How to Create and Manage Charges

Permissions for Charges

Users need the Manage Charges permission in their role to add/edit/delete charges. If users should only view charges, they need the View Charges permission in their role.

Charge Types

Creating Charge Types

Before you start creating charges, you will need to create charge types. To access our manage charge types page, you need the Manage Site Settings administrative permission.

To create Charge Types:

1. Navigate to Settings > Setup Items > Manage Charge Types.

2. Select the button

3. Enter a Charge Type Name.

4. From the Category drop-down, select Fee or Fine. 

5. By default, the charge type is active; deselect the checkbox to make it inactive.
6. Click .

Managing Charge Types

When you have existing Charge Types, you can perform the following actions via our in-grid icons

• = Delete. You can only delete a charge type if it is not associated to any charges.
• = Inactivate. This means the charge type is active. You can inactivate a charge type at any time. Inactivating charge types will prevent the charge type from being selectable on future charges.
• = Activate. This means the charge type is inactive. You can activate a charge type at any time. Activating Charge Types will allow the charge type to be selectable on future charges.
• = Edit. Selecting this icon will redirect you to our edit charge type page.

Adding Charges

Adding a Charge when viewing a Request

1. Open any Request and navigate to the Charges tab. 

• You need the Manage Charges or View Charges permission to view the Charges tab. 

2. Select the button

3. Fill out the Charges Form

• Charge Type: All active charge types will display in this dropdown. This is a required field.
• User to be Charged: This field will default to the requestor of the current request, but you can override this to any other user. This is a required field as well. 
• Asset: You can only select assets that are associated to this request. If the request only has 1 asset, then this field will default to that asset.
  • Note: The Asset field will be hidden if the request has no assets associated to it.
• Full Charge Amount: Enter a Full Charge Amount.
• Waive Amount: Enter a waive amount. For example, if there is an insurance policy or due to other factors, you may apply a 'discount' on the charge. The Waive amount cannot exceed the Full Charge Amount.
• Total Amount: This is an auto-calculated field and is not editable. This field subtracts the Waive Amount from the Full Charge Amount.
• Payment Amount: When you have received a payment, enter a payment amount. Entering a payment amount will update the "balance" field.
• Notes: Enter any notes if applicable

4. Select the button.

5. Your charge is now logged on your ticket.

Adding a Charge when viewing a User Page

1. Open any Users page and navigate to the "Charges Tab". 

• The Charges tab will only display if you have "Manage Charges" or "View Charges" permission in your role. 

2. Select the button

3. Fill out the Charges Form

• Charge Type: All active charge types will display in this dropdown. This is a required field.
• User to be Charged: This field will default to the user you were viewing and is non-editable.
• Request: This is not required, but if you'd like to associate this charge with a request, then select a request to link this charge with.
• Asset: This is not required. If no request is selected, only assets checked out to this user will be available to choose from. Otherwise, if a request is selected, only assets associated with that request will be available to choose from. If a request is selected and no assets are associated with the request, then the asset field will be hidden.
• Full Charge Amount: Enter a Full Charge Amount.
• Waive Amount: Enter a waive amount. For example, if there is an insurance policy or due to other factors, you may apply a 'discount' on the charge. The Waive amount cannot exceed the Full Charge Amount.
• Total Amount: This is an auto-calculated field and is not editable. This field subtracts the Waive Amount from the Full Charge Amount.
• Payment Amount: When you have received a payment, enter a payment amount. Entering a payment amount will update the "balance" field.
• Notes: Enter any notes if applicable

4. Select the button.

5. Your charge is now logged for this user.

Deleting Charges

If you have the "Manage Charges" permission in your role, you can delete charges from:

The Request Detail Page -> Charges Tab () icon.

OR

User Detail Page -> Charges Tab () icon.