How processing fees work

How processing fees work

Client's often ask, "Can the member pay the processing fee?"   

Answer: You (the Community) can add a line item to your applicaton that will charge the same value as AGS's processing fee.  

In this support article, we'll...
  1. Explain how AGS's processing fee works.
    1. Show how to add a processing fee.
    2. Show how to add a processing fee that matches AGS's processing fee value.
    3. Show how to add a payment choice that adds a processing fee.  i.e. The member pays the fee only if they pay via credit card.
    4. Show how to disable a processing fee.    

 How the AGS Payment Processing Fee works

The processing fee is calculated based on the total money collected from the applicant.  

In this example, $106.20 is what the applicant pays. $106.20 is used to calculate the value of AGS's fee to the community.  

How does this series of transactions get recorded in the community's account portal?
Line Item #1) $106.20 is credited to the community. 
Line Item #2) $6.20 fee is accessed to the community. $106.20 * 4.9% +$1 = $6.20.

Note: $100.00 is not credited to the community.  There are two separate line items in your account.  $106.20 is credited to the community, THEN a $6.20 fee is accessed.  The net result is $100.00.     
  1. There is sometimes a miss-conception that AGS charges the member $6.20 directly.  This is never the case.  From the member's POV there is only one single transaction, the full $106.20.  Not 1 for $100 and a 2nd for $6.20.  
  2. There is sometimes a miss-conception that AGS charges its processing fee based on $100.  This is not the case.  AGS's processing fee is aways based on the total money collected.   $100 is not the total money collected.  $106.20 is the total money collected.  $106.20 is used to calculate AGS's processing fee.
  3. There is sometimes a miss-conception that AGS charges the same % to the member as the community.  In this example, this is not the case.  AGS never charges the member directly.  In this example, the community is charging a fee to the member with the same value as AGS's fee.   The % the community charges the member is different than the % AGS charges the community.  It is the value that is the same, not the percentage.  

What is AGS's Processing Fee?

AGS's processing fee varies per client.  You may qualify for a discounted rate.  CLICK HERE to learn how to view your exact rate.  

 HOW TO

How to add a Processing Fee

Calculations Tab

Pre-Step
Find the calculation that totals the fees prior to payment processing.  Your form should already have this calculation.    
Most communities, this calculation is called: {TotalFeesWithoutProcess}  


Step 1
Confirm or create a calculation to determine the value of the processing fee.
  1. Result Name: {ProcessingFeeValue}
  2. Expression: The formula can be anything you wish.  4.9% + $1, 10%, 2.9% + $0.30, a flat fee of $5.00, or something complex.  We recommend nesting the calculation into an if statement.  If there are fees, there is a processing fees, if not, there is no processing fee.  This will remove an unwanted processing fee if there are no fees. 
    1. A flat fee of $5: if( {TotalFeesWithoutProcess}>0 , 5 , 0 )
    2. A straight 10% fee: if( {TotalFeesWithoutProcess}>0 , {TotalFeesWithoutProcess}*0.1 , 0 )
    3. A 2.9%+$0.30 fee: if({TotalFeesWithoutProcess}>0, ({TotalFeesWithoutProcess}*0.029)+1  ,0)
    4. A fee that matches AGS's processing fee: if({TotalFeesWithoutProcess}>0,(({TotalFeesWithoutProcess}+#COM_PAYPROC_FIX)/(#COM_PAYPROC_FIX-#COM_PAYPROC_MUL))-{TotalFeesWithoutProcess},0)
 

Step 2 
Create or confirm a calculation to determine IF you should apply the processing fee.
  1. Result Name: {ProcessingFeeTotal}
  2. Expression: If the expression returns TRUE (1), the processing fee will be applied.  If FALSE (0), there will be no processing fee.
    1. If you always charge a processing fee: if(1,{ProcessingFeeValue},0)
    2. To disable/remove the  processing fee: if(0,{ProcessingFeeValue},0)
    3. If you only want a "Renter" pays a processing fee : if(type=="Renter", {ProcessingFeeValue} , 0 )
Step 3
Create or confirm the "Grand Total" calculation. 
  1. Result Name: {GrandTotalFeesProcess}
  2. Expression: Add the Processing Fee to your original "Sub-Total" in the Pre-Step: 
    1. Use this: {TotalFeesWithoutProcess}+{ProcessingFeeTotal}


Form Tab

Step 4
Confirm, create, or unhide a CALCRESULT field on your form to display the Processing Fee
  1. Field Name: DisplayProcessingFeeTotal
  2. Field Label: Processing Fee: $
  3. Initially Hide the field, then only display the field if there are fees.  Use the logic: {TotalFeesWithoutProcess}>0
  4. The display result is the calculation used in step 2: {ProcessingFeeTotal}
  5. Decimal Places: 2


How to add a Processing Fee that matches AGS's processing fee value

Calculations Tab

Pre-Step
Find the calculation that totals the fees prior to payment processing.  Your form should already have this calculation.    
Most communities, this calculation is called: {TotalFeesWithoutProcess}  


Step 1
Confirm or create a calculation to determine the value of the processing fee.
  1. Result Name: {ProcessingFeeValue}
  2. Expression: Use this: if({TotalFeesWithoutProcess}>0,(({TotalFeesWithoutProcess}+#COM_PAYPROC_FIX)/(#COM_PAYPROC_FIX-#COM_PAYPROC_MUL))-{TotalFeesWithoutProcess},0)
 

