The Payables page provides the interface to review and adjust payments to Associates.
What We’ll Cover
- Setting Up Required Fields
- Reviewing Payables
- Adding Adjustments
- Moving Payables
- Viewing in Web Office
- Importing Adjustments from File
- Editing Adjustments
Setting Up Required Fields
Admin: Corporate Admin
Page: Administration > Advanced Settings > Commissions.
Permission: ViewAdministration(), ViewAdvancedSettings()
On the Commissions tab:
Under Add/Edit Adjustments section, you can make the following fields located in the Add Adjustment pop-up window required:
- Approved By
This shows all the payables that are eligible.
Contains all the payables held until approval. Any Associate with a status of Active – No commissions means they are under review for compliance.
Contains all the payables that are not qualified to issue, per the compensation plan.
Under Reason, sorts different Associate and payable statuses under example sections. Listed under each section are the Associate names they apply to.
Associate Status – Active - The Associates listed in this section have qualified for commissions based on the compensation plan.
They are active, qualified, and above the minimum payment threshold.
Associate Status – InActive - Any Associate that has a status of InActive.
Associate Status – Terminated - Any Associate that has a status of Terminated.
Associate Status – Suspended - Any Associate that has a status of Suspended.
Associate Status – Cancelled - Any Associate that has a status of Cancelled.
Payable Status – Failed - Associates have earned a payment, but it could not process.
This can happen if the Associate’s bank account information is invalid.
Important: This only happens with Hyperwallet Classic (Direct Deposit). ACH marks all Associates as Paid.
Note: If you don’t want your corporate accounts to receive commissions, create a new Associate Status. Then, change the new account’s Commission Status to Forfeit. To learn how see: Adding and Changing Associate’s Statuses
Payable Total – Below Minimum Threshold - The Associate’s commissions earned are below $10.00 (or the minimum amount set by the company).
When they reach the minimum and qualify, the system will move them to the Pay tab.
Bonus Status – Deferred - The Associates are earning a time-based bonus but have not yet qualified.
If the Associate eligibility period expires, this payable will move to Forfeit > Payable Status – Expired.
Payable Status – Force Pay - The Associates have moved from the Hold or Forfeit tab or issued an Adjustment.
Payable Status – Force Hold - This is a manual hold placed on the commission payment.
Payable Status – Expired - Per the compensation plan, a deferred bonus expires after a certain amount of time. The expired payments will sit in this list as a record.
Note: Expired payables can not move back to Hold or Pay. If you need to issue a payable to the Associate, you can add an Adjustment.
Payable Status – Force Forfeit - Any Associate an Admin moves to Forfeit will display in this section.
For example, they may have been under review before but were not eligible for payment.
You can issue a manual payment change (positive or negative) to an Associate. Adjustments are one-off money-based modifications and can be negative or positive. They are not tied to commission periods but commission check payouts.
After committing a commission period, if you need to make changes to commission payouts, you must do so with an Adjustment. Unlike Overrides, which change commission calculation rules. Adjustments add another cash payout to the Associate’s paycheck.
Under Reason, locate an Associate. Once located, you can see the Commission Profile with the amount to be pay and any previous Adjustments made.
To add an Adjustment:
Click + Adjustment and select Add new adjustment.
The Add Adjustment pop-up window opens.
Enter the name or ID of the Associate who will receive a payment Adjustment.
Enter the Amount of the Adjustment.
This can be positive or negative.
In the Taxable? dropdown, select Yes if the amount is taxable.
Enter the Description of the Adjustment.
Type any Notes on the Adjustment.
In the Approved By field, type the Admin’s name who approved this Adjustment.
Click Add Adjustment.
You can move payables between the different payable statuses: Pay, Hold, or Forfeit.
To move a payable:
Click the tab with the Associate’s payable.
Search for and select the payable.
Click the arrow next to the Associate’s Name.
This reveals a Move button next to each payable.
This calls a pop-up.
The Move to options change depending on the status tab.
Enter a Reason for the move.
This adds the note to the Associate’s Service Log and is visible in the payable itself.
Click Move to submit the request.
A success message appears under the moved Associate’s name if the submission is successful.
To confirm the movement:
Navigate to the tab you moved the Associate to.
Search for the Associate or locate them in the Payable Status – Force section where you moved the submission.
Click the arrow next to their name.
You will now see the payable status is Force (Pay, Hold, or Forfeit).
Hover over the question mark icon and click it to view the movement details.
Viewing in Web Office
- Overrides are pre-commit and tied to commission periods.
- Adjustments are post-commit and tied to paychecks.
Importing Adjustments from File
Use this feature for mass Adjustments. You can download a CSV template file to your computer. Then complete the template, save, and upload.
To import Adjustments:
In the Pay tab, click + Adjustment and select Import from File.
The Import Adjustments pop-up window opens.
Click Download example file.
An Adjustment Template downloads to your computer.
Open the downloaded CSV file in a spreadsheet program, such as Microsoft Excel or Google Sheets.
Add the adjustment information in the appropriate columns.
Save the file.
In Payables page Import Adjustments pop-up window, click Choose File.
Select the saved Adjustment file from your computer.
The file begins to upload.
Once you upload the file, the results will appear in the Payable Status – Force Pay section. You can see Adjustment details by locating the Associate in the Payable Status – Force Pay section. Clicking the arrow next to their name and hovering over the question mark icon shows the Adjustment details.
If there are errors in the file or missing fields, you will receive an error notification. To correct the errors:
- Fix and re-save the file.
- Then re-upload.
An Adjustment can be deleted or edited by selecting the Options dropdown next to the entry.
Selecting Edit Adjustment will call the Edit Adjustment pop-up window.
All the previous information entered for the Adjustment will populate in the fields. You can edit and re-save the Adjustment.
Note: Adding negative Adjustments will not create a withdrawal from an Associate’s bank account. Instead, the negative amount subtract from any positive commission earnings from the Associate.
Once there is a positive balance available to the Associate (after the negative amount has been subtracted), the negative Adjustment will be applied.
Important: Never put negative Adjustments in a “force pay” state.
The system stores added Adjustments in the CRM_Commission_Adjustments Database table. You can query the Database using the Data Editor.