Custom Fees — User Guide
Overview
The system provides flexible custom fee tools to record, manage, and allocate costs that do not belong to standard settlement categories. It consists of three modules:
| Module | Purpose |
|---|---|
| Custom Fee Items | Defines your fee “dictionary”—a library of fee names |
| Fixed Rules | Sets up recurring, automatically triggered fee rules |
| Custom Fee Transactions | Records each actual custom fee and completes allocation |
How they fit together: create fee items first (what the fee is called), optionally add fixed rules (when fees are generated automatically), then create fee transactions (amount and attribution), and allocate them into settlement data.
Easy-to-confuse concepts: fee type sounds similar to fee item, but they are largely unrelated.
- Fee item: Names a fee transaction—for lookup and classification later.
- Fee type: Indicates the allocation level for the fee. There are four fixed types for now (product fee — SPSKU, product fee — StoreSKU, store fee, company fee), used for downstream allocation.
1. Custom Fee Items
What it is
Fee items are your self-defined library of fee names—for example, “Monthly storage management fee” or “Special handling fee.”
Main actions
View fee items
Click Set fee items to see all fee items defined for the current account.
Create a fee item
Enter the fee item name and click Add.
Tip: Once a fee item is referenced by a transaction or fixed rule, avoid deleting it casually so historical records stay consistent.
Delete a fee item
Select the fee item in the list and click Delete to remove it.
2. Fixed Rules
What it is
Fixed rules configure recurring, repeatable fee schedules. When you have charges on fixed calendar days each month (for example, platform service fees on the 1st), configure a rule here—the system will generate the corresponding fee transactions automatically without manual entry each time.
Main actions
View rules
Open Fixed fee rules to see all configured fixed fee rules.
Create a fixed rule
Click Add and fill in:
| Field | Description | Required |
|---|---|---|
| Fee Type | Classification label for the fee | Yes |
| Allocation Method | How the fee is allocated to settlement lines (e.g., by quantity, by amount) | Yes |
| Fee Item | Fee item for this rule (from the fee item library) | Yes |
| SPSKU | Product SPSKU the fee relates to | No |
| Store SKU | Store SKU the fee relates to | No |
| Store | Store the related product belongs to | No |
| Currency | Currency of the fee | Yes |
| Amount | Fixed fee amount generated on each trigger | Yes |
| Trigger Day | Day of month to auto-trigger; e.g. 1 runs on the 1st each month |
Yes |
| Effective Start Date | Date the rule starts | Yes |
| Effective End Date | When the rule ends (leave blank for open-ended) | No |
| Memo | Notes or comments for the rule | No |
Edit a fixed rule
Select a rule, click Edit, change fields, and save.
Note: Edits affect future triggers only; they do not change historical fee transactions already generated.
Delete a fixed rule
Select the rule and click Delete. The rule stops triggering; existing transactions are unchanged.
3. Custom Fee Transactions
What it is
Custom fee transactions are individual actual custom fees. They can be created automatically by fixed rules or entered manually by operators. Each records amount, merchant attribution, applicable product scope, effective period, and supports allocation to specific settlement lines.
Main actions
View transactions
Open Custom fee transactions and filter to review all records.
Create a transaction manually
Click New and fill in:
| Field | Description | Required |
|---|---|---|
| Fee Type | Classification label for the fee | Yes |
| Allocation Method | How the fee is allocated to settlement lines | Yes |
| Fee Item | Fee item (from the fee item library) | Yes |
| SPSKU | Product SPSKU the fee relates to | No |
| Store SKU | Store SKU the fee relates to | No |
| Store | Store the related product belongs to | No |
| Amount | Actual fee amount for this entry | Yes |
| Currency | Currency of the fee | Yes |
| Start Date | Start date this fee applies to | Yes |
| End Date | End date this fee applies to | Yes |
| Memo | Additional notes | No |
Edit a transaction
Select a transaction and click Edit.
Note: After allocation has completed, edits require re-running allocation for settlement accuracy. For transactions that were already allocated, only memo and amount can be edited.
Delete a transaction
Select the record and click Delete. Deleting an allocated fee removes it from the related orders.
Allocate transactions
This step assigns recorded fees to the correct settlement lines.
When does allocation hit orders after I create a fee? After each new or edited transaction, allocation normally reruns automatically the next day. To allocate immediately, click the allocate action to run allocation now.
FAQ
Q: Fixed rules vs manual transactions—which should I use?
Use fixed rules for predictable monthly charges so the system generates them and you reduce manual work and misses. For one-off or irregular fees, create transactions manually.
Q: How are fee items related to fee types?
Fee type ≠ fee item. The names sound alike but mean different things:
- Fee item → “What is this fee called?”
- Fee type → “What level does this fee allocate to?”
Q: If I delete a fee item, are existing transactions affected?
Existing transactions keep the fee name; historical data is not lost. After deletion, that fee item cannot be selected for new transactions or rules.
Q: Allocation failed or numbers look wrong—what now?
Check the transaction effective date range and merchant/SKU settings against the target settlement lines, then run allocation again.
Q: Can I change currency?
Yes, on the transaction edit screen. After changing currency, run allocation again.
For further questions, contact your system administrator or operations support.