Payable Creation Example
Introduction
Remember that the Payables feature is essentially commission calculations.
- In this example we will be stepping through the life cycle of a Payable Entry. We will start by building the structure of the Payable Entry, then assigning the Level to a User and ultimately creating a Payable Entry on a customer.
- Build the Structure (Job Function, Level and Line Items)
- Payee Assignment
- Create a Payable Entry
When you are finished going through this walkthrough, you should have a much better understanding
Click Here to learn more about Payables.
Terms
You may be unfamiliar with many of the terms used throughout this walkthrough. Anything in Italics will have a definition on our Payables terms page.
View the complete list of terms used in Payroll.
Build the Structure
Job Function
First, let’s create a Job Function so we can set up what we want to pay the Sales Rep.
After logging into SecurityTrax, click on your Company Name or the hamburger icon 
.
Under Admin click on Users & Permissions.
On this new page, titled User Job Functions, click on Payables.
All of your active Job Functions are listed here.
This is also the page you will go to if you need to edit any Job Functions in the future. For now, we are just going to create one.
Click on the New Function button.
This will open a new window titled New User Job Function.
There are 4 fields to fill out.
- Name
- Description
- Payable Category
- Payee List
Name
We will start with the Name.
This one is pretty straight forward, simply put the name you would like to call the Job Function.
For our example we will name it "Primary Rep".
Description
Next we will fill out the Description.
This one is also pretty straight forward, simply put a short description you would like to have for the Job Function.
For our example we will put "Pays the Sales Rep who made sale".
Payable Category
Now let's move on to the Payable Category.
You will be able to select from the following:
- Sales
- Technician
For our example we are wanting to pay the sales rep, so we will be selecting Sales.
Payee (List)
Finally we have the Payee List.
The Payee List provides a list of options for what Payee we want to pay on the Payable Entry.
This Payee List is dynamically created based on the Payable Category selected.
For the Payable Category type Sales, this field will generate sales related lists of users.
For our example we are only interested in finding the Sales Rep who is on the customer, so we will select The Sales Rep.
Now click the Create button.
The page we are on now is the Job Function we just created and is titled Primary Rep.
If you want to change something, you can now adjust the name or description.
So, let’s change the name "Primary Rep” to say "Primary Sale".
Let's also change the description "Pays the Sales Rep who made sale" to “Who made the sale”.
Once changed, click the Save Changes button.
Now that the Job Function is created let's move onto to create a Level.
Level
Click on the + Add Level button.
This will open a new window titled New Level.
There are 2 fields to fill out.
- Name
- Description
Name
We will start with the Name.
This one is pretty straight forward, simply put the name you would like to call the Level.
For our example we will name it "Level 1".
Description
Next we will fill out the Description.
This one is also pretty straight forward, simply put a short description you would like to have for the Level.
For our example we will put "A Sales Rep with 1 year of experience".
Now click the Create button.
The page we are on now is the Level we just created and is titled Level 1.
If you want to change something, you can now adjust the name or description.
There is nothing we want to change, so let's move forward to create Line Items for that Level.
Line Item
Click on the + Add Line Item.
This will open a new window titled New Line Item
There are only 2 fields to fill out.
- Name
- Description
Name and Description
The only two fields are Name and Description, respectively. On these fields you will simply put the Name you would like to call the Line Item and a short Description of its purpose. For our example we will name it “Base” and describe it as “The Base amount the sales rep earns”.
Make sure the Active slider on the bottom right is blue, which means it is active.
Now let’s click “Create”.
We are back on the “Level 1” page. Now you can see that in the Line Items section you can see the Line Item “Base” with its description. To edit this Line Item, simply hover over the Line Item in question and select it. You can now edit the Name and Description. I don’t need to change anything, so I am going to click cancel.
While it’s great to have one Line Item, we want to have a put more of a break down on this Payable Entry. So we are going to create a couple more line items.
