Option 1Salespersons

This function is used to set up and maintain a record for each member of your sales staff.

Each salesperson must be assigned a unique number for identification. The salesperson number is used to recall and reference the Salespersons record. Also, to identify salespersons who receive credit for sales, the salesperson number is included on invoices and recurring billings (entered through Accounts Receivable), and on sales orders (entered through Order Entry).

If you specified a Salesperson for “House Account” in the Parameters file, you should set up a Salespersons record for that “house account.” Since a sales commission basis of 100% is not always allocated to salespersons, the residual amount would be allocated to the “house.” “House account” commissions transferred from Accounts Receivable and Order Entry are considered non-commissionable. Thus, when setting up this record, be sure to assign it a blank pay code.

When you use this option, a record of all entries will be printed. For additions, all new field contents are printed; for deletions, the deleted record’s contents are shown; for changes, both old field contents and new field contents are shown; and, in all cases, the User ID, date, and time are printed.

Select “Salespersons” from the File Maintenance menu. The Salespersons entry screen is shown below:

Salespersons File Maintenance 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 and press RETURN; the record will be displayed for editing.

Data items for the preceding screen are described below:

Salesperson

Enter up to three digits to identify the salesperson. You can use the Scan option to find an appropriate entry.

Alpha

Required

Enter a code of up to eight characters to provide an alternative identification for the salesperson. You may want to use a portion of the salesperson’s name for the salesperson Alpha.

You can use the salesperson alpha to sort data during report processing or to locate a salesperson if you do not know the salesperson number.

Name

Required

Enter up to 30 characters for the salesperson’s name.

Address (Line 1)

Enter up to 30 characters for the salesperson’s address.

Address (Line 2)

If necessary, enter up to an additional 30 characters to complete the salesperson’s address.

City

Enter up to 20 characters for the city in the salesperson’s address.

Post to Sales Analysis?

Enter ‘Y’ to transfer detailed information for this salesperson from this application to the Sales Analysis application, for use in sales reports.

Enter ‘N’ if the Sales Analysis application is not included in your system, or if the transfer of summary information for this salesperson from this application to the Sales Analysis application will suffice.

State

Enter the standard two-letter state abbreviation.

Pay Code

Enter one of the following pay codes to specify the manner in which commissions are considered paid for this salesperson:

A

Commissions are transferred to Accounts Payable for payment.

When commissions for this salesperson are transferred to Accounts Payable, the system creates an invoice entry or entries in Accounts Payable. It is at this point that commissions are considered paid by Commission Accounting. (See the description of the Transfer Commissions function in the Transaction Processing chapter.)

If you choose this Pay Code, you must enter a valid vendor number in the Vendor field on this screen.

E: Commissions are marked as paid within Commission Accounting during Close Month processing. Use this pay code if you do not have Accounts Payable or Payroll, or you do not wish to transfer commissions to either of these applications.

“ ”: If the pay code is left blank, commissions are neither transferred to an application nor marked as paid. If this Salespersons record is set up for a “house account,” you should leave the pay code blank. All unpaid commissions are deleted during Close Month processing.

Zip Code

Enter up to 10 characters for the salesperson’s zip code.

Pay Status

Enter a one-character code from the Descriptions file to define the pay status for this salesperson. The system displays the corresponding description. This entry serves as the default during Transaction Processing. Choices are:

Code Description

N Normal

P Pay Commission

H Hold Payment

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

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

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

Country

Enter up to 20 characters for the salesperson’s country.

Quota

Enter up to seven digits for the quota assigned to this salesperson. This field is used for information only.

Social Security No

Enter the salesperson’s Social Security number for income to be reported on the 1099 form.

Use this field only if you plan on generating a 1099 form for this salesperson from within Commission Accounting. If you make an entry in this field, the system automatically calculates reportable income for this salesperson when 1099 forms are printed.

If this salesperson has some income that is reportable and other income that is not reportable, you should establish two separate Salespersons records.

Commission Percent

Enter up to three digits and one decimal for the percentage used to calculate this salesperson’s commission. This field serves as the default for this salesperson during Transaction Processing in Commission Accounting, Accounts Receivable, and Order Entry.

Sales Area

Enter a valid sales area number from the Sales Areas file. You can use the Scan option to find an appropriate entry. This entry identifies the sales area to which this salesperson belongs. The system displays the sales area name so that you can verify your entry. This field is primarily used for sorting reports.

Vendor

If you entered ‘A’ for Pay Code, you must enter a vendor number from the Accounts Payable Vendors file. The salesperson must have a record with this vendor number in the Vendors file. You can use the Scan option to find an appropriate entry. This field is used when commission invoices are created in Accounts Payable. The system displays the corresponding vendor name so that you can verify your entry.

Expense Account

Enter the number of the expense account used when commissions are paid. If your system includes General Ledger, this account must be on file in the Chart of Accounts file. You can use the Scan option to find an appropriate entry. The account description is displayed so that you can verify your entry.

If you are operating without Accounts Payable, this field is for your information only.

If you are transferring commissions records to Accounts Payable for payment, this expense account is used in creating the transaction entry records in those applications. This account is debited when the liability is recognized.

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

Select Next Record to go to the next Salespersons record.

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