Applies to: RollMaster (RM) Core
Use this article as a reference for the Lead Processing module, including setup requirements, lead entry and maintenance, duplicate checks, reports, lead conversion, appointment scheduling, and related mobile setup.
Does Not Cover: Retail Lead Management (RLM).
Menu Path: Sales Processing > Salesperson Payables System
For other Sales Processing programs, refer to the Sales Processing module documentation.
This module keeps track of Salesperson commissions and gives you some analysis tools with which to manage the sales department. When you are ready to pay commissions, this module will print a Payables Report showing a breakdown of the commissions to be paid. The commission information from a Job will only appear in this module when it has been invoiced in the system. The module also keeps track of whether a Job has been paid or not, so commissions can be paid only on Jobs where the Customer has paid in full, if applicable to your company policy. This module can display information for one Salesperson at a time or can be viewed for all Salespeople in a Branch or all Salespeople in all Branches. When you enter this module, a menu screen will appear as follows:
If you would like to process payables for one Salesperson at a time, select the By Salesperson option. If you would like to process payables for all Salespeople within a Branch, or across all Branches, at once, select the By Branch option. The system will place you at a Branch field, defaulting to the current Branch. To process for just that Branch, hit enter to continue and all display screens and reports will include all Salespeople within that Branch. You can also process another Branch separately by typing in that Branch ID. If you wish to process all Branches at once, space out any Branch ID and leave the field blank. All display screens and reports will then include all Salespeople in all Branches. Whether you selected an individual Salesperson or the entire Branch or all Branches, the system will prompt a Select Option menu as follows:
The View Open Items option will display a screen containing all the open items for the Salesperson or Salespeople you have selected. Within this option, you will select the Jobs for which commission is to be paid. When you hit enter at this option, a View Open Items screen will appear as follows:
From left to right, this screen will display the corresponding Branch ID (WH) for the sale, the Salesperson ID (SP) corresponding to the sale, the Open Item (INV #) number, the Job number, and the Customer ID on the Open Item. The Amount Invoiced column displays the total amount of the Open Item. The Amount Paid column keeps track of how much the Customer has paid towards the Open Item to date. The Sales Commissions column displays the total commission amount to be paid for that Open Item. The Amount Selected For Payment column displays whether or not a commission has been selected for payment, and if so, how much is to be paid. Even though the invoicing process in the system sends the commission information to this module, prior to printing the Salesperson commission report and updating the items as paid, you can still make changes to non-sliding scale commissions on a job through the Cost Maintenance module in the Job Cost menu. When a change is made to the commission base or percentage from anywhere in the system, an “*” will appear in the screen above to denote an adjustment has been made and those amounts have changed. The Adjusted amount will display along with Commission Base in the View Detail option from this screen and in the Salesperson Payables History module. Also, the Commission Report in this module and the History module will display an “*” on the printed report.
To select an item for payment, use the up and down arrow keys to highlight the line you wish to select, and then hit the enter key. The system will then prompt the following: Select This Item? (Y,N):_. Type a “Y” for yes and the following box will appear:
This box shows a little more detail about the Job and will allow you to adjust the amount of commission to pay. To adjust the commission amount, at the Amount To Pay field, type in the commission amount you wish to pay and hit enter. (Caution: if you want the change to be reflected in job cost, you should make the adjustment through the Cost Maintenance module in the Job Cost menu and before selecting the item for payment.) At the next field, you can add a Comment if applicable, and then hit enter to exit the Select Item for Payment box. Items that have been selected for payment will be denoted with an arrow to the right of the line and the commission amount will fill in under the Amount Selected For Payment column in the View Open Items screen. The function at the bottom right of this screen, D = View Detail, will bring up the same information as in the Select Item For Payment box, but you cannot make any changes through that function. When you have finished selecting items for payment, hit the Esc key to return to the Select Option menu.
The second option in the Select Option menu is Select All For Payment. If all the items in the View Open Items screen are ready for processing and no changes need to be made, this option will quickly select all the items for further processing. Important Note: When you use the Select All For Payment option, the system will automatically select Credit Memos that meet the Date Range criteria. When you hit enter on this option, the system will prompt the following:
To select all items for payment, regardless of whether they have been paid in full, type a “Y” for yes at this prompt. To unselect all items, hit the F1 key. To select only items that have been paid in full, hit enter at this prompt. The system will then prompt the following:
Type a “Y” at this prompt if you want the system to automatically select only those items that have been paid in full. You can then enter back into the View Open Items menu to see all the items that have been selected. An additional feature to not pay commission on items past a certain number of days can be enabled and used in this module. To turn this feature on, access the Company Control 4 level of the System Control Maintenance module and locate the following control: Comm. not paid on aged invoices. Set this control to “Y” for yes, and then type in the number of days past which commission will not be paid on unpaid Invoices. Once this is enabled, if you hit enter at the Select All prompt and then type a “Y” at the Select Only prompt, the system will then prompt the following:
Click Yes in this screen to continue with this process. When you select the Print Commissions Report (explained below), you will see all Invoices that fit the parameters of this feature listed with an Amount Selected of “0.00” and the following in the Comment column: ZERO COMM.- UNPAID AFTER XXX DAYS.
