Card Surcharging (Pin Payments and WindCave)

Credit card surcharging in HirePOS allows businesses to automatically add extra fees to sales records when customers choose to pay by card. This feature is available when emailing sales records to customers, entering payments in person, or receiving payments through the online store. It's important to note that surcharges will not apply to invoices exported to external accounting systems.

Surcharge fees are disabled for invoices exported to your accounting system (e.g., Xero or MYOB).
If you export an invoice that is not yet paid to your accounting software, and then a payment is received via Pin Payments or Windcave, the surcharge will not be applied.

In this case, you, the merchant, will absorb the fees rather than pass them on to the customer, regardless of the settings in your system.

This is primarily due to the invoice value in Xero being un-editable after it is created (the surcharge value would not be able to be accounted for in Xero)

To mitigate this, ensure you do not export invoices to Xero that are not yet paid (or you do not yet have a bank transfer record to reconcile).

To begin using credit card surcharges, you need to create a card surcharge item in HirePOS. Follow these steps:

1. Navigate to Setup > Items.

2. Click on New Item.

3. Provide a descriptive name like "Credit Card Surcharge."

4. Set the item type to Misc or another appropriate non-hire type.

5. In the Configuration pane, enable Non Stock.

6. On the Rates/Prices tab, select a non-time-based unit.

7. Leave the Sell Ex and Sell Inc as 0.00.

8. Save your changes.

The card surcharge item must meet the following requirements:

1. Must be a Non Stock item.

2. Must have a non-time-based selling unit.

3. Must not be a percentage charge item.

To apply surcharges reliably, use the Pin Payments API instead of the Payment Link. Follow these steps:

1. Navigate to Setup > Preferences > Accounting Integration & Other API's > Pin Payments.

2. Check the Enable Surcharging box.

3. Select the Card Surcharge item as the Surcharge % Item.

4. Enter a Surcharge (%) and/or a Fee ($).

5. Save your changes.

After setting up surcharges, it's essential to test the functionality. Here's how you can test your surcharges:

1. Create a test booking for a specific amount.

2. Send the booking to your email address.

3. Click the PAY BY CARD button and verify the surcharge section.

4. Cancel the test booking after confirming the surcharge display.

By following these steps, you can effectively set up and manage credit card surcharges in HirePOS to streamline your payment processes and ensure accurate billing.