NOTE: CURRENTLY IN BETA!
The Payday editor and print will eventually replace the old "commissions for account" report. The old report is, well, old. And the technology makes it harder to audit the results. For one thing: all it takes is a user in customer service to change the sales accounts and the commissions for account report will produce different numbers during the next run.
Paydays run creating base payout for each sales account. This information is store in the database and available to audit in the order at any time. Printing the report produces the same numbers - unless an accounting person with proper OASIS security makes a change.
Additionally, the new payday editor addresses a number of issues talked about below.
Before you create a Payday
Contact Ingen Software. This feature is still being tested. You likely have the software, but must activate it before moving forward. We will just show you how to turn it on.
How to create a Payday
Select "Payments2" on the left of the main OASIS window. Then select New -> New Payday:
This window identifies how sales accounts will be credited. Most users should use "Process all posted payments". This will follow logic very similar to the commissions for account report. That is all the payments with a date received within the selected timeframe will be processed.
Additionally, we recommend only processing one month at a time.
While the program is running a progress window will. Run time for most users will be very similar to running commissions for account.
When complete, the payday editor will open:
The "Documents" tab will have a tab for each sales account with a balance (+ or -) for the selected payments. This example just has the demo account.
The paycheck number is arbitrary. Just a place to place a reference number if accounting requires the ability to navigate back to the data when someone has a question about their paycheck.
The three critical fields are:
- Commission Take - the amount of commissions allocated to this account
- Overage Take - the amount of overage allocated to this account
- Margin Take - the amount of resell margin (profit) allocated to this account
The original credits are also show and may differ. Like Commissions for account, the "take" allocated to the sales account is factored when the process is run. Most users just leave the values at 100% and have a "gentlemen's" or "gentlewoman's" conversation about how much of the "take" is actually paid out. Regardless, all this information is also available in the individual order and invoice screens:
Print the payday to produce a paycheck printout:
- Shows a listing of each invoice grouped and sub-totaled by manufacturer (by customer for resell)
- A total for each manufacturer and resell.
Advantages of the Payday Editor
The biggest advantage is to provide data that can be reported on consistently. That is running (or printing) the paycheck will produce the same result - unless someone alters the data in the payday editor.
Here are other issues addressed by the new system:
If Sales person "A" is credited with an order and paid, what happens when we later change the sales accounts to indicate the actual sales person was "B"?
The current process is entirely manual requiring either management outside of OASIS or utilizing the "adjustments" in the sales accounts section of OASIS.
The new system auto-detects the change. The only "gotcha" is that you will have to re-process a month that has a payment against the order. What the system does is create a debit against the original sales person and then applies the proper credit against the correct sales person.
Stable Commission/Overage Payout
If you have itemized orders that are later invoiced in a mixture of line level and lot invoices, then you may have noticed the commission and overage ratio didn't make sense. This really only affects users that pay a different rate on commissions and overage earnings. (Example: paying 0% of commissions and 100% of overage.) The reasons is complex, but can be explained with an example where a straight commission line is shipped and paid before an item with a lot of overage that is later lot invoiced by the manufacturer. Commissions for accounts will pay the dollars that come in properly to outside sales, but may not get the ratio of commissions to overage.
The new system has a fallback mode that is triggered the first time a lot invoice is applied to an order. The result is the Payday report will start paying the average commission and overage rate.
One of the global settings for the Payday reporting is to cap earnings. The idea is to cap the earnings on an order to whatever is specified on the order. Then if more money is posted against one of the invoices for the order, the system checks to see if you were basically "over paid". Any group considering this setting needs to think about the entire business process. Assuming all the orders in OASIS are properly managed, this setting saves from paying a salesperson money the manufacturer will eventually ask for back.
Share Invoice Actions
This one is a bit experimental, but the idea is to share restock fees and other debits posted to invoices in OASIS.
Please do not use this setting for now.
Commissions for Account is GOING AWAY!
The commissions for account report is over 15 years old (written in 2003-2004). A lot has changed in OASIS and the only reason we don't make a lot of changes to the report is that people run their business on the results. Small changes are noticed.
Payday and the related paychecks offer more stability and will be moved to the new O4 technologies.