10-Review and Tips For setting up and using
Agent Deductions.
Following is a
brief review including some tips for setting up and using the agent
deductions feature in REAL/Easy BOS. By implementing this feature, many
companies can save hours and hours of time tracking and reporting this
using manual procedures.
If deduction
applying and tracking is done with another financial accounting system,
bringing over and integrating this task to BOS can save many hours of
time also just due to the fact that the solution is integrated.
The
deduction items are setup using the “Add/Edit Deduction Items” command
within BOS Setup’s “Advanced Setup” tab.
Above,
sample of a number of Agent Deduction types.
Above – setup
tab for a deduction item – all account numbers must be assigned. REAL/Easy’s
can be used or you can add your own familiar account numbers in REAL/Easy’s
chart of accounts (example shown below).
The deduction
can be tied to a “Vendor” if you are going to be writing checks to
vendors for deductions taken. If you are not going to do this, you do
not have to assign a vendor code. (Vendor’s are setup with “Basic Setup”
).
The
“Contribution Period” is optional. It is used to specify that a certain
deduction is only to be taken from an agent check for a given pay period
(based on check date).
If
the closing department is to add this deduction “on the fly” to agent
checks irregardless of the date, then do not enter a start or end date
on this tab.
The “Amounts”
tab is used to pre-define a deduction amount to be taken. Above, a $20
amount is specified. Further by checking the “Or No Maximum” box this
means that there is no maximum total limit on this deduction item for an
agent.
To specify a
maximum amount, uncheck the “Or No Maximum” and enter the amount in the
“Agent/Staff Maximum” item.
Review
and Tips For setting up and using Agent Deductions – continued…
How
are deductions taken on agent checks?
This is done
within the “Transactions” module, using the “Close Transaction” command:
Above:
Within the “Transactions” module, command “Close Transaction”, and
highlighting the transaction, using the “Pay Commissions” button:
The
agent commission pay screen has two tabs – above the “Commissions” tab
that details all gross to net amounts. Note the total of additional
deductions is in the lower portion.
Review and
Tips For setting up and using Agent Deductions – continued…
How
are deductions taken on agent checks?
The
“Deductions” tab is accessed to for adding or changing the deductions
from the agent gross commission. Click “Add” to enter a deduction to
the check.
Review and
Tips For setting up and using Agent Deductions – continued…
How are deductions taken on agent checks
?(continued …)
Select from the
deduction items that were specified in “Advanced Setup”. Item amounts
are added as deductions to the check and totaled and net payable is
recalculated.
Note: when
printing checks with REAL/Easy BOS, these deductions are itemized on the
check stub. When using REAL/Easy’s Interface Accounting, the itemized
deductions are posted as distributions (credits) for the financial
accounting system’s payables or GL modules.
To
save time setting up check printing , how can deductions be
“pre-defined” for an agent?
If
agent deductions are more or less the same for every agent check, these
can be setup within the agent’s record to save time when paying
commissions. In this way, all of their deductions are automatically
placed on the pay commissions check “Deductions” tab eliminating the
need to enter them manually for each check.
This setup is
done through the “Basic Setup” – “”Add/Edit Agents & Staff” command
(above).
Above,
locate the agent and “Edit”.
Review and
Tips For setting up and using Agent Deductions – continued…
How can deductions be “pre-defined” for an
agent? (continued…)
The
Agent’s record edit includes a number of “Tabs” of information.
Move
to the “Deductions” tab and use “Add” to setup the deductions for this
agent.
Review and
Tips For setting up and using Agent Deductions – continued…
How can deductions be “pre-defined” for an
agent? (continued…)
Above,
example, two deductions selected to be on every check. The setups are
pulled from the deduction list that was setup previously using the
“Add/Edit Deduction Items” command within “Advanced Setup”.
Note: the
“Edit/View Detail” button can be used to view the deduction item’s
contribution period, amounts, and to maximum settings. This means that
these setups can be changed for the individual agent – e.g. change the
amount per check to deduct for client club from $20 to $25.
After this
setup is completed, all subsequent commission checks that are setup for
printing for this agent will automatically have the two deductions above
placed on the check as deductions. If maximums or contribution dates are
specified, these are automatically calculated too for the check date.
Review
and Tips For setting up and using Agent Deductions - continued
Below: example
of adding your own GL account number(s):
Go
to BOS Setup’s “Basic Setup” and use the “Add/Edit Chart Of Accounts”
item.
Above:
example entry of your own account number for “Client Club” using “Basic
Setup” – “Add/Edit Chart Of Accounts”. Deduction items are usually
Expense or Revenue accounts. Always use the “Detail” type.
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