Step 2 
Create or confirm a calculation to determine IF you should apply the processing fee.
  1. Result Name: {ProcessingFeeTotal}
  2. Expression: Use this: if(1,{ProcessingFeeValue},0)
Step 3
Create or confirm the "Grand Total" calculation. 
  1. Result Name: {GrandTotalFeesProcess}
  2. Expression: Use this: {TotalFeesWithoutProcess}+{ProcessingFeeTotal}


Form Tab

Step 4
Confirm, create, or unhide a CALCRESULT field on your form to display the Processing Fee
  1. Field Name: DisplayProcessingFeeTotal
  2. Field Label: Processing Fee: $
  3. Initially Hide the field, then only display the field if there are fees.  Use the logic: {TotalFeesWithoutProcess}>0
  4. The display result is the calculation used in step 2: {ProcessingFeeTotal}
  5. Decimal Places: 2

-------- End Instructions---------

How does the above "Matching AGS" formula work?

The result of this submission will net the community exactly {TotalFeesWithoutProcess}, i.e. the sub-total in the Pre-Step.  It uses your community's exact processing fees to match the value of AGS's processing fee.   

The net result of this submission will net the community exactly $100.00.

Here's the math step by step
VariableExampleDescription
{TotalFeesWithoutProcess}$100Subtotal of fees prior to processing fees.
#COM_PAYPROC_MUL0.049AGS's processing fee's % fee.  The 4.9% in the 4.9% + $1 fee.
#COM_PAYPROC_FIX$1AGS's processing fee's fixed fee.  The $1 in the 4.9% + $1 fee.




{ProcessingFeeValue} = ( ( {TotalFeesWithoutProcess} + #COM_PAYPROC_FIX ) / ( #COM_PAYPROC_FIX - #COM_PAYPROC_MUL ) ) - {TotalFeesWithoutProcess}
{ProcessingFeeValue} =  ( ($100+ $1 ) / ($1-0.049) )  -  $100
{ProcessingFeeValue} =  $6.20

Membership Fee = $100
Processing Fee = $6.20
Today's Total = $106.20
How to add a Payment Choice that adds a Processing Fee

In this example, we'll be creating a payment option.  If the member selects the 1st option, they will pay a process fee that matches AGS's processing fee.  If they choose any other option, the processing fees will be $0.00. 

Calculations Tab

Pre-Step
Find the calculation that totals the fees prior to payment processing.  Your form should already have this calculation.    
Most communities, this calculation is called: {TotalFeesWithoutProcess}  


Step 1
Confirm or create a calculation to determine the value of the processing fee.
  1. Result Name: {ProcessingFeeValue}
  2. Expression: Use this: if({TotalFeesWithoutProcess}>0,(({TotalFeesWithoutProcess}+#COM_PAYPROC_FIX)/(#COM_PAYPROC_FIX-#COM_PAYPROC_MUL))-{TotalFeesWithoutProcess},0)
 

Step 2 
Create or confirm a calculation to determine IF you should apply the processing fee. 
(we'll create this Form Field question in step 5)
  1. Result Name: {ProcessingFeeTotal}
  2. Expression: Use this: if(PaymentOptions==1, {ProcessingFeeValue} , 0 )
Step 3
Create or confirm the "Grand Total" calculation. 
  1. Result Name: {GrandTotalFeesProcess}
  2. Expression: Use this: {TotalFeesWithoutProcess}+{ProcessingFeeTotal}


Form Tab

Step 5
Create a SELECT field on your form to give your member payment options.  
  1. Field Name: PaymentOptions
  2. Add instructions: How would you like to pay?  
  3. Field Label: Payment Option
  4. Initially Hide the field, then only display the field if there are fees.  Use the logic: {TotalFeesWithoutProcess}>0
  5. Add your payment choices.  As the 1st choice, we recommend: Now w/ Credit Card

Step 6
Confirm, create, or unhide a CALCRESULT field on your form to display the Processing Fee
  1. Field Name: DisplayProcessingFeeTotal
  2. Field Label: Processing Fee: $
  3. Initially Hide the field, then only display the field if there are fees.  Use the logic: {TotalFeesWithoutProcess}>0
  4. The display result is the calculation used in step 2: {ProcessingFeeTotal}
  5. Decimal Places: 2

End Instructions

These instructions show how to remove the payment processing fees.  If you also wish to disable AGS collecting fees if payment choice #2, #3, etc. is selected, CLICK HERE to learn how.  

How to disable a Processing Fee

Calculations Tab

Step 1 (optional)
Confirm or create a calculation to determine the value of the processing fee.
  1. Result Name: {ProcessingFeeValue}
  2. Expression: Use this: 0 
 

Step 2  (Key Step)
Create or confirm a calculation to determine IF you should apply the processing fee.
  1. Result Name: {ProcessingFeeTotal}
  2. Expression: Use this: if(0,{ProcessingFeeValue},0)

Form Tab

Step 3   (optional)
The below configuration will hide a CALCRESULT field on your form.  You may also simply hide or delete.  
  1. Field Name: DisplayProcessingFeeTotal
  2. Field Label: Processing Fee: $
  3. Initially Hide the field, then only display the field if there are fees.  Use the logic: {TotalFeesWithoutProcess}>0
  4. The display result is the calculation used in step 2: {ProcessingFeeTotal}
  5. Decimal Places: 2