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Answered

How to record fees on credit card/paypal payments you take

ndwitt
asked this on August 27, 2012 05:11 PM

What is the best way to record fees on credit card\paypal payments you accept from customers

 

Comments

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jared.sabin

I would like to know this too.  For example i charge $280, $7.56 is the fee paypal takes.   I can only record $272.44 as sales... i dont see a way to edit and add the fee.

September 03, 2012 06:02 PM
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James J.
Wave Accounting

Hi Ndwitt and Jared, 

Thank you for your question about how to handle fees in our forum!

You will have to manually enter PayPal fees on the EXPENSES screen using the "Quick Entry" tool if PayPal is showing the total amount of the invoice and not importing the fees. You can do this once a month or on a weekly basis.

Let’s suppose that the invoice is for 100.00 and PayPal fee is $2.00. When you import your transactions, you will only see the $100.00; this is what you should do:

A. Match the $100.00 to the corresponding invoice.

B. You will need to add a “Merchant Account Fees” category:

1. Go to "Accounts" (found at the top of the screen) -> "Settings for [your business name]" -> "Accounts" - > "Add An Account" button
2. Click on the “Expenses” tab.
3. Search for “merchant” and then click on “Merchant Account Fees”.

C. This is how you should record these fees:

1. Go to the Expenses screen.
2. Click on the "Quick Entry" button.
3. Enter the fee in the "Amount" field. ($2.00 in our example)
4. For the “Money came from”, select your PayPal account.
5. For the “Financial Category”, select the “Merchant Account Fees”

Click “Add expense”, and you are finished.

If you have any other questions then don't hesitate contacting a customer support hero at support@waveaccounting.com

- James

September 04, 2012 11:24 AM
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ndwitt

Thanks James.  I got it!

September 05, 2012 03:27 PM
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codyland3

Thank you James for your answer in adding the merchant fee expense. I have now added the expenses for all previous invoices. 

However, since the merchant account fees are taken out before the deposit is posted into my account from the credit card company (square in my case) how can I reflect the merchant fees on the invoice?

For an example, I have added the merchant fees as an expense using the method you outlined above. Then, I have matched the deposit with the applicable invoice to reflect payment. However, since the merchant fee amount has already been deducted from the deposit amount, all my invoices show a remaining balance that equals the merchant account fees. 

How can I reflect that the customer paid the invoice in full AND the merchant account fees were deducted from that invoice? As of now all my invoices say "partial payment". 

 

I hope I explained this well enough. I have attached a screen shot of my income page that shows several remaining balances. 

September 26, 2012 12:02 PM
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Tyler
Wave Accounting

Hello,

Thank you for your post. A cleaner way of doing this when the fees are taken out before the transaction is imported can be done by adding the merchant fee as a payment to the invoice. The invoice will now appear as fully paid. We now must transfer the merchant fee from the appropriate payment account to the appropriate expense account. We are going to do this through a journal entry. Please see the following video which demonstrates this process:http://screencast.com/t/VpzZwioi. I hope this helps. 

Thanks,

Tyler Meema

October 03, 2012 02:38 PM
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Eugene

Hi.

I have may be a simple question regarding credit cards payment I pay.

Here is the question:

I pay all my business expenses with my business credit card and later on I pay this credit card from my business account. When I import all the transactions from my bank, the transactions' list includes the payments I made to the credit card. What should I do when asked to categorize those transactions if they were already categorized once imported into wave?

I do not want to have a double record of all my expenses.

October 08, 2012 03:04 PM
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laketravisih

I want to follow up to what James said, too (9/14/12.)  If I add it as an expense how do I not account for it twice?  That seems to be my confusion.  The credit card fees have already been taken out by Square when it gets to my business account.  The CC fees add up by the end of the year.  I just want to make sure everything matches. 

 

Thank you,

Adrianne O. 

October 08, 2012 04:13 PM
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Tyler
Wave Accounting

Hi Eugene,

Thank you for your post. Please categorize all of these expense transactions to the appropriate expense category. When the payments are imported you are going to mark these transactions as transfers between your business payment account to your business credit card: http://screencast.com/t/ysRX8BGwrmX, http://screencast.com/t/g52493fqrbn. I hope this helps. Thanks for the great question.  

Tyler

October 09, 2012 08:52 PM
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Tyler
Wave Accounting

Hi Adrianne,

If the fees have already been removed from the transaction I would recommend following this process: http://screencast.com/t/VpzZwioi. I hope this helps!

