Skip to main content
SecurityTrax

How to Manage Payable Entries

  1. Last updated
  2. Save as PDF

Introduction

Please click Here to learn more about Payables.

Payable Entries are the final step of the Payables process. A Payable Entry takes everything that has been built from Job Function, Level and Line Items and uses the information to generate a commission calculation. 

A Payable Entry is broken up into three sections:

  • Top
    • Job Function
    • Payee
    • Level
    • Payment Status
    • Note to Payee 
  •  Middle
    • Line Items
      • Name
      • Description 
      • Amount 
  • Bottom
    • Payments 
    • Totals
      • Total Owed
      • Total Paid
      • Total Due

The top Section displays the Job Function, Payee, Level, Payment Status and Note to Payee. This information is used as both a way to organize all of Payable Entries, but also as a means of tracking the life cycle of the Payable Entry itself.

The middle section displays your Line Items, which each have a name, description and amount. The description and amount can be adjusted on the Payable Entry itself. This amount field deals with the actual calculated amounts the Payee will receive. The description field can be used to provide information as to why the amounts calculated the way they did or can be used to display information on the customer you would like to reference on the Payable Entry.

The bottom section displays both Payable Payments made and the Total Owed, Total Paid and Total Due.

The Payable Payments are transactions on the Payable Entry. The Payable Payments contain the following fields

  • Amount
  • Date
  • Reference
  • Notes

These fields allow you to organize and track your Payable Payments during the life cycle of the Payable Entry.

The Total Owed, Total Paid and Total Due are there to assist in process of Payable Payments and as a quick reference for Payable Entry amounts.

This page will show you how to manage Payable Entries and Payable Payments on the customer. This includes being able to view, create, edit and delete both Payable Entries and Payable Payemnts.

Terms

View the complete list of terms used in Payroll.

Payables

The feature in Securitytrax which allows you to create commission calculations.

Payable Entry

The end result of the Payables feature. The Payable Entry pulls information on a customer to calculate a commission calculation. Calculations are determined based on Job Function, Level and Line Items. Payable Payments can also be added to a Payable Entry.

Line Item

A series of field, or rows, within a Payable Entry intended to break down calculations into easily viewable segments. A Line Item has a description and amount field. 

Job Function

The method (calculation) by which you build a Payable Entry. A Job Function requires a Payee, Level and Line Items in order to work.

Level

A Level is assigned to a Payee and is required for Payable Entry creation and serves as a means to distinguish different Line Items within a Job Function.

Payee

A selected User or Appointment that is the entity being paid from a Payable Entry.

User (Payee)

A Payee entity of type User. Typically, a Sales Rep, Trainer, Lead Rep or other User in the system.

Appointment (Payee)

A Payee entity of type Appointment. This Payee type will provide a list of appointments connected with the customer. Whatever appointment is selected will in turn select the Tech assigned to that appointment who will be the Payee.

Tech (Appointment)

The actual individual getting paid when the Payee is of type Appointment.

Payee List

When creating a Job Function this is the list of options available for Payees.  This list will display as a drop down on the Payable Entry itself of either Users or Technician Appointments. The options are conditional upon the category selected, either Sales or Technician. The category separated options are listed as follows:

Note: Roles are assigned based on the permission group they are assigned. To know if a user has a specific role go to there User Account, select the Permissions tab and observe the Group Roles section located in the upper right portion of the page. The assigned roles will be displayed there.

Note: Any User who is not assigned a role will not be able to be seen in the associated drop downs on the Customer page or Payable Entry itself.

Sales

  • All Lead Reps

Will display a list of all Users who have been assigned the role of Lead Rep. 

  • All Sales Reps

Will display a list of all Users who have been assigned the role of Sales Rep.

  • All Users

Will display a list of all active Users in your system.

  • The Lead Rep

Will display the User assigned on the Customer as the Lead Rep.

  • The Lead Rep's Manager

Will display the User (Manager) from the Org Chart who is directly above the the User assigned on the Customer as the Lead Rep.

  • The Sales Rep

Will display the User assigned on the Customer as the Sales Rep.

  • The Sales Rep's Manager

Will display the User (Manager) from the Org Chart who is directly above the the User assigned on the Customer as the Sales Rep.

  • The Sales Rep's Recruiter

Will display the User assigned as the Recruited By in the Human Resources tab on the User Page.

  • The Trainer

Will display the User assigned on the Customer as Alt Sales Rep.

  • The Trainer's Manager

Will display the User (Manager) from the Org Chart who is directly above the the User assigned on the Customer as the Alt Sales Rep.

Technician

  • All Users

Will display a list of all active Users in your system.

