Item fees should not be used for credit card surcharging. You are responsible for adhering to any fee-related regulations in your region.

There may be circumstances where you need to add an additional fee to the cost of a good or service. For example, a fee for special handling, premium services, or regulatory compliance like the California Covered Battery-Embedded (CBE) waste recycling fee.

With Item fees, items and fees are linked based on categories or tags. When items in a certain category or with a specified tag are added to a transaction, the item fee will be automatically added to the transaction as well. For example, e-bikes in the category Electric Bikes or with the tag green have an environmental item fee of $30.00. When an e-bike is added to a transaction, the environmental fee ($30.00) is automatically added to the sale total alongside the item.

Before setting up item fees

Item fees will be shown on receipts to give customers a clear and transparent breakdown of charges.

If you have custom print templates enabled in Retail POS with templates in the SaleReceipt or WorkorderReceipt fields, you must first update your templates before setting up item fees. See Customizing print templates for detailed steps and updated code.

SaleReceipt or WorkorderReceipt custom print templates must be updated before setting up item fees or you will get an error message when trying to use the feature.
Item fees can only be added after the template updates have been implemented.

If you're using default receipts or you've updated your custom templates as outlined above, continue to the next section to start setting up item fees.

Setting up a new item fee

To set up a new percentage-based or fixed amount item fee, you’ll need to name the fee, configure its settings, and link it to a category or tag.

1. In Retail POS on a computer, navigate to Settings > Item Fees.

   

2. Click Add item fee.
3. Under Fee Settings:
   1. Enter the Fee name.
   2. Use the dropdown to select either percentage (%) or fixed ($) fee type.

   3. Enter a fee amount.

      

   4. (Optional) Check the Taxable box if the fee is subject to tax. Tax on the fee is based on the item’s tax class.
   5. (Optional, percentage-based fees only) To set a maximum amount the fee can charge, toggle on Fee threshold and enter a maximum amount ($).
   6. (Optional, percentage-based fees only) Check the Eligible for discounts box if the fee should be calculated on the discounted item price.
4. Under Groups of Items:

   1. To have the fee automatically apply to all items in a certain category at checkout, click + Add categories > select the appropriate categories > click Ok.

      

   2. To apply the fee to items with specific tags, use the dropdown to search for existing tags or enter a new tag and click + Add (tag).

      

      If you're setting up the California Covered Battery-Embedded (CBE) waste recycling fee, select the system-generated tag covered-battery-embedded. This tag must be used to sync the item with eCom (E-Series) or eCom (C-Series).

5. If you have multiple locations and only want to enable the fee in specific shops, toggle off Apply to all locations > click to search for locations > check the boxes next to the shops where the fee should apply. At least one location must be selected.

   

   The locations list will only display locations the user has access to based on their role permissions.

6. Click Save changes at the top of the page.

On the Item fees page, your new item fee will be listed as Active.

If an item fee is applied to a location a user does not have access to based on their role permissions, the item fee page will be read-only and the fee details will not be editable.

Using item fees with custom menu buttons

Item fees can be used to add a custom fee, like Minnesota's retail delivery fee, to sales through custom menu buttons.

1. Navigate to Inventory > Categories and create a new category.

   

2. Navigate to Inventory > New Item, and create a new non-inventory item at $0.

   

3. Assign the item to your new category.
4. Navigate to Settings > Item Fees and add an item fee for the category you created. Uncheck the Taxable box if the fee should not be taxed.
5. Navigate to Settings > Custom Menus.

   1. Under Menu, click Register: Sale Tab.

      

   2. Under Add New Button, enter your new button's title.
   3. From the Type dropdown, select Add Item(s).
   4. Optionally, select a Color and adjust the Sort Order.
   5. Click on +Add Button to Menu.
6. Under Buttons, click the pencil icon (Edit) next to your new custom button.

7. Under Add Item, search for the item you created and press Enter on your keyboard to add it to your custom menu button.

   

Using the new custom menu button from the register will add the delivery fee to the sale.

You can also set up custom shipping rates based on weight or subtotal for your eCom (E-Series) online delivery orders.

Managing item fees

To edit an item fee's name, value, or other settings:

1. In Retail POS on a computer, navigate to Settings > Item Fees.
2. (Optional) Click Filters to filter item fees by status (Active, Archived) or value type ($ Fixed amount, % percentage of item price) or use the search bar to find an item fee by name.

3. Click the name of the item fee you want to update.

   

4. Update the information as needed and Save changes.

To archive or unarchive an item fee:

1. In Retail POS on a computer, navigate to Settings > Item Fees.
2. Click the name of the item fee you want to archive or unarchive.

3. Click Archive if the item fee is no longer needed. To unarchive an item fee, click Unarchive this record.

   

Viewing item fees at the register

Item fees work with all transaction types you support, like sales, refunds, special orders, layaways, and work orders.

To view item fees listed during a transaction:

1. Navigate to Sales > New sale (or other transaction type).
2. Add an item to the sale from one of the categories or tags associated with the item fee you created earlier.

3. The item fee will be listed in the Description under the item. If you add multiple items with item fees, they will be tallied under the Subtotal on the right of the screen.

   When a discount is added to a sale, the item will be discounted but the item fees will remain the same, unless the Eligible for discounts box is checked in your item fee settings (Settings > Item Fees > click the item fee name > Fee Settings section).

   

Item fees will also be displayed on customer receipts.

Item fees can’t be refunded unless the associated item is also being refunded. For example, you can’t refund only the $30.00 environmental fee, but if the e-bike is returned, you can refund the entire transaction, including the $30.00 environmental fee.

Viewing item fees in your reports

To view item fees in your reports:

1. Navigate to Reports > Point of Sale Reports > click the Lines report.

2. In the Items/charges dropdown, select Item fees.

   

3. You can also Include Item Fees Within the Profit Margins in the Totals report.

   

What's next?