Accounting for Miscellaneous Fees for Online Sales

Online/e-commerce sales are a large part of the electronics industry. Here is a walkthrough on how to build your catalog to account for, and the workflow for how to handle, these miscellaneous fees at the point-of-sale. This article will demonstrate how to create the appropriate items for eBay sales, but it can be translated to different e-commerce systems as well.


Create a new Payment Method

  1. Make sure your VCT is NOT open/started. You will not be able to link a new Payment Method to your VCT while it is open.
  2. Navigate to Company Settings-->Payment Methods.

  3. Click "Add Payment Method".

  4. Enter the name, "PayPal" (or however else you would like to name it), mark it as Type: "Other", set the priority how you want it, make sure "Is Active" is checked, and click "Save".


Create a new Item Type

  1. Navigate to Company Settings-->Item Types.

  2. Click "Add Item Type".

  3. Name it something like "Fees". Enter a description. Make sure "Can Override Price" is checked if you would like to be able to modify the price you are charging your customer for this item. This may be useful if you normally provide a free shipping service, but also also an expedited service that the customer will pay extra for. Do not check any of the other boxes, except "Active". Save it.


Create new Catalog Items

  1. Navigate to "Catalog".

  2. Click "Add Catalog Item".

  3. Select "Fees" as the Item Type, N/A as manufacturer, and fill in the SKU/UPC/name how you would like. Here is what we recommend:

  4. Make sure Default Quantity/Hours is "1" and that "Active" and "Allow Cost Override" are both checked, and save the item.

  5. Duplicate this process for any other fees you would like to account for. Here are some other examples:
    FedEx Shipping
    UPS Shipping
    DHL Shipping
    Ebay Fees
    PayPal Fees
    Miscellaneous Fees


Adding Fees to a Ticket

  1. Before processing the sale of any of these items, make sure your VCT has been assigned and the "Other" payment type is selected. If not, you will not be able to process the PayPal payments.
  2. Start a new Quick Sale or Repair ticket and attach your customer. We recommend taking a look at the Tax Free Customers article before generating your first ticket as well.

    TIP: You may want to create a customer call "eBay Sales", so you can attach all eBay sales to the same customer profile for ease.
    You may also want to add each customer to your database to be able to track those sales back to the exact customer better. This is up to you, of course, but we recommend adding each customer individually.

  3. Add your ticket items to the sale, i.e. devices, repairs, accessories, etc.
  4. Add each fee you need to account for into the ticket.

  5. Change the price your are charging your customer for each ticket item if applicable. Enter your shipping cost, listing fee, PayPal fee, etc. for each item and click "Save".

  6. Once your ticket is complete, add payment. Click "Add Transaction".

  7. Select your new payment method, such as "PayPal". Enter the amount or click "Pay in full". Enter the transaction number you were given, if applicable (for instance, if PayPal provided a transaction number). Click "Submit Payment".

  8. Once the payment is processed and the ticket status has been advanced, that ticket will now have the appropriate cost of goods sold, as determined by the costs you entered in the above steps.




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