Please Note: If cost changes are made to a Job after invoicing via the Job Labor Maintenance and/or the A/P Open Item Maintenance modules, and the corresponding commission has not been selected for payment, the system will automatically adjust the commission amount. If the commission has been selected but not paid, the system will rewrite the record changing the commission base and percent (if applicable) and also change the amount selected for payment to reflect the adjustment. If the commission has already been paid, the system will create an adjustment line in Salesperson Payables automatically to account for the change in commission. If this is the case, you will see “**” next to the Invoice Number denoting that a change was made from either Job Labor Mtc. or A/P Open Item Mtc. after the item was paid. When selecting one of these adjustment lines for payment, the system will display the Job # and Line # in the Comment field for reference.
The Enter Adjustments option will allow you to make any necessary adjustments to a Salesperson’s commission amount, however, any adjustment you make in this option will not affect job cost. You can also use this option to pay bonuses. When you select this option, the following screen will pop up:
Begin by creating a Reference number for the adjustment. Then enter the Commission Base that applies along with the Commission Percentage to be paid. The system will calculate a commission amount and fill in the information in the next two fields. Please Note: You can create a negative amount by typing a minus sign before or after the amount to take away from the commission total when applicable. The comment line will further help to identify why the adjustment was made. When you complete this screen, the system will prompt the following question: Select This Item For Payment Now? (Y,N). If the adjustment needs to be reflected in the upcoming commission check, type a “Y” for yes; if not, enter “N” for no. and the adjustment will remain in the View Open Items screen until it is selected at some point in the future.
The View/Print Sales Totals option provides helpful sales analysis information for each Salesperson. Again, only invoiced Jobs will be reflected in this option. Changes made in the Cost Maintenance module after invoicing will also be reflected in this option. When you select this option, the following screen will appear:
There are three date parameters fields you can use to view different date ranges. This example shows a previous month, current month, and year-to-date comparison. You can enter any date parameters you wish to get instant sale, profit, margin %, and commission totals. Any Credit Memos will be reflected in these totals. The F1 key will print out the information on the screen.
When you have completed selecting items for payment and are ready to run a Commission Report, arrow down to the Print Commissions Report option and hit enter. The following box will pop up:
The Beginning Date field will allow you to enter a beginning date for the report. If you enter a date in this field, the system will not display any Open Items that were created prior to this date. You do not have to use this field—it is only there if you wish to customize the report with a Beginning Date. When you enter through the first field, a second field will prompt as follows: Print Selected/Unselected /Both: S (S/U/B). At this option, you can select to see only those items that have been selected for payment, only those that have not been selected for payment, or both. Once you make your selection by typing the applicable letter in this prompt, the system will prompt the following:
This feature was added for those RollMaster clients using split commission in the system. If you would like to see the Commission Splits on the report, select “Yes” at this prompt. If not, hit enter to continue. The system will then prompt the following:
The Gross Margin is the margin on the Job before Commissions are calculated. The default is set to “No” so you can hit enter to continue or click on “Yes” if you would like to include the Gross Margin of each Invoice on the Commission Report. The system will then prompt the following: Print Each Line Item. If you type a “Y” for yes at this field, the system will display each line item from each Open Item on the report. When you have entered through this last field, the system will then prompt the following: Continue? If you need to make changes to your previous selections, type an “N” for no at this prompt and you can begin again. If you are ready to proceed, type a “Y” for yes and the system will then prompt the following: Number of Copies: 1. Hit enter for only one copy of the report or type another number at this prompt to produce multiple reports. Once you have entered through this box, the system will prompt the following:
If you are ready to run commission checks, type a “Y” for yes at this prompt. This will delete the items from the View Open Items screen. Regardless of how you respond to this prompt, the system will print out a Salesperson Commissions Report. If you are using the Draw Against Commission functionality, the system will prompt you to update that information in the system. You will then see the following prompt:
This prompt will default to the current date but you can override if you need to change the date to the intended payroll date. Type in a new date in this field or hit enter to accept the default date. The system will then prompt the following: Is Pay Date Correct? To make a change type an “N” for no and the system will return the cursor to the pay date field; otherwise hit enter to continue.
