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28.11. Commission Reports
To run a commission report for a booking agent, go to the agent's "View Person" page and click the "Commission Report" button.
On the "Run Commission Report" page, you will enter the dates for which you wish to run the commission report and then click "Run Report" to generate the report.
Based on the "Calculate Commissions Based On" setting that you set to be either "Sales", "Payments" or "Accruals", Arctic will generate the commission report for the agent. As mentioned previously, if "Sales" was chosen, Arctic will include any bookings that were created for the agent during the date range for which the report is run, regardless of payments received, payments due, or trip date. If you chose "Accruals", Arctic will include any agent bookings for the trips that actually occurred during the date range for which the report is run. Again, irrespective of payments received or payments due. If you selected "Payments", Arctic will include any agent bookings that have received payments, regardless of when they were sold or the trip date.
Note: If you chose "Payments" and you run the commission report for an agent for whom the "Who Pays" is set to agent, meaning they pay you, the commission report will still only show those bookings for which the agent has made some payments during the date range. For this reason, we suggest, if the bulk of your agents pay you directly, that you use either "Sales" or "Accruals" for the "Calculate Commissions Based On" setting. If you would prefer to use "Payments" but still have several agents for whom the "Who Pays" is the agent, you can run separate "Billing Statements" for these agents that will allow you to present the agent with any invoices that had payments that were due during the date range for which you run the report. Instructions for how to create a billing statement is included in the "Example Filter: Billing Statements for Agents whom are the "Who Pays"" section.
Once the commission report is generated, depending on the agent's "Who Pays" setting, you will see one of two different layouts.
Who Pays: Agent
If the "Who Pays" is set to "Agent," the report will look as follows:
The top section of the report displays all of the invoices for the agent that fall in the date range based on the method of calculation (i.e. "Sales", "Accruals" or "Payments" as explained above). In the "Date" column, Arctic will list the either the "Sales Date", the "Accrual Date" or the "Payment Date" (again, based on the calculation method chosen). The "Invoice" column, displays the invoice number. The "Description" column lists what the commission is for i.e. "6 guests on 10 Day Grand Canyon Backpack on 9/15/16", the associated activity number and the guest's name. The "Total" column is the total value of the invoice. The "Discount" column is the amount the agent received as a discount (i.e., their commission). The "Status" column lists whether the invoice is paid or unpaid.
Below the "Discounted Activities" box, Arctic will list all of the unpaid invoices for the agent that fall within the date range and calculation method selected. If the agent sends a check to pay for multiple invoices then you can use this section to check off all of the invoices the agent is paying for with the one check and then click the blue "Mark Checked Invoices as Paid". This allows you to record payments en masse for the agents for whom the "Who Pays" is set to agent.
When payments are recorded this way, Arctic will apply the payment to all of the invoices selected and enter a payment on the invoice that will be called "Booking Agent Payment" as shown here:
If the customer is the "Who Pays" for the agent, the commission report will look like this:
Who Pays: Customer
For agents for whom the "Who Pays" is set to customer, the top section will be a "Commission Earned" section instead of a "Discounted Activities" section. The commission report will show, those invoices that match the calculation method selected and the date range entered. The first column is the "Date" column. This column shows the relevant date based on the calculation method chosen (i.e. the "Sales Date", the "Payment Date" or the "Accrual Date"). The "Invoice" column lists the invoice number and the "Description" column gives a description of what the commission is for, the associated activity number and the guest's name. The next column shows the "Commission" for the invoice and the "Paid" column let's you know what has been paid towards the commission shown.
You will also notice, check boxes next to each unpaid commission. With these you can select all of the commissions you wish to include in the commission payment you are making to the agent. Once selected, you will click the blue "Mark Checked as Paid" button. When you click, the blue "Mark Checked as Paid" button, Arctic will debit the agent's commission account for the amount that was selected and it will generate a payment statement for the commissions that were checked.
The final section of the page is the "Payment Statements" section where all of the previous payment statements for the agent will appear for future reference. To access any of the previous statements, you can click the blue "Statement Number" shown in the "Statement" column. That will take you to the full payment statement. Notice that the statement number is an "invoice" number. This is because Arctic generates an invoice as the payment statement. (Note: Past payment statements can also be accessed from the "Invoices" tab of the agent's "View Person" page.)
Also notice the "Magnifying Glasses" next to the paid commissions shown in the "Commissions Earned" section and in the "Payment Statements" section.
The "Magnifying Glasses" open a breakdown view that will display the payment statement the amount appears on for the payments shown in the "Commissions Earned" section of the report. (Note: It is possible, the amount of a commission shown as paid to have been paid across multiple statements depending on your reallocation settings or when payments were received.) Or if a "Magnifying Glass" is selected in the "Payment Statements" section, all of the commissions and the amounts paid on that payment statement will be displayed. The "Magnifying Glasses" allow for quick views into how and where commissions have been paid.
In the next section we will take a look at the payment statements themselves and at how the reallocation settings effect them.