  7. Initially Hidden
    1. Option A : If give your members a choices.  Unhide this field.
    2. Option B : If you don't give your members a choice.  i.e. Everybody gets a classic pass,   
      1. Select Classic Pass
      2. And hide.  
  8. Select Choices
    1. Classic Pass for must be one of the choices.  (the same name you created in step 1)

Note: Repeat step 8 in your  "Nanny Section" if needed.  

Step 9A & 9B
Most communities already have a CALCRESULT FIELD that shows the pass fees and processing fees. 
Unhide or confirm they are there. 
9A 
    1. Field Name: ShowPassPrintMailFeeTotal1
    2. Field Label: Pass Fees: $
    3. Calculation Result Name: PassPrintMailFeeTotal 
    4. Decimal Places: 2
     
    9B
    1. Field Name: DisplayProcessingFeeTotal
    2. Field Label: Processing Fee: $
    3. Calculation Result Name: ProcessingFeeTotal
    4. Decimal Places: 2

    Note: Copy & Repeat Step 9 as needed.  This is not critical, it simply shows the fees for your members so they know what they are paying.    

    GO TO: PREVIEW TAB
    Step 10
    Preview & Test your application using the preview tab.
    1. Complete the form


    Custom Ammount
    For this example, we are going to create the the following custom fees.  
    1. Pass Fee: $5
    2. Mailing Fee: $0
    3. Processing Fee: None (see step 9)
    GO TO: CONSTANTS TAB
    Step 1
    Most communities already have a constant that names what a printed pass is called.  It is often called:  #PRINTED_PASS_NAME
    Confirm or add the constant...
    1. Constant Name: PRINTED_PASS_NAME
    2. Value (don't forget the quotes): "Classic Pass"
    3. Description: Name the pass choice that triggers pass printing. The name must start with, "Classic", "Initial", "New", "Replacement", "Mail", "Card", or "Identification".
    Step 2
    Create a 2nd constant for your custom pass fee.  Add the constant...
    1. Constant Name: PASS_PRINTING_FEE
    2. Value: 5
    3. Description: Enter the cost of a printed pass.
    Step 3
    Create a 3rd constant for your custom mailing fee.  Add the constant...
    1. Constant Name: PASS_MAILING_FEE
    2. Value: 0
    3. Description: Enter the cost if a set of passes will be mailed.


    GO TO: CALCULATIONS TAB
    Step 4
    Most communities already have a calculation that counts the number of printed passes.  It is often called:  {PassCount}
    Confirm, add , or adjust the calculation...
    1. Result Name: {PassCount}
    2. Expression: Write a calculation determines how many passes will be printed. 
      1. If you are only printing passes for normal members, the expression is: countIfEq("patronPrintPass",str(#PRINTED_PASS_NAME))
      2. If you are pringing passes for normal and limited members, the expression is: countIfEq("patronPrintPass",str(#PRINTED_PASS_NAME))+countIfEq("limitedpatronPrintPass",str(#PRINTED_PASS_NAME))
    Step 5
    Most communities already have a calculation that determines the pass fee sub-total.  It is often called:  {PassPrintFeeSubTotal}
    Adjust the calculation...
    1. Result Name: {PassPrintFeeSubTotal}
    2. Expression: {PassCount}*#PASS_PRINTING_FEE  
    Step 6
    Most communities already have a calculation that determines the mailing fee sub-total.  If there are passes to mail, it will return the mailing fee plus a rounded up "Processing Fee".  It is often called:  {PassMailFeeSubTotal}
    Add or adjust the calculation...
    1. Result Name: {PassMailFeeSubTotal}
    2. Expression: if({PassCount}>0,number(#PASS_MAILING_FEE),0)   
    Step 7
    Most communities already have a calculation that combines the printing and mailing fees.  It is often called:  {PassPrintMailFeeTotal}
    Add or adjust the calculation...
    1. Result Name: {PassPrintMailFeeTotal}
    2. Expression: {PassPrintFeeSubTotal}+{PassMailFeeSubTotal}


    Step 8
    Most communities already have a TOTAL FEES calculation that includes Step 7's result.  It is often called:  {TotalFeesWithoutProcess}
    Confirm, the Step 7 result is in the TOTAL FEES calculation.  Look for: {PassPrintMailFeeTotal}  



    Step 9 (optional)
    Most communities already have a calculation that adds a processing fee.  This step will disable the standard processing fee.  If you don't wish to disable processing fees because you charge members a processing fee for something else, skip this step. 
    This calculation is often called:  {ProcessingFeeTotal}
    Edit the calculation...
    1. Result Name: {ProcessingFeeTotal}
    2. Change the expression to: if ( 0 , {ProcessingFeeValue} , 0 )


    GO TO: FORM TAB
    Step 8
    Most communities already have a SELECT FIELD that governs printed passes. 
    It is often called: patronPrintPass 
    Adjust the field...
    1. Field Name: patronPrintPass 
    2. Add instructions: What type of pass are your requesting?  
    3. Field Label: Pass Request
    4. Required for Patron: Checked
    5. Modifiable after Submit: Checked
    6. Synchronized: Checked
    7. Initially Hidden
      1. Option A : If give your members a choices.  Unhide this field.
      2. Option B : If you don't give your members a choice.  i.e. Everybody gets a classic pass,
        1. Select Classic Pass
        2. And hide.  
    8. Select Choices
      1. Classic Pass for must be one of the choices.  (the same name you created in step 1)

    Note: Repeat step 8 in your  "Nanny Section" if needed.  

    Step 9
    Most communities already have a CALCRESULT FIELD that shows the pass fees. 
    It is often called: ShowPassPrintMailFeeTotal1  
    Unhide or confirm it is there.  
    1. Field Name: ShowPassPrintMailFeeTotal1
    2. Field Label: Pass Fees: $
    3. Calculation Result Name: PassPrintMailFeeTotal 
    4. Decimal Places: 2

    Note: Copy & Repeat Step 9 in your payment section or as needed.  This step is not critical, it simply shows the fees for your members so they know what they are paying.    

    GO TO: PREVIEW TAB
    Step 10
    Preview & Test your application using the preview tab.
    1. Complete the form