The Salesperson Profitability Report option can be used at any time to produce additional reporting on salesperson profitability. When you select this report option, the system will prompt a Select Print Option box and the cursor will be positioned at the following prompt: Do You Want To Print (S)ummary or (D)etail Report. The Summary report will give you one line totals for Sales, Profit, Gross Margin, and Total Commissions. The Detail report will list each Job that makes up those totals. (Please Note: This report is displaying gross margin based on net profit after commissions. Sales Analysis displays gross margin based on net profit before commission.) Type an “S” at this prompt for Summary or a “D” for Detail. The system will then prompt the following: Enter Branch or (F1) for all branches, and the cursor will be positioned in a Branch field. Hit enter to select the current Branch, type another Branch ID, or hit the F1 key to select for all Branches. The system will then prompt you to enter a Beginning and Ending Salesperson ID. If you only wish to print this report for one Salesperson, type those initials in both fields; if you wish to print the report for a range of Salespeople, type a beginning and then an ending ID. The system will then prompt the following: Date Selection (S-Salesperson Paid Date / I-Invoice Date): S. The Salesperson Payables system is storing the Salesperson Paid date along with the Invoice Date, therefore, you can print this report by either option. This prompt is defaulting to “S” for Salesperson Paid Date; hit enter to accept or type an “I” to print by a range of Invoice Dates. The system will then prompt you for a Beginning and Ending Date for the report; in each field, you will need to type two digits for the month, two for the day, and four for the year. In the final prompt, you can type a specific job number or hit enter to include all Jobs. The screen should now appear as follows:
The report will begin printing once you have entered through the last field. On the printout, if you selected to print by Invoice Date, the listing will include all Jobs where Invoices have been processed (not necessarily Invoices paid) in the date range for that Salesperson, regardless of whether the commission has been selected and paid or not. If you selected to print by Salesperson Paid Date, you will only see paid commissions for the date range entered.
The Print Open Item Report displays all the items currently in the View Open Items screen. If you would like to look at the items before deciding what to pay, print this report. You can also export this data to Excel. The export will include a Remnant column, but only as long as the Print Each Line Item option is set to “Y” for yes and the inventory assigned to the line is flagged as a Remnant. This report can be sorted through the Cutoff Date and Beginning Date explained below. The Sort By option will allow you to sort the View Open Items screen, the Commissions Report and the Open Item Report by Job Number rather than Invoice Number. When you select this option, a box will pop up prompting you to select Invoice Number or Job Number. The default option is the Invoice Number option, so the only reason to select this option is if you would like to sort by Job Number. The reason for this sort is so that multiple Invoices for the same Job can be lined up together to see whether the Job has been paid in full rather than searching through the list. The last option is the Cutoff Date option, which will allow you to enter a date that will act as a cutoff for displaying Invoices past this date. For example, if you enter a date of 05312006, the system will not display any commission data invoiced after that date. Once a Cutoff Date has been set, the View Open Items, Commissions Report, and Open Item Report options will use this date to determine which items will display.
The Salesperson Payables module and reports has some functionality for tracking commissions on jobs that have been Progress Billed. Those changes appear as follows: the Salesperson Payables module will display a “P” before the Invoice number on the Progress Billed final Invoice; you can enter a job number when making commission pay adjustments; Salesperson Payables History has been updated to display a “P” before the Invoice number on Progress Billed final Invoices; the Salesperson Profitability Report was modified to include a report option to run by a specific job number; the Invoice file now tracks the current date, time, Invoice Register date, User Id and device (if you would like to view this data, go to Sales Processing reports, Invoice/Credit Memo and hit F2 Reprint. Put in the Invoice number and this information displays at the bottom left side of the screen.).
If you wish to pay your Salespeople as subcontractors, much like an installation subcontractor, with some setup, the Salesperson Payables System module will interface with A/P Open Item Maintenance so that 1099 payments to Salespeople can be posted without requiring you to exit the module. If you are interested in using this feature, contact RollMaster Support to have a G/L Account for Salesperson Expense entered in the Branch Maintenance screen. Once this is complete, in the Salesperson Maintenance module, you will now see applicable fields that need to be completed at the bottom left of the screen as follows:
Please note: You do not need to create a "matching" A/P Vendor ID, since there are only 3 characters for the Salesperson ID, but you WILL need to set up a Vendor ID specific to each Salesperson for this process to work, making sure you add the Salesperson's SS# in the Vendor Maintenance screen. When the Sub Contractor box is checked, you will select the applicable A/P Vendor ID for the Salesrep. With setup complete, during the Salesperson Payables process, when commissions are marked as “Paid,” the system will prompt the A/P Open Item Maintenance screen and fill in available data. Once the data is entered and saved, the system will return you to the Salesperson Payables module to process the next one.