Update Commission Agent File.
The window titled Adding a Commission Agent is used to add a new agent and the window titled Changing a Commission Agent is used to change the information for an existing agent in the Commission Agent File.
Agent Number: Enter a number between 1 and 999999 by which this Agent will be referenced. NOTE: This is a required field.
Posting Type: The Commission Module in the IBS system maintains a database of commission entries made for each Commission Agent. There are two types of Commission Agents: Posting Agents and Information Agents, as explained below. Point your mouse cursor to the radio button for the desired Posting Type and left-click your mouse one time to select that option.
Posting: Posting Agents are any agents which are paid on the basis of the commissions earned. The commission detail recorded for these agents is considered as payable to that agent. They are tracked in the Accounting System as amounts payable to that individual and will remain on the Commissions Accounts Payable until paid or otherwise removed.
Information: Information Agents are not directly paid on the commissions earned, but the company wants to keep a record of their work done for the company. The commission detail recorded for these agents is considered as informational only. Commission entries recorded through a billing program will not make any corresponding General Ledger entries when posting the Commission Detail entry. All other entries are posted to the accounting system as direct expenses and not under the Commission Agent's Accounts Payable account. These Commission Detail entries will not appear in the Current Commissions section. They will instead be immediately classified as Historical only.
NOTE: If you do not select a Posting Type, then the system will automatically default to Information.
Agent Type: Commission Agents can be sub-classified if you wish. An example of types would be "S" for Sales Agent or "D" for Driver. Enter the appropriate Agent Type for this agent. The description of the selected Agent Type will be displayed to the right of this field. Press the [?] to the right of the description field to open a window titled Select the Commission Agent Type which will list all existing agent types. The Select the Commission Agent Type window allows you to Select an existing agent type, Insert a new agent type, Change an existing agent type, or Delete an existing agent type. NOTE: This is a required field.
Name: Enter the full name of this Commission Agent as you want it to appear on a Statement or on a Check. NOTE: This is a required field.
Sort Locator: Enter this agent's name in the order in which it should appear on a display window or listing which sorts alphabetically. Normally the last name would go first in this field. For example, to sort Virginia Wolf under "W", the Sort-Locator should be Wolf, Virginia. NOTE: The system will use the Agent's Name as the Sort-Locator unless you choose to override this default with another Sort-Locator as previously explained. NOTE: This is a required field.
[ Reverse Name ] Press this button to automatically reverse the name in the Sort-Locator field. For instance, Virginia Wolf will be reversed to Wolf, Virginia.
Address: Enter the mailing address for this agent.
Zip Code Enter the appropriate U.S. or Canadian zip code in one of the following formats:
U. S. Zip Code: 12345 (5 digits), 123456789 (9 digits without dash), or 12345-6789 (9 digits with dash)
Canadian Zip Code: A1B 2C3 (6 Characters with space) or A1B2C3 (6 Characters without space)
Then press the Tab Key or {?} button to the right of this field to activate the corresponding U.S. (ZIPCODE.TPS) or Canadian (ZIPCAN.TPS) zip code lookup file. If you have entered a valid U.S. zip code, then the City, State, and County combinations which share this zip code will be displayed on the screen. If you have entered a valid Canadian zip code, then the City, Province, and County combinations that share this zip code will be displayed on the screen. If you select one of these combinations, then the City, State (Province), and County (if applicable) fields will automatically be filled in for you. This saves typing time and ensures accuracy in the spelling of the City, State (Province), and County. NOTE: If you enter an invalid zip code format, then a window will appear that will explain the valid formats that are recognized by our system.
City: Enter the City for this agent.
State: Enter the Postal Code for the State or Province of this agent. This Postal Code will be verified in the Postal Code File. Press the [?] to the right of this field to open a window titled Select Postal Code which will list all existing postal codes. This Select Postal Code window allows you to Select an existing postal code, Insert a new postal code, or Change an existing postal code.
Country: Enter the Country, if this agent resides in different country.
Phone: Enter this agent's phone number.
SSN: Enter this agent's Social Security Number if he/she is a Contract Employee whose commission earnings are paid through the Accounts Payable process and should receive a Form 1099-MISC for his/her earnings at year-end. NOTE: Company Employees do not need a SSN in this file as W-2 forms will be generated for commission earnings paid to company employees through the Payroll Manager module.
[Ö] Receive 1099: Check this box if this employee is a Contract Employee whose commission earnings are paid through the Accounts Payable process and, therefore, should receive a Form 1099-MISC at year-end. Leave this box unchecked if this is a Company Employee whose commission earnings are paid through the Payroll Manager module and will, therefore, receive a Form W-2 at year-end.
Unpaid Balance: This field represents the current unpaid balance forward for this Commission Agent. This represents the total amount payable to this Commission Agent as of the last posting of the Current Commission Detail to the Commission Agent Master File.
