Once a Check as been entered into MarketTime, the next step is to post invoices/commissions to the intended orders. This process is done from the Commissions screen found under the Order Payments option in the Navigation Menu.
Video Overview
Preparing for Invoice/Commission Entry
The most efficient way to begin is to filter by the Manufacturer for which you'll be posting for (1), then filter by the Check you've entered (2). This will ensure that your view is focused on a smaller amount of data, which helps with efficiency and the ability to check your work.
- After you've selected the Manufacturer and Check you'll be working on, you will click on Quick Entry:
- The resulting window allows you to manually find the order you want to work on, or search by PO (1) or Customer Name (2), the former usually being the quickest way to do so:
- When searching by PO, if the PO you entered is unique, the order will be opened, and you'll be presented with the entry screen.
- Within this window you will see basic information about the order, the entry section, and any additional Invoices that may already be attached to this order:
- Adding your Invoices/Commissions is done in the entry section, using TAB to go from field to field.
- Once you've completed your entry, click Finish & Close to finish this order.
The Post Commission button may be used if there are additional invoices that need to be added to this order. After adding any additional invoices, you may use the Finish & Close button to complete your work on that order.
Repeat the steps above to continue posting Invoices/Commissions for your check(s) as needed, the summary for your work is found on the Commissions screen (provided you've used the Filter by Check option).
The Remaining Balance of the check may be viewed here as well:
The Recent Commissions button will show you the recent entries done within a set amount of hours.
You can filter the resulting report by Manufacturer and last number of hours as well as export the information into an Excel file.
Editing existing Invoices
- To edit an invoice that has already been entered into MarketTime, you may use the Invoice Search feature (or the other search/filter tools available on this screen) to find your desired invoice:
- Once you've located the invoice, click on the blue arrow icon to the right of the order found, and choose Edit Commission.
- This allows you to view any invoices attached to the order selected, and use the "pencil" icon to edit it:
Invoices associated with checks that are BALANCED or COMPLETE may not be edited to preserve data integrity.
Manually editing the Status of an Order during Invoice/Commission Entry
When entering in invoices, there are times when you know you may not receive the full invoice-able amount of any given order. In these cases, you may want decide to mark the order as PAID (or any other status), so it doesn't linger as an OPEN order.
This may be done during the process of posting invoices/commissions.
Once you've located your desired order, the Status drop-down in the top right corner of the window allows you to override the status to whatever you deem fit:
- INCOMPLETE - This is an order that has made it to the Finalization screen, but is missing a required piece of information such as an Order Code, Payment Terms, or Shipping Terms. Incomplete orders may not be transmitted to Manufacturers.
- OPEN - This is an order that has been finalized and saved, and may be transmitted to Manufacturers or Customers.
- QUOTE - This status is discretionary, and usually indicates that the order is not yet ready to be transmitted to the Manufacturer.
- TRANSMITTED - This is an order that has been transmitted to the Manufacturer. Re-transmitting an order will send a notification to the Manufacturer that the order has been updated, but MarketTime recommends always following up with the Manufacturer for confirmation of the changes.
- CANCELLED - This status is discretionary, but usually indicates the order has been cancelled by a party involved with the order. When a Manufacturer updates the status to CANCELLED, the Salesperson on the order is notified. When a Salesperson updates the status to CANCELLED, the Manufacturer is notified, and the Salesperson is given an opportunity to add a note when doing so.
- CONFIRMED - This status is discretionary, and is usually used by Salespeople to visually confirm an order within MarketTime once they've received confirmation from the Manufacturer that they've received or processed the order.
- PAID - This status appears when an admin user has run the Company Commission Summary, verifying the pay period which this order appears in is correct.
- REP PAID - This status appears when an admin user has run the Salesperson Commission Summary, verifying this pay period’s numbers are correct for each Salesperson, and usually indicated impending payment (consult your admins in regards to actually being paid).
- COMPLETE - This status signifies that the order has completed the "lifecycle" of an order, has been paid, and can be locked, preventing future edits to it or it's attached invoices.
You will complete the Order Payment process by Balancing Checks next.
FAQs
Here are some frequently asked questions we receive about posting invoices and commissions:
Why doesn't my commission auto-populate the commission amounts when adding invoices and commissions?
You may sometimes see this when entering a commission:
If you find that the commission rates or amounts don't auto-fill when you're entering invoices or commission manually, please check for the following:
Have you set up commission rates for the "Salesperson to Pay" on the commission?
If not, you'll need to add a commission rate for the order code that applies to the order to which you add the invoice and commission. To add commission rates to salespeople, follow these steps: Review and Update Order Codes at the Salesperson Level
Does your order code exist at the company level?
If you attempt to add an invoice or commission to an order with a previously deleted order code, the system does not know the rate to use when calculating the commission. To check if the order code on your order exists at the company level, follow these steps:
- Look at the Order Code on the order
- Navigate to Settings > Order Settings
- Make sure the order code on the order appears in the list
- If the order code on the order doesn't appear in your list of company Order Codes, you'll need to:
- Update the order with the correct order code (to an order code that exists in your account)
- Or, re-add the previously deleted order code at the company level and add commission rates to the salesperson to pay on the order
When an order is complete, can we still add deductions?
Yes! You can add chargebacks, deductions, additional invoices, etc., to order regardless of status. To do this, follow these steps:
- Navigate to the order details page
- Click Track Payment
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Change the order status to something other than "Complete," such as: Open, Paid, Invoiced, RepPaid
- Add your deduction
- Click Post Commission
- Change the status back to Complete
How do I manually close orders?
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Navigate to:
- The order details page > Track Payment
- Order Payments > Commissions > Edit Commission
- Change the status to: Paid, RepPaid, or Complete
Why can't I add invoices or commissions to an order?
If you're not able to add an invoice or commission to an order, please check these items before contacting support:
What is the order status?
Orders with "Incomplete" status cannot have invoices or commissions added. You'll be able to tell this when looking at the "Commission Quick Entry" screen because:
- The status in the upper right corner will say "Incomplete"
- The buttons will not be clickable
To resolve this, please close the "Commission Quick Entry" window, edit the order to add any missing information, and then attempt to add the invoices/commissions again.
Why can't I edit the order amount on an order?
If you're on the "Commission Quick Entry" popup for an order and can't edit the "Order Amt," please follow these steps: