Surcharges / Admin Fee Configuration options - conditional charges

Answered

Clotilda Chuonyo

May 26, 2025 22:02

Hi Team,

I have a question on a requirement to apply an admin fee on F&B items (18% for internal and 24% for external), and to show this surcharge as a separate line at the total level, I have reviewed several implementation options. 

Below is a summary of the possible approaches:

Option 1: Manual line per Item

• The surcharge shows separately and individual for each item getting a surcharge 
• Does not meet the requirement to show one combined total at the end.

Option 2: Price list surcharge 

• Admin fee is automatically included in the item price.
• Pro for this is that we can use separate price lists to automatically reflect 18% for internal F&B admin charges on food and 24% for admin charges on External F&B
• No extra steps during ordering
• Surcharge is not visible as a separate line, so does not meet the display requirement.

 

OPTION 3: Configure the admin fee as an add on tax

• Add-on tax shows surcharge as one separate line based on total.
• This is meets Harvard requirement
• Requires maintaining duplicate resources (one for internal and one for external) to apply different rates.

Option 4: Surcharge Resource (Workaround)

• Create a resource priced at 0.18 or 0.24 and multiply it by the F&B total.
• Surcharge appears as one separate line
• No need for duplicate F&B items
• Requires manually entering the F&B total as the quantity

Is there a possibility here? Can i add conditional taxes on one resource? 

Help will be greatly appreceated.

 

Many thanks,

Clotilda

• Official comment

  

  Ryan Ungerboeck

  May 27, 2025 14:51

  The above all seems correct - except that I would have thought that you could use option 3 and use price list rates in order to reflect different surcharges for internal vs external.
  
  When this option is selected on the tax or gratuity resource - the price list rate will override the rate on the rates section on the tax/gratutity item.
  
  I do think it would make sense to have the ability to have certain surcharges where the rate is impacted by customer type in the rate configuration (rather than by price list) - but using price lists is how we have done it historically and any change would be an enhancement that would need to be through through. - likely starting with a flag on the order (and event) to indicate internal vs external order.
• 

  Seth Halvaksz

  May 27, 2025 12:11

  Tagging Ryan Ungerboeck 

  CC @... 

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