Option 1Opening Transactions

Before daily system operation begins, you need to enter current earned, but unpaid, commissions in the Unpaid Commissions system-maintained file. The Opening Transactions function allows you to enter this commission data. The information that you enter through this function provides the basis for Live Operations.

Select “Opening Transactions” from the Opening Entries menu. Here is the Opening Transactions screen:

Opening Transactions screen

When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press RETURN; the record will be displayed for editing.

Data items for the preceding screen are described below:

Salesperson

Enter a valid salesperson number from the Salespersons file. You can use the Scan option to find an appropriate entry. The system displays the corresponding salesperson name so that you can verify your entry.

Apply To

Required

Enter up to 8 characters to identify the invoice on which this commission is based.

Description

Enter up to 24 characters to describe the invoice or commission.

Invoice Date

Required

Enter the date of the invoice.

Pay Date

The system displays the date on which the commission will be transferred to Accounts Payable for payment. By default, this field is initially set to the Invoice Date. You may change this date.

Pay Status

Pay Status defines the timing with which commissions are to be paid to the salesperson identified on this Unpaid Commissions record.

The system displays the Pay Status code entered on the Salesperson record, along with the corresponding description. You may override the display by entering one of the following codes from the Descriptions file:

N (Normal): Pay commissions only after the invoice has been fully receipted in Accounts Receivable.

P (Pay Commission): Pay commissions regardless of the status of the invoice in Accounts Receivable.

H (Hold Payment): Do not pay commissions for this invoice until this status is changed.

Subtotal

Enter up to 7 digits and 2 decimals for the subtotal amount of the invoice. Do not include freight, tax, or “other” invoice charges. (The subtotal is defined as the sum of the line items.)

Commissionable

Enter up to 7 digits and 2 decimals for the commissionable amount upon which commissions were calculated. Commissionable varies according to the commission method selected. (For a detailed explanation of Commission method, see the Sales Classes file in File Maintenance.) Therefore, if:

• Commission Method is ‘S’, Commissionable is determined by Selling Price (that is, Unit Price x Quantity)
• Commission Method is ‘P’, Commissionable is determined by Commission Amount (in the Inventory Control Products file) x Quantity
• Commission Method is ‘G’, Commissionable is determined by Amount - (Quantity x Unit Cost)

Commission

Enter up to 7 digits and 2 decimals for the amount of commission for the invoice.

CR Liability

Enter up to 7 digits and 2 decimals for the amount of commission to be paid for this invoice. By default, this amount is initially set to the commission amount; however, it may be less if a partial payment has been made on this transaction.

Balance Due

Enter up to 7 digits and 2 decimals for the portion of the commission amount that has not yet been paid for this invoice. If partial payments have been made, enter only the remaining balance.

Customer

Enter a code to identify the customer on the invoice. You can use the Scan option to find an appropriate entry. If your system includes Accounts Receivable, this entry must be a valid customer number from the Accounts Receivable Customers file. The system displays the corresponding customer Name so that you can verify your entry.

Expense Account

The system displays the commission expense account for this salesperson from the Salespersons file. It may be changed. You can use the Scan option to find an appropriate entry. If your system includes General Ledger, the new account number must be on file in the Chart of Accounts file. The system displays the description of this account from that file so that you can verify your entry.

The entered data is validated. Press RETURN to save the information on this screen.

Select Next Record to go to the next Opening Transactions record.

At this screen, the use of the MODE keys—ADD, DEL, CHG, or INQ—pertain to those records in the Opening Transactions file.