Add More Line Items
We’re going to select +Add Line Item and do the same thing we did above. The next two will be as follows:
- Misc
- Name: Misc
- Description: "For random Miscellaneous values we pay the Sales Rep"
- Bonus
- Name: Bonus
- Description: "When the Sales Rep sells a piece of equipment with Bonus Values"
- Deduction
- Name: Deduction
- Description: "When the Sales Rep sells a piece of equipment below the Par cost on the Equipment"
You can now see all 4 of the Line Items we created in the Line Items section.
Reorder Line Items
Let’s say you wanted the Misc. Line Item to be the last Line Item on the Level. Simply select and hold the two-line (mini burger) icon, to the left of the Number 2 on the left side of the Line Item. Now drag the whole row down to below the 4th Line Item named “Deduction”, un-select and click Save Changes.
Now the Misc. Line Item is number 4 instead of 2.
Duplicate Level
Let’s say we wanted to create another Level that has the exact same Line Items.
Select the + Duplicate button. A new window will open titled Duplicate Level. Click the Duplicate Level button.
We have now duplicated Level 1. Let’s adjust the name and description to Say Level 2 and “A sales rep with 2 years of experience”. Click Save Changes on the bottom right.
We now have the Job Function created and two levels that we can choose from to assign the Sales Rep.
So let’s go assign the level to the sales rep.
Assign the Level
How to Manage a Payee Assignment
User
Click “Users” from the Left Navigation Menu, find the User you want to assign a level and click anywhere on that row.
From the Users page click on Human Resources, near the lower middle of the Left Navigation Menu.
On the Human Resources page you navigate to the bottom section titled “Payee Assignments”
We want to assign a level, so we will click on + Add.
This will open a new window titled “New Payee Assignment”
Select the Category Sales and the Job Function of “Primary”. Now select the Level you would like to assign. By default, the first level created will be selected. However, let’s select Level 2. Now click Save on the bottom right.
You can now see this level under the “Sales Representative” category under Payee Assignments.
Create a Payable
Customer
Now, let’s go to the customer and create the payable based on the Job Function we just made.
From the customer page, click on “Accounting” from the middle of the Left Navigation Menu.
Navigate to the bottom of the page to the section titled Payables.
Click + Add
Select the Job Function we just created, which should be the only one in your drop down, titled “Sales: Primary”. Select the Payee (the User whom we assigned a level earlier). This will trigger Payable generation.
Payable
The Payable is broken into 3 parts or sections.
Job Function
The 1st (Top) section contains the Job Function, Payee and Level information. This section also contains the Note to Payee and the Payment Status.
The Note to Payee is an internal Note meant for the Sales Rep, or whomever is getting paid.
The Payment Status is utilized to track the current payment state of the Payable. The options for Payment Status include Approved, Denied, Paid in Full, Partially Paid, Pending and Requires Review.
Line Items
The 2nd (Middle) section is called Line Items. You can enter in descriptions and amounts. For our purposes we will not be putting in any descriptions, but will put $500 in the base, $50 in the Bonus, -$150 in the deduction and $15 in the Misc. Notice the total amount displays at the bottom of the Amount Column.
The bottom of the page also now displays three totals:
- Total Owed
- Total Paid
- Total Due
The Total Owed will equal the total amount of the Payable calculated from the Line Items and in our case will equal $415. The Total Owed will always be the total amount that is calculated on the Payable.
Click Save
You can now see the payable in the Payables Section.
Now lets click back into the payable and discuss the last section.
Payable Payments
The 3rd (Bottom) section is called Payments. This section is directly below the Line Items section.
Payments on the Payable are transactions you can make to track what you have paid out to the Payee.
Click + Add in the Payments section.
This will pop open a new window where you can fill out an Amount, Date, Reference and Note. Lets put in an Amount of $100 with today's date. For Reference let's put "Q1 Promo Amount". We could put in any information that would be good for quick reference. For the Note let's put "Payment 1/4 Q1 Promo". Both the Reference and Notes fields can be utilized for whatever means you wish to track this information.
Click Save
Notice now that the Total Paid now displays the Payment of $100 which we just created.
Because we have now paid $100 of the $415, the Total Owed will now say $315 dollars.
Conclusion
You have now successfully used the Payables feature and created a Payable Entry on a customer.
For any further questions we recommend using any of the following links to learn more about Payables management in Securitytrax.