Retainage: This field represents the amount that is being retained for this Agent. Some companies hold a certain amount back in lieu of a surety bond on their drivers. This field is used for the total amount currently being held back. The net amount payable to this agent is the Unpaid Balance minus the Retainage. NOTE: Retainage amounts do not pull from another source within the IBS System. Therefore, any adjustments to the retainage amount for an agent (increase or decrease) must be manually adjusted in the agent's file.
Expense G/L: Enter the General Ledger Account number to which Commission Expense for this agent should be posted. The description of the selected account will be displayed to the right of this field. Press the [?] to the right of the description field to open a window titled Select an Active and Not Restricted General Ledger Account which lists all existing Active and Not Restricted G/L Accounts. The G/L account used in this field must be Active but should NOT be a restricted account. This Select an Active and Not Restricted General Ledger Account window allows the user to Select an existing (active/unrestricted) G/L account, Insert a new (active/unrestricted) G/L account, or Change an existing (active/unrestricted) G/L account.
Payable G/L: Enter the General Ledger Account which should be used as the Commission Accounts Payable Control Account during the recording of commissions or expenses for this agent. The description of the selected account will be displayed to the right of this field. Press the [?] to the right of the description field to open a window titled Select an Active and Restricted General Ledger Account which lists all existing Active and Restricted G/L Accounts. The G/L account used in this field must be Active and Restricted. This Select an Active and Restricted General Ledger Account window allows the user to Select an existing (active/restricted) G/L account, Insert a new (active/restricted) G/L account, or Change an existing (active/restricted) G/L account.
Date Hired: Enter the date this Agent was hired. This is an informational field only. NOTE: Press the [?] to the right of this field to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time.
Terminated: Enter the date this Agent was terminated. This is an informational field only. NOTE: Press the [?] to the right of this field to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time.
License Date: Enter the date on which this Agent's driver's license expires. The Licenses Expiring report found on the Reports Pull-Down Menu in the Commissions Manager module will list all agents whose driver's licenses are about to expire. NOTE: Press the [?] to the right of this field to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time.
Driver's License: Enter the Driver's License Number for this agent.
DOT Date: Enter the date on which this Agent Driver's DOT physical is due. The DOT Physicals Due report found on the Reports Pull-Down Menu in the Commissions Manager Module will list all agents whose DOT Physicals are due. NOTE: Press the [?] to the right of this field to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time.
Auto Post: The net commissions payable can be automatically posted to either the Payroll Manager module or the Accounts Payable Manager module when the Current Commission Detail is posted. This switch will control this secondary posting if the IBS Accounting System is being used. Select the appropriate option, as explained below, by moving your mouse cursor to the appropriate option and left-clicking your mouse one time. NOTE: The selected option will be marked with a dot and you may select only one box.
None Select this option if you do NOT want any net commissions payable for this agent to be automatically posted to either the Payroll Manager module or to the Accounts Payable Manager module when the Current Commission Detail is posted.
Payroll Select this option if you want the net commissions payable for this agent to be automatically posted to the Payroll Manager module when the Current Commission Detail is posted.
Accounts Payable Select this option if you want the net commissions payable for this agent to be automatically posted to the Accounts Payable Manager module when the Current Commission Detail is posted.
P/R Account: This field will appear if you selected the Payroll option under Auto Post above. This field is for the specific Payroll account to which this agent's commission information is to be posted. It is only used by the IBS Accounting System. Press the [?] to the right of this field to open a window titled Select the Payroll Account which will display all the existing payroll accounts.
A/P Account: This field will appear if you selected the Accounts Payable option under Auto Post above. This field is for the specific Accounts Payable account to which this agent's commission information is to be posted. It is only used by the IBS Accounting System. Press the [?] to the right of this field to open a window titled Select the A/P Account which will display all the existing A/P accounts.
Employee #: This field will appear if you selected the Payroll option under Auto Post above. Enter the specific Payroll Employee Number for this agent (as found in the Employee Master File in the Payroll Manager module) to which the net commissions payable should be posted. Press the [?] to the right of this field to open a window titled Select the Payroll Employee which will display all the active employees.
Vendor #: This field will appear if you selected the Accounts Payable option under Auto Post above. Enter the specific Accounts Payable Vendor Number for this agent (as found in the Vendor Master File in the Accounts Payable Manager module) to which the net commissions payable should be posted. Press the [?] to the right of this field to open a window titled Select the A/P Vendor which will display all the existing A/P vendors.
[ Note Pad ] Press this button to view or edit notes for this agent.
[ Add ] This button will appear if you selected the [Insert] button on the Select Sales Agent window. Press this button to to add this new agent to the Commission Agent File and return to the Select Sales Agent screen.
[ Save ] This button will appear if you selected the [Change] button on the Select Sales Agent window. Press this button to to save any changes made to this agent's information in the Commission Agent File and return to the Select Sales Agent screen.
[ Cancel ] Press this button to close this window and return to the previous window. NOTE: If you enter anything on this window and then press the [Cancel] button, another window titled Save Record will open. For additional information, see Save Record.
[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
[ Mail Label ] Press this button to print a mailing label for this Agent.
