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How to Create a Payment
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Last modified on 10/16/2013 4:01 PM by User.

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How to Create a Payment

Overview 

This document covers receipt of a check, generally from a factory. OASIS assumes that there are invoice(s) and a PO in the system to apply a payment (check) to. If not, refer to the “Introduction to Invoices” help document for invoice entry. Entering payments in OASIS completes the cycle and is true reconciliation. In the Invoice section, OASIS can create a note to the manufacturer to identify a possible discrepancy in the commission amount expected.  

As you noticed when entering invoices, OASIS does not allow you to adjust the commission. By rule, OASIS always looks at the PO for what is expected on commission payment; therefore at payment entry time is when OASIS accounts for any adjustment in the earnings. This gives a true picture of reconciliation.

 

 

The primary concept to remember: entering payments is assumed to be from a “stack” of checks or copies of checks with or without invoices. 

NOTE - If you are only entering/reconciling one check (no stack) at this point, then you may want to just go to Invoice and start there. See the Section at the bottom called “Only one check”. 

 

Starting the Process (Reconciling a payment)

Begin by starting the Payment editor. Select the OASIS Payments application:

Then select File and “New Commission Check” or click the New Payment button on the toolbar:

 

Select the manufacturer in the window that appears and hit OK.

  • Enter the check number and the check amount (see example below). It is important to enter the check amount to reconcile all invoices paid (If the check is for 2 factories – then it is best to split the check and apply the payments separately). 
  • To find/view payable invoices by a timeframe
  • The invoices may already appear in the list.

In general, checks are usually for the invoices from the previous month, however there are many case where payments are made 60 - 90 days or more after the invoice has been entered. 

  • Example - Check was received in December so for the most part it covers invoices for November.
  • Set the Invoice Starting Date (11/01/2009) and Invoice Ending Date (11/30/2009), 
  • If all the invoices do not show, don't worry about it at this point.
  • Otherwise, to view all payable Invoices, just click Tools, then “Show Unpaid Invoices”.

This list should show all payable invoices for this manufacturer. 

 

Paying an Invoice 

There are a number of ways to pay an Invoice.  

 

To use the Invoice "quick payment" in the header area as shown below 

Entering a payment quickly – when you have many invoices per check 

Using the "Paid" column

If the amount paid matches the amount due on the Invoice 

  • If the line item on the check matched the invoices and is for the complete amount, you can just check the box in the “Chk” column and will pay the entire amount due on the invoice and close the invoice – notice the check box for closing the invoice (Close Inv) is checked – also if this payment meets or exceeds the amount due from the PO, it will also close the PO (Close Ord column) 
  • OR you can all enter the dollar amount in the Paid column (Paid) and it will follow the same steps as above 
  • Notice in the example above, the amount paid/posted against this invoice is $880, the amount expected from the Invoice/PO was $880. (Look at the “Inv Comm” and “PO Comm” columns to determine how much was expected on this invoice and expected on the PO. 

If the amount paid DOES NOT match the amount due on the Invoice 

  • Enter the exact amount paid for each invoice. 
  • If the amount paid for an invoice is different than what was expected, but you are not expecting any more to be paid against this OR it is an insignificant amount and you want to close the Invoice out, just check the “Close Inv.” box.  
  • As you enter the amount(s) paid in the Paid column, the “Total Commission” in the upper right of the screen begins to total  
  • As this totals, OASIS compares the Check Amount to the Total Commission amount and puts any difference found in the “Difference:” area. This allows you balance you check amount as you go. When the Difference amount balances to “$0.00”, then you should have paid/posted all the invoices for this check.

The goal here is to reduce the amount in the “Difference” area to $0.00. Keep repeating this process until the “Difference” in the header area reduces to zero. (There maybe also be times when you will not be able to reduce to zero, a payment can be posted with an open amount and later resolved)

Occasionally, the manufacturer will deduct or Add to/ from your commission check for items such as Freight, Samples, Sales Bonuses. OASIS can also apply these deucts or adds to a Commission Account (Salesperson), for those items OASIS has an “Adjustments” tab. 

