Create a New One-Time Charge

Set up a new One-Time Charge and establish its payment requirements. Any setting marked with a red asterisk (*) is mandatory, so you must make a selection for these settings before you can save your One-Time Charge.

  1. Click on the “Payments” tab on the vertical Dashboard menu at the left side of the screen.
  2. Click on the “One-Time Charges” tab.
  3. In the “ONE-TIME CHARGES” window that opens, click on the “+Add New Charge” button at the top right.
  4. In the “ADD NEW ONE-TIME CHARGE” window that opens, type a descriptive name for the item in the “Charge Name” box.
  5. Type a description of the purpose of the charge in the “Charge Description” box.
  6. Activate the “Allow Flexible Payment Amount (optional)” checkbox to enable the person who pays this charge to determine the amount they pay.
  7. For a fixed-amount charge, type the amount of the charge in the “Amount” box. This box disappears if you activate the “Allow Flexible Payment Amount (optional)” checkbox. (Note that if you edit the “Amount” of an existing One-Time Charge, you only change the future amount charged.)
  8. Activate the “Collect Local Sales Tax (optional)” checkbox to specify and apply the tax percentage to a taxable item. (Note that the tax applies only to the base amount of a One-Time Charge, and does not apply to any service fees you add.)
  9. Activate the checkbox for “Enable Service Fee” to apply a transaction fee to each payment. Once you activate “Enable Service Fee,” the service-fee percentage and amount boxes appear. Enter a number in either or both of these boxes. These values can include two decimal places. The base value of the One-Time Charge will increase by the percentage in the service-fee percentage box and/or the amount in the amount box.
  10. The “ADD NEW ONE-TIME CHARGE” window confirms the total of the charge plus either or both of the service-fee components.
  11. Activate the “Allow multiple purchases per transaction (optional)” checkbox to enable the purchaser to increase the purchase quantity.
  12. To add an image or logo to the One-Time Charge, click on the “Browse” button for the “Image (optional)” area.
    • In the “ADD IMAGE” window that appears, click on the “Browse” button and locate the image file on your computer. You can upload a GIF, JPG, or PNG file up to 15 MB in size.
    • Click and drag inside the blue selection-area box to position it over the portion of the image that you want to display as the avatar. Click and drag any of the blue dots on the corners and edges of the blue box to enlarge or reduce the selected area. On a laptop trackpad or scroll-wheel mouse, zoom in or out to change the display size of the image. You also can click and drag outside the default blue box to draw a new selection area.
    • When you are happy with the image file, click on the “Save Image” button to complete the process and return to the “ADD NEW ONE-TIME CHARGE” window. To exit the process without adding an image, click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the window.
  13. To require that payors read or complete a form in conjunction with this One-Time Charge, click on the “Information Form (optional)” dropdown menu and select a Custom Form from the list. If you need to create the form, click on the “Forms” link next to the name of the “Application” field to open the “CUSTOM FORMS” window in a new tab of your browser window so you can prepare the application. To refresh the list of custom forms in the “Application (optional)” dropdown menu after you create a new form and return to the “ADD NEW ONE-TIME CHARGE” window, click on the “Refresh” icon (two arrows forming a circle) next to the name of the “Application (optional)” dropdown menu. The list of forms refreshes to display any new forms you have created. (For instructions on how to create custom forms, see the “Custom Forms” section of these instructions.)
  14. If you have synced your account with your QuickBooks account, click on the “Quickbooks Account” dropdown menu to open it and designate a QuickBooks Account Name—other than the default you set up on the Account > Settings page—to receive data from this One-Time Charge. If you do not want to override the default setting, do not change this dropdown menu. Note that not all customers have access to QuickBooks integration. (For instructions on how to use QuickBooks integration, see the “QuickBooks® Integration” section of these instructions.)
  15. To allow people who are not logged in to your website (including non-members) to pay this One-Time Charge, activate the “Allow non-member payment” checkbox.
  16. Activate the “Activate One-Time Charge” checkbox so you can add this charge to your website. Note that to make this charge available for payment, you must add a website page based on the “One-Time Charge” page template and attach your charge to the page.
  17. When you are happy with your One-Time Charge setup, click on the “Save” button.
    • To exit the process without creating a One-Time Charge, click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the window.