  • Tech Appointments Before Now

Will display all appointments on the Customer that have occurred prior to the current date and time.

  • The Technician's Manager

Will display the User (Manager) from the Org Chart who is directly above the the User assigned on the Customer as the Technician.

Payable Payment

Transaction(s) on the Payable Entry that track the amounts you payout to the Payee.

Amount (Payable Payment)

The value being paid out on the Payable Payment.

Date (Payable Payment)

The date the Payable Payment is being made on.

Reference (Payable Payment)

A field on the Payable Payment for internal reference. Typically a number or form of tracking designation.

Notes (Payable Payment)

A field on the Payable Payment to write internal notes regarding this Payment

Total Owed (Amount)

The total calculated value on the Payable Entry. This is total of all individual Line Item amounts on the Payable Entry. This will typically be the initially calculated value of the Payable Entry . However, any manually adjust to the Payable Entry will result in this value being adjusted accordingly.

Total Paid (Amount Paid)

The amount that is actually paid to the Payee. This is determined by by totaling the Payable Payments on the Payable Entry.

Total Due

The amount of money still due to the Payee. Calculated by The Total Owed subtracted by Total Paid.

Usage

View

  1. While logged into Securitytrax, navigate to any customer.
  2. While on the Customer page, click on accounting tab.
  3. Navigate to the Payables section.
    • Note: You will see all current active Payable Entries for the customer listed in this section.
    • Note: By Payable Entries are listed by ID descending.
  4. Click on the desired Payable Entry.
  5. A window will open titled Payable Entry to 'Payee' for 'Customer'.
  6. The following sections appear:
    • Top
      • Job Function
      • Payee
      • Level
      • Payment Status
      • Note to Payee 
    •  Middle
      • Line Items
        • Name
        • Description 
        • Amount 
    • Bottom
      • Payments 
      • Totals
        • Total Owed
        • Total Paid
        • Total Due
View Payable Payment
  1. While on the Payable Entry, navigate to the Payments section.
  2. Click on the desired Payment
  3. A new window will open titled Payment 'ID'.
  4. The following fields appear:
    • Amount 
    • Date 
    • Reference 
    • Notes 

Create

  1. While in the Payables section, click the + Add button.
  2. A window will open titled New Payable Entry for 'Customer'.
  3. Click on the drop down and select desired Job Function. The Payee drop down will appear.
    • Note: The Payee drop down is being generated based off of the Payee List.
  4. Select the desired Payee. The Payable Entry will generate.
  5. The Payable Entry has now been created and is being displayed on the module.
    • Note: You may edit any Line Item description and/or amount at this time.
  6. The following sections now display:
      • Top
        • Job Function
        • Payee
        • Level
        • Payment Status
        • Note to Payee 
      •  Middle
        • Line Items
          • Name
          • Description 
          • Amount 
      • Bottom
        • Payments 
        • Totals
          • Total Owed
          • Total Paid
          • Total Due
  7. Click Save
Create Payable Payment
  1. While on the Payable Entry, navigate to the Payments section and click the + Add button.
  2. A new window will open titled New Payment with the following fields:
    • Amount
    • Date
    • Reference
    • Notes
  3. Fill out desired fields.
  4. Click the Save button.

Modify

Edit Payable
  1. While in the Payables section, click on the Payable Entry you would like to edit.
  2. A window will open titled Payable Entry to 'Payee' for 'Customer' displaying the the following information:
    • Top
      • Job Function
      • Payee
      • Level
      • Payment Status (editable)
      • Note to Payee (editable)
    • Middle
      • Line Items
        • Name
        • Description (editable)
        • Amount (editable)
    • Bottom
      • Payments 
      • Totals
        • Total Owed
        • Total Paid
        • Total Due
  3. Edit desired fields.
    • Note: Only fields designated as editable above can be edited.
  4. Click the Save button
Edit Payable Payment
  1. While on the Payable Entry, navigate to the Payments section and click on the desired Payment.
  2. A new module will open with the title of the  "Payment" with the ID of the Payment.
  3. The following fields appear:
    • Amount (editable)
    • Date (editable)
    • Reference (editable)
    • Notes (editable)
  4. Edit desired fields.
    • Note: Only fields designated as editable above can be edited.
  5. Click the Save button
Delete
  1. While on the Payable Entry screen, click the Delete button.
  2. A confirmation message window will appear.
  3. Click the Delete button.
Delete Payable Payment
  1. While on the Payable Entry, navigate to the Payments section and click on the desired Payment.
  2. Click the Delete button.
  3. A confirmation message window will appear.
  4. Click the Delete button.
  1. Back to top
  • Was this article helpful?

Recommended articles

  1. Article type
    Topic
  2. Tags
    This page has no tags.