 

Notice in the Example below, the invoices have been paid for this check (Paid column), but the check amount is $358.40 less. Agian this is usually because of deducts from the check.

The header area indicates the Difference.

 

So to account for these deductions or additions to the check, use the Adjustments tab

 

Adjustments tab – for tracking/charging Freight, charges for Samples, etc charged on your commission check – and assigning that charge to a commission account/salesperson 

  • This screen allows you to adjust the commission check to account for items such as freight, samples, bonuses added or deducted from your commission check. 
  • This also allows you charge these adjustments to a commissioned account if needed 
  • Deducts are entered as negative numbers and additions or bonuses are entered as positive adjustments 
  • Any adjustments are totaled in the upper right of the header area and the Difference will be noted as well. 
  • The goal again being the Difference amount = $0.00 
  • Charges are entered as negative numbers and additions or bonuses are entered as positive numbers.

 

 

 

NOTE - As a practice, most agencies enter all the checks (paying/posting the invoices), and then come back around once they are sure they have accounted for all the checks, and start posting the payments. See Posting a Payment next.

 

To produce a Commission Check Reconciliation Report 

While in the Payment screen for this check, click File and Print.  (Example below)

Many users like to print this for their records.

 

 

Posting a Payment – Reconciling a payment 

  • Posting a payment in OASIS 
    1. is the final step completing the reconciliation process – similar to posting a general ledger. 
    2. Once invoices and adjustments have been posted it will,
    3. Will close / update accounting records. 
    4. This process allows you to have true commission check reconciliation and allows you to produce a “Backlog” report showing all orders that have not been fully paid. 
  • To Post a payment in OASIS 
    1. Check the “Post Payment” check box in the header area 
    2. There will appear a series of 2 windows that will pose a question in each one that will need to be READ and ANSWERED CAREFULLY
    3. the first window will ask, “OASIS is about to Post a payment” and must be answered “Yes” to post the payment 
    4. the second question will ask, “OASIS is about to update accounting records……” and to continue posting, must be answered “No” 
    5. OASIS will then Post the payment. 
    6. Only posted payments will show on the “Commissions For Account” report
  • A second question will appear
  • Once you Post, then the payment will be closed.
  • Un-Posting a Payment – Use carefully! 
    1. Occasionally there will be the need to un-post a payment.
    2. Example - invoice was not received until after the payment (check) was sent, but it was paid in the check.
    3. Unposting a payment will not cause you to re-enter the payment.
    4. In the payment, go to File, then Unpost. This will open the Payment
    5. Save & Close the Payment
    6. Re-open the Payment and proceed with changes. Once complete, 
    7. Post the payment again

 

Commissions for Account report - after posting Payments

This report allows you to show all commissions assigned to each commissioned account. Once assigned, each account will be shown on the report reflecting any Adjustments to the Account 

 

Note: Some agencies assign commissioned account to sales persons (commissioned sales people), some assign to branch or remote offices. For help understanding and setting up Commission Accounts, call us. You can split up commission accounts as many as necessary

  

 

To create the report

 - In Payments, go to Reports and select “Commissions for Account”.

 

- The parameters window will appear

In the “Report on transactions paid during the following periods” area, the dates/timeframes entered are the when the payments were made (Date Received – Payment Date) – so if payments were made in August, enter the August timeframe.

 

If you don’t want the report broken out by Sales Account, check the box for “Entire Company (no account splits)” 

 

If you don’t want the report broken out by Sales Account, check the box for “Entire Company (no account splits)”

If only reporting certain Sales Accounts, click the add button and add accounts

 

Other options

 - if only grand totals are needed, check the Summary Only box

 

Once you completed the parameters, click Print.

An example of the report is shown below.