Tyler

October 11, 2012 09:29 AM
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Kathy Casey

Has Wave been updated since this video? http://screencast.com/t/VpzZwioi. I was doing fine thru the create an invoice part, then the next screen is labeled "income". I thought maybe the income page had become the transactions page, but it doesn't match up. Especially when it  pulls up menus that do not look like any I have seen on the site.

I still need to record my Square merchant fees. It looks like my invoices have small overdue balances on them.

K

January 09, 2013 10:51 PM
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Tyler
Wave Accounting
Check Answer

Hi Kathy,

Yes, Wave has been updated since this video. The Income screen no longer exists. The transactions page holds all financial transactions in Wave. If you wish to filter this page for certain types of transactions please use the drop down at the top right hand of this page: http://screencast.com/t/dEzzfikex.

So, you are going to follow the same instructions as the above video for the invoice. After the invoice is paid in full please navigate to the transactions screen and enter a expense that represents the merchant fees: http://screencast.com/t/xRbb2sxjy. This way the merchant fee will be recorded properly and you invoices will show as fully paid. I hope this helps!

Tyler

January 10, 2013 11:09 AM
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Kathy Casey
Hi Tyler, Thank you for the response. It seems you skipped the part I need help with. I don't get to the point of having the invoice paid in full.In one example, the invoice is for $110, but the bank deposit from Square is $106.97. I have credited that amount to the invoice, but the amount for the fees ($3.03) remains an unpaid balance. Following the instructions in the video didn't work for me since the screens that actually exist are different than the ones pictured in the video. I understand the concept, but can't find the on screen options to make it happen. Could we have a new video from the point of receiving a deposit for an existing invoice, recording merchant fees that have already been deducted, ending with the invoice paid in full and the transaction being in balance? It would really be helpful to see it happen on the current system with all of the screens matching.
January 10, 2013 04:21 PM
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*IGNORE* -WaveGlitch(Personal)

Seconded. I'd like to see this one in new Wave if possible?

Thanks!

January 16, 2013 02:59 PM
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Trestian LLC
Payments

This needs to be updated.  None of the screencasts work.  Specifically this one: http://screencast.com/t/VpzZwioi.

January 30, 2013 03:54 PM
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wthomas

@ Kathy, IGNORE, and info....

 

As far as not seeing the same screens as the Wave poster and why the videos do not work is because Wave updated since those instructions and they no longer apply. 

 

Go here: https://support.waveapps.com/entries/22964533

I know this doesn't appear to be a thread about how to handle Credit Card fees. But it gets into that and the isntructions are clear and work well. Scroll about half way down. From that point all the way to the end is about this specific topic. Its easy to handle.

 

GL

February 07, 2013 10:48 AM
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SIM Central Florida
Payments

Wthomas. The link you sent does not work either. I am not sure i understand the best way to manage the credit card fees within Wave. Is there a video link that Wave can provide. Thanks from the non-accountant.

 

NC

April 30, 2013 11:26 AM
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Nicki
Wave Accounting

Hi NC,

I apologize, the link was for an older FAQ, but I was able to grab the pertinent comment out of the conversation (I tested all the screenshots, but if any don't work, please let me know.)

I created an invoice and added a payment so my transactions page looks like: http://screencast.com/t/cYLLxMHAf2
Then, I split the Bank Deposit like this: http://screencast.com/t/1QNqvjJkk
So my transactions page looks like: http://screencast.com/t/XsFJhXR1kO
Then, I merged the invoice payments: http://screencast.com/t/LyPGqrTj

Does this help clear things up?

- Nicki

April 30, 2013 11:45 AM
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Kelsie Hargrove

How do get my Merchant Account fees to show up as an expense instead of a COGS?

June 27, 2013 12:08 AM
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Katie H
Wave Accounting

Hi Kelsie,

If you would like a new Merchant Account Fees expense account instead of COGS, you will need to add this. Please select 'Accounting' on the left then 'Add an account'. Choose 'Expenses' and the Expense folder then 'Fees, Charges & Subscriptions' and you can rename 'Other fees, charges & subscriptions' to the name of the type of fee you have.  I don't recommend naming it 'merchant account fees' as there will be no way to tell the difference when categorizing if it's an expense or COGS.

 

I hope this helps!

