Printing and sending a listing of invoices included in the current commission check is not only a waste of manpower (required to key the information), but also wastes paper! Here is a plan that will save any factory paper, postage and gain satisfaction from sales agencies by being easier to do business with electronically.
What the Factory Does
- Create and mail the check as usual.
- Write the invoices, credits and debits to a PDF file - reference the check number.
- Write the same information to a CSV file (detailed below) - name the file the same as the check.
- Email items 2,3 to the rep.
We recommend the PDF file be similar to the normal printed format. This allows the accounting team at the sales agency to review the data manually when they have questions. It is also recommended that all the details of credits and debits be added to the PDF - even if the transaction does not correspond to an invoice (e.g. some samples).
The CSV file format is very simple:
- Two columns of data - comma or tab delimited
- NO NUMBERS MAY HAVE COMMAS! (e.g. $1,000.00 is bad, but $1000.00 is good)
- The first column contains invoice number
- The second column contains the amount paid with a dash or parenthesis showing netgative values.
- We recommend naming the file the same as the check number - to help match the file to the check.
Here is an example (click to see the contents - a spread sheet will show for most users):
What the Agency Does
When the agency receives the emil, the PDF file may be used as normal (printed if necessary). We do recommend adding the entire email to the payment Attachments tab for later reference.
To load the CSV file, follow these steps:
- Save the .csv file to your desktop
- Create a new payment, keying the check number, check amount.
- (Optional, add the entire email to the attachments tab of the payment)
- Select "Tools" then "Load CSV":
- Select the CSV file from your desktop.
- Once the file is loaded, you will see a "Payment CSV Load" window. It is asking how you would like to view the resulting report (we recommend saving to PDF):
From here, the accounting team should look for amounts paid to ensure the order was paid as expected.