Online Licensing - Late Fees


You can configure your Online Licensing Site to have late fees that vary depending on how long after the expiry date of the license the new license is purchased. 

For this to work, you need an account linked to late fees via your Shelter Buddy site. To do so: 

  • Go into Administration 
  • Locate the License Administration link and click on it
  • From the License Menu click on the link Additional Licensing Fee Accounts (may also be labelled Additional Registration Fee Accounts)
  • Select either a Physical Location or a Jurisdiction from the relevant drop-down
  • Select a GL Code from the drop-down 
    • For more information on how to set up GL Codes, click HERE
  • Click Update Details

Once that is done, you can set up your late fees for your online site. 

NOTE: Your Shelter Buddy site can only be configured for ONE late fee, but your online site can be configured for as many as you use. Late fees need to be configured for the Online site specifically: the late fees from your Shelter Buddy site will not apply as this is a manual part of the Shelter Buddy licensing process, but an automatic part of the Online one. 


To configure your online late fees: 

  1. Click the Licensing link in the left hand menu
  2. Click the Admin link in the upper menu
  3. Select License Fees
  4. A full list of all your license fees will display
  5. Click on one to edit it
  6. The top of the page will show you the name of the license, the jurisdiction, and the fee
  7. Below that you will see a field and a blue banner to show you have no late fees enabled yet. 
  8. If there is a Grace Period (i.e. a time after the expiry date when you do not yet charge a late fee), click on the box Grace Period Enabled to activate the field.
  9. Enter a whole number into the box marked Grace Period (you can either free type or use the up/down arrows)
  10. Select an option from the drop-down beside it to determine the measurement of time (e.g. 2 days, 2 weeks, 2 months etc)
    • Late fees will only be applied after this time has expired. 
  11. Click the +Add Late Fee button
  12. Enter a whole number into the box marked Late Period To (either free type or use the up/down arrows) 
    • This should be the number of days after the Grace Period that the Late Fee will apply before the license is no longer eligible for renewal. 
  13. Select an option from the drop-down to determine the measurement of time (days, weeks, months, etc)
  14. Enter the Amount the customer will be charged for the late fee.
    • On the resulting receipt, this will be allocated to the GL Code set up earlier. 
  15. Repeat for any additional late fees. Each additional one will trigger after the earlier one expires (e.g. if there is a Grace Period of 7 days, and a Late Fee set for 7 days, then another for 7 days, then the customer will not be charged a late fee for 7 days after the expiry date of the license. After that, they will be charged the first amount if they renew within the next 7 days, and the second amount if they renew within the 7 days following that.)
  16. When all late fees have been added, click Save
  17. Repeat for any other License Fees as required. 
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