Dear eAutomate Development Team, Thank you for your ongoing efforts to enhance eAutomate’s functionality for users like Kirbo’s Office Systems. I am writing to propose a feature addition to the "Record Customer Payment" screen that would streamline payment processing and improve flexibility for businesses managing transaction fees. Current Functionality:
In the "Record Customer Payment" screen, users select a payment method (Check, Cash, Credit Card/ACH, or Wire). For Check, fields like Check Number and Check Date are available. For Credit Card/ACH, options include a Bypass Processing checkbox and the choice between Single Use Account (manual entry) or Use Existing Account (selecting a saved card or bank account, if available). For Wire, fields like Cash Account and Fee Account are provided. While these options are robust, there is no built-in mechanism to apply processing fees, which is increasingly critical as businesses, including ours, seek to offset costs like credit card fees (e.g., our planned 3% fee on credit card transactions). Proposed Feature: Processing Fee Field for All Payment Methods
I suggest adding a Processing Fee field to the "Record Customer Payment" screen, applicable to all payment methods (Check, Cash, Credit Card/ACH, Wire). This field would allow users to:
Select Fee Type: Choose between a Percentage (e.g., 3% of the payment total) or a Flat Fee (e.g., $2.50).
Apply Automatically: Once the fee is entered, eAutomate would automatically generate a miscellaneous debit to the customer’s account for the fee amount, followed by an immediate credit to reflect the fee’s inclusion in the payment, ensuring accurate accounting without manual adjustments.
Customize by Method: Allow configuration in the system settings to preset default fees for specific methods (e.g., 3% for Credit Card/ACH, $0 for Cash/Check, $10 for Wire), with the option to override manually during payment entry.
Example Workflow
User selects Credit Card/ACH, enters a $100 payment.
In the Processing Fee field, they select “Percentage” and enter “3%” (or use a preset).
eAutomate calculates a $3 fee, creates a $3 miscellaneous debit, and credits it immediately, recording a net payment of $100 + $3 = $103.
The transaction posts to the Undeposited Receipts Account (or Cash Account for Wire), with the fee posting to a designated Fee Account (similar to Wire’s current setup).
Benefits for eAutomate Users
Flexibility: Supports diverse fee structures (percentage or flat) across all payment methods, accommodating businesses with varying needs (e.g., 3% for credit cards, flat fees for ACH or Wire).
Automation: Eliminates manual workarounds for fee recording, reducing errors and saving time, especially for high-volume transactions.
Compliance and Transparency: Automatic debit/credit entries ensure fees are clearly documented in customer accounts, aligning with accounting standards and state regulations on surcharges (e.g., avoiding gouging concerns for cash/check payers).
Competitive Edge: Enhances eAutomate’s appeal by matching modern payment processing trends, where fees are common for credit cards (1.5-3%) and ACH (flat $0.25-$1.50 or 0.5-1.5%).
Technical Considerations
Interface: Add the Processing Fee field below the Method dropdown, with sub-options for Percentage/Flat Fee and a default setting configurable in Admin settings.
Accounting: Leverage existing logic for Wire’s Fee Account to post fees, ensuring compatibility with Undeposited Receipts and Unapplied Accounts Receivables accounts.
Validation: Include a prompt to confirm fee application for Credit Card/ACH if Bypass Processing is checked, ensuring accurate processing via integrations like NET1.
Why This Matters
At Kirbo’s Office Systems, we plan to implement a 3% credit card processing fee to offset costs, a common practice in our industry. Currently, eAutomate requires manual adjustments to record such fees, which is time-consuming and error-prone. A built-in fee option would simplify this process, benefiting all users who face similar needs, especially as payment processing fees (e.g., 3-5% for credit cards, $0.20-$1.50 for ACH) impact profitability. This feature would make eAutomate more intuitive and competitive with systems offering automated fee handling, like QuickBooks Payments. Thank you for considering this suggestion. I’d be happy to discuss further details or provide user feedback to support implementation. Please contact me at [your email/phone] or through the eAutomate support portal.
Michael C. Sahd
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