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Pricing Settings

The Pricing Settings category defines all monetary parameters: rates, minimums, taxes, rounding and session presets. These values determine how sessions are charged and how amounts are displayed.

The page has two tabs. Pricing holds the hourly rates and rules described below. Pricing Plans holds the fixed-duration packages sold to customers, documented in Pricing Plans.

Currency

The currency symbol is populated from the country selected in General Settings and can be overridden manually. HandyCafe uses a single currency; there is no base currency or exchange rate.

Pricing Groups

Pricing groups let different PCs bill at different hourly rates, for example Standard and VIP. Each group carries its own hourly rate. A PC is assigned to a group from the Clients tab; consoles do not use pricing groups and bill at the console rate instead.

The Standard group always exists and cannot be deleted. Deleting any other group moves the PCs assigned to it back to Standard.

The group selector above the price fields scopes the PC Hourly Price field only. Every other field on the page is global.

PC Pricing

  • PC hourly price -- The hourly rate for the pricing group currently selected in the group combo.
  • PC startup fee -- The minimum a PC session can cost, not an extra charge added to the bill. A session that would come to less than this amount is billed this amount instead; a session that costs more is unaffected. Set to 0 to disable.

The minimum applies once per session, when the session is opened. Extending an open session with Add Time is priced on the extension alone. Buying twenty minutes in four five-minute steps therefore costs the same as buying it in one.

Console Pricing

  • Console hourly price -- The hourly rate for every console whose pricing type is Default. A console set to a custom price keeps its own rate.
  • Console startup fee -- The minimum a console session can cost, on the same per-session rule as PCs.

VAT

Set the VAT percentage applied to charges. The allowed range is 0% to 250%.

VAT is included in the amount, not added to it. The price the customer sees is the gross amount; HandyCafe splits it into a net amount and a VAT amount for reporting. A 100.00 charge at 20% VAT is recorded as 83.33 net plus 16.67 VAT, not 120.00.

Set to 0 to disable VAT.

Rounding

Rounding is a money step, not a number of decimal places. The charged total is rounded up to the next whole multiple of this amount.

  • Rounding 1 -- No effective rounding; every amount is billed as calculated.
  • Rounding 2 -- 15.30 is billed as 16.00, 16.10 as 18.00.
  • Rounding 5 -- 12.40 is billed as 15.00.

Rounding is applied after the session minimum. The charged total therefore always lands on the step even when the minimum does not.

Rounding is always upward (ceiling) to prevent revenue loss from fractional amounts.

Fraction Digits

The number of decimal places used for currency values. The allowed range is 0 to 8.

  • 0 -- Currencies with no subunit in daily use.
  • 2 -- Standard for most currencies (e.g. $1.50).
  • 3 -- Some Middle Eastern currencies (e.g. KWD).

This is not only a display preference. Every amount in HandyCafe is stored as a whole number of minor units. The fraction digits decide what those numbers mean. Changing the setting therefore rescales every stored amount: configured prices, product prices, member balances and past transactions all move together so that nothing changes value. HandyCafe asks for confirmation before doing this.

The rescale is exact or it does not happen. Lowering the digit count divides every stored amount. If any of them would not divide evenly the change is refused and nothing is touched.

Bill by Started Minute

  • Off (default) -- Sessions are billed at second resolution. A 45-minute 12-second session is charged for exactly that time.
  • On -- Every started minute is charged in full. The same session is charged for 46 minutes.

Presets

Presets are the five quick-start buttons a cashier sees when opening a session. Each preset is a single number, not a named package.

  • Enable presets -- Show the preset buttons.
  • Use amount presets -- Switches the five numbers from durations (minutes) to amounts of money. With this off they are durations.

The price of a duration preset is calculated from the hourly rate of the client's pricing group and any applicable pricing-schedule multiplier.

Extra Services Pricing

  • Print pricing -- When enabled, sets a per-page price for colour pages and for black-and-white pages.
  • USB copy pricing -- When enabled, sets a price per megabyte copied to a USB device, plus an optional rounding step in megabytes (0 or 1 means charge per megabyte with no extra rounding).

Customer AI Chatbox Pricing

When the AI chatbox is enabled, the operator sets only a profit margin percent. The customer price is derived at answer time from the real wholesale token cost. The chatbox can therefore never be sold below cost and no currency-specific price has to be maintained.