Katie

June 27, 2013 08:09 AM
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samuel

Hi,

I've tried to click thru on all the videos shown and none of them work.

So here is what I have done and would love some help and clarification on how to record this properly.  These are the steps that I have taken:

1. Import transactions from Paypal

2. The dollar amount imported from Paypal is $600.00. 

3. I know that Paypal has taken a $17.70 cut from the $600 so what I am left over with is $582.30

4. I create a seperate bill for Paypal to capture the $17.70

5. I've taken the $600 income and used the "split transaction" from the drop down button the right and created two transactions from the $600, one for $17.70 and the other $582.30.

6. I then take the $17.70 transaction and change the category to an expense and associate the $17.70 with bill I had created earlier.

7. I take the $582.30 and then associate that with the appropriate invoice.

The end result is that my invoice is shown as unpaid because I only have associated $582.30 out of the $600.00. 

I'm missing a step and need help to close off or record this transaction.

See attached image.

Thanks.

September 09, 2013 12:21 AM
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Tyler
Wave Accounting
Check Answer

Hi Samuel,

Thank you for your post. What we want to do here is known as a negative split. When the PayPal transaction of $582.30 is imported we want to split this transaction. In the first line we will select $600 as the value and the second line we will choose -$17.60. When we split this transaction it will create a income transaction for $600, which we can associate with our invoice. This split will also create a transaction for -17.60, which we can associate to our bill (http://screencast.com/t/bGYxjsWeZ).

Using this method will ensure that our invoice does not have any outstanding amounts. I hope this helps! Please get in touch with our customer support heroes if you have any further questions!

Tyler

September 09, 2013 06:52 AM
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samuel

Hi Tyler,

This is not what happens for me.  I think you misunderstood.

The Paypal transaction that is imported is not $582.30.  It is imported into Wave as $600.00.  However in Paypal, it also shows as $600 as the money received on one line.  On another line it shows the fee of $17.60.

Love to get your help to close off this issue for me.

sl

 

September 23, 2013 12:07 AM
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Tyler
Wave Accounting

Hi Samuel,

Thank you for getting back to us. This is a good point. In this case we want to match the imported $600 PayPal transactions to the appropriate invoice. Now, we want to create an expense item to represent the PayPal fee of $17.60 that we have incurred from PayPal. This can be done through the creation and payment of a bill or you can enter an expense on the transactions screen. This way the invoice is paid for the full amount and the PayPal fee has been recorded as an expense.

I hope this helps!

Tyler

September 23, 2013 07:18 AM
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wthomas

Perhaps I am missing something. But I wouldn't imagine creating an invoice here to match the $600 is a good solution. Sure, if they $600 was for one sale/customer/invoice. But often, you get imported transactions from PayPal that are the combination and total or multiple sales, etc. I don't think creating one invoice for that makes any sense. Also, many services or businesses do not use "invoices" for each job or sale. So creating invoices for something that doesn't use an invoice doesn't make much sense either. Any suggestions?

September 23, 2013 09:19 AM
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samuel

Hi Tyler,

I do have invoices that I've created and invoice to my client for $600.  The Paypal import is also $600.  What isn't accounted for is the $17.60 expense.  I've created a bill that is from Paypal for $17.60.  How do I attach a payment to this bill of $17.60.

The reality is that when I get money deposited into my account from Paypal it is only $582.40.  The missing step here is to account for that billing and payment of that $17.60.

This transaction among others happens to me quite a few times every month so I need to get this straighten properly.

sl

 

September 23, 2013 10:26 AM
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Tyler
Wave Accounting

Hello Samuel and Wthomas,

Thank you for your posts. These are good points. In this scenario we must simply create an expense for these PayPal fees. This can be done in two ways:

1.) Bill: We can create in Wave for $17.60 and pay this bill manually from the account where this money was deposited.

2.) Manual Entry: On the transactions screen we can enter an expense for $17.60 manually through the add an expense button. For this expense choose the payment account to equal the bank account where this money was deposited.

I am sorry for this confusion. If you have any further questions or concerns about this issue please feel free to reach out to our customer support heroes. Thanks!

Tyler

September 27, 2013 09:30 AM
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samuel

Thanks Tyler.  I've done #2.  I also realized that I could save myself this headache by using Stripe.  It is automatically downloaded and accounted for.  Nice!

September 27, 2013 09:54 AM