Commission management module

The Commission Management module controls how and when leads appear in the Invoice Management page for commission processing and payout. When a lead's status changes to a commission-eligible state, the system automatically determines which settlement period (month) the commission will be processed in based on the date of the status change.

1. Enabling the Commission Management Module

Before you can start managing commissions, you'll need to enable the module:

1. Navigate to the Modules section in the Administrator Panel.
2. Toggle the Modules Edit Mode in the top right corner of Modules Management screen

3. Locate the Commission Management module and Enable it

   

4. Save the Edit Mode.

2. Commission Management screen

The Commission Management dashboard provides a comprehensive view of all financial activities related to commissions. Here’s how to navigate and use it:

Overview of Commission Data:

• Est. Yearly Value: Estimated yearly revenue based on the assigned leads.
• Commission Percent: The percentage of commission assigned to each lead.
• Est. Commission: Estimated commission based on the lead's value and the percentage rate.
• Actual Commission: The actual commission adjusted by the vendor - it can be edited at any time before accepting the monthly value.
• Status: The current status of the lead payout (e.g., "Waiting for approval," "Waiting for invoice", "Ready for payout").
• Attachments: Any relevant files (mostly invoices) attached to the commission.
• Comments: Additional comments or notes related to each entry.

Filter and Search Tools:

• Utilize the Month and Status dropdowns to filter leads.
• Use the slider controls to set ranges for Estimated and Actual Commission.
• Click on Reset Filters to clear all filters and view the full data set.

Table Configuration:

• Click on Table Configuration to customise which columns are visible in your dashboard.
• Options include Est. Yearly Value and Commission Percent among others.

3. Walk-through Commission Management

Once the module is enabled, it allows you to instantly access the settlements in Commissions menu tab. The logic and actions behind Commission Management are as following:

• Assignment to Settlement Period: The lead will automatically be assigned to the appropriate month in the Commission Management view. If a lead's commission covers multiple periods, it will be added to the corresponding invoices for each period. The default period is Monthly, although, it can be adjusted per Partner in Partner Details.

• Managing Lead Values: You can manage and adjust the actual commission values for each lead directly from the Commission Management view.

  

• Moving Leads: Leads can be moved to subsequent billing periods and marked as inactive if necessary. The default billing period for a partner is set to one month, but this can be changed in the partner settings.

  

• Making Leads inactive: Leads can be removed/made inactive in further calculations by clicking 'Make inactive' option.
• Review Historical Data: Utilise filters to analyze historical invoice data for better financial tracking and reporting. The

• The leads in Commission Management: If you want to a lead in Commission Management, ensure it has a status set as "Ready for Payout" or "Recurring Payment". Existing leads can also be edited to change their status to one of these options.

  

4. Managing Invoices and Settlements

Invoice Approval Process:

• As leads move through the commission management process, they may require approval.
• Leads with the status "Waiting for approval" need to be reviewed and approved by vendor before final settlement.

Partner Interactions:

• For leads marked "Waiting for invoice", your partners will be able to upload their invoice in Commission Management. Once done, you will see it for the given month. The status of Attachment for given month is changed to "Waiting for partner", when all leads within given month are accepted by vendor.

Historical Data Review:

• Access and analyse historical invoices and settlement data directly from the dashboard. Filters can be used to refine the data based on specific criteria.

5. Commission logic

Commission-Eligible Lead Statuses

Leads become eligible for commission processing when their status is changed to one of the following:

• Ready for payout
• Paid out
• Recurring payment

Once a lead reaches one of these statuses, it will appear in the Invoice Management page at https://app.partnerplace.io/invoice-management according to the settlement period logic described below.

Default Settlement Period Logic

The system uses a date-based logic to determine which settlement period (month) a commission will be assigned to. This logic is designed to provide adequate processing time for commission verification and payment preparation.

First Half of the Month (Days 1-15)

If a lead's status changes to a commission-eligible status between the 1st and 15th day of the month, the commission will appear in the invoice management page for the next month.

Second Half of the Month (Days 16-End of Month)

If a lead's status changes to a commission-eligible status between the 16th and the last day of the month, the commission will appear in the invoice management page two months ahead.

Why This Logic Exists

This settlement period logic serves several important purposes:

• Processing Time: Provides adequate time for vendors to review and verify commission amounts before payout
• Invoice Preparation: Allows sufficient time for partners to prepare and submit invoices if required
• Payment Scheduling: Aligns commission processing with standard monthly financial cycles and payment schedules
• Administrative Efficiency: Reduces the administrative burden by batching commissions into predictable monthly settlement periods

Settlement Period Assignment Examples

6. Additional Tips and Best Practices

Regular Updates: Ensure that lead statuses and values are regularly updated to reflect accurate commission data.

Clear Communication: Maintain clear communication with partners regarding their commission expectations and invoice submissions. You can do so through comment boxes in Commission Management.

Use Filters for Analysis: Leverage the filter tools to break down financial data into actionable insights.

Yearly Overview: Navigate between different years using the year tabs at the bottom of the view.

Troubleshooting

1. Leads not appearing in Commission Management:

Solution: Ensure that leads have the correct status ("Ready for Payout" or "Recurring Payment") and fall within the visible date range.

2. Commission calculations seem incorrect:

Solution: Verify the commission percentages set for each partner and the estimated yearly values of leads.

3. Unable to edit lead values:

Solution: Check your user permissions. Only users with appropriate access rights can modify lead values in the Commission Management view.

4. Invoices not attaching properly:

Solution: Ensure that the file format is supported and that the file size is within the allowed limit. Try uploading the file again.

5. Commission Appears in Unexpected Month

Solution: Check the date when the lead status was changed. The settlement period is determined by this date, not by the lead creation date or any other date. If the status was changed on day 1-15, it goes to next month; if changed on day 16-end, it goes two months ahead.

5. Missing Commission

Solution: Verify that the lead status has been changed to one of the commission-eligible statuses (Ready for payout, Paid out, or Recurring payment). Check both the current month and future settlement periods, as the commission may be scheduled for a later period based on when the status was changed.

If you encounter any additional issues or struggle to configure commissions management, please contact us at support@partnerplace.io.