Credit Cards | Processing Fee

This article will show you how to create a Credit Card Processing Fee. Credit card processors charge businesses a certain percentage to process their transactions. Sometimes, the business wants to pass this cost on to its customers. Point of Rental has a specific way of handling this. Your system must be credit card-integrated to utilize this feature.

Topics in this article include

• Creating a processing fee item

• Making credit card transactions on a contract

• Making credit card transactions on an account payment

• Adding a credit card processing fee through Rental Hosting 

• How the Credit Card Processing Fee shows up based on Reporting

Creating a processing fee item

The only Credit Card Processing Fee reporting will come from this item.

Here's how to get there

Expert: Program Menu > File Maintenance > Item File
Elite: Configuration Gear > File Maintenance > Item File

When you're in File Maintenance, click on ‘Add Item’. The item must be created with the following specifications.

• To use this feature, the Key must be ‘CC-FEE’ or CC-FEE-#, where # is the Store Number. This is so that you can track the revenue from the fee per store as well as if you need to change different fee amounts

• Type: Sales-Normal

• Qty: 99,999

• Under Rates, place the fee that you want to charge in the Sell Price. For example, if you want to charge a 3% fee, you will enter the fee as 3.00 in the Sell Price field.

• Under the Options tab, check the box to state that this is a ‘Bulk Item.’
  Also, under the Options tab, specify if this item is taxable or nontaxable.

• Credit should be marked as Suppress fulfillment and Item Availability.
• For Elite versions 2025.12 and above: A special rate can be set for a credit card fee item for a customer only.  The special rate will need to be set in the sell price field of that screen.  That dollar value corresponds to the percentage that would be charged.  To exempt a customer completely, set 0.00 in this field.

Making credit card transactions on a contract

Once the item is set up, you can take a credit card payment on the contract screen. In this example, we will take a $100 credit card payment on the contract.



The total that will be charged is the payment plus the fee percentage of the Credit Card Processing Fee. This will be reflected in the amount section of the Credit Card Screen.



Once the payment is made, the credit card processing fee and any applicable taxes will be applied to the contract. Any subsequent credit card payments will be added to the credit card processing line item. The system adds this item during the credit card payment process and does not have to be added.



 If the user has access to our acquiring credit card feature bundle, there will be a checkbox on the payment screen that allows them to opt out of charging the credit card fee at this point.  Security to control who is able to do this is under the Transactions security area and is labeled "Credit Card Fee Exempt."

Making credit card transactions on an account payment

This fee is also charged on any account payments that are taken by credit card. When this occurs, a closed contract is automatically created to apply the credit card fee. In the example below, a $100 payment plus a 3% credit card fee was taken. The $100 would be applied against the reservation and the $3.25 against the closed CC Fee contract.

Adding a credit card processing fee through Rental Hosting

After you have added the item, if you also have the WebPay Module, please go to Configuration > Other Updates > Update Website, click "Update Site Data," and then contact Rental Hosting Support. This allows them to enable the Credit Card Fee Option in your WebPay Configurations.

Credit Card Fees From Consumer Portal

Credit card fees from the consumer portal for single payments are applied to the original open contract or reservation as a line item, just as they would be through the counter system.  If paying multiple contracts or a closed contract, a new, automatically closed contract will be created to account for the credit card fee amount, just as when making an account payment.

Reporting Credit Card Processing Fees

The Credit Card Processing Fee will only be reported through this item. It's recommended that you create a separate category to track these fees. Check out our article on creating Item Categories for more information on how to create and assign item categories.