The Payables page provides the interface to review, and potentially adjust, payments to associates.
What We’ll Cover
- Setting Up Required Fields
- Finding the Page
- Reviewing Payables
- Adding Adjustments
- Moving Payables
- Viewing in Web Office
- Importing Adjustments from File
- Editing Adjustments
Setting Up Required Fields
In Administration > Advanced Settings > Commissions.
Under Add/Edit Adjustments section, there are three checkboxes you can enable to require each the Description, Notes, and Approved By fields be completed in the Add Adjustment pop-up window.
Finding the Page
In Corporate Office, navigate to: Commissions > Payables.
Pay – Shows all of the payables that are eligible to be paid.
Hold – Contains all of the payables that are held from being issued. Any associate that has a status of Active – No commissions which usually means they are under review by compliance.
Forfeit – Contains all of the payables that are not qualified to be issued, per the compensation plan.
Under Reason different associate and payable statuses are sorted 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 - The associates listed in this section have earned a payment, but when the payment was processed it was unable to be deposited in their account, and the transaction was not completed.
For example: This can happen if the user’s bank account information is invalid. If the deposit is unable to be made, the provider will communicate that back to the system and the user will be marked as failed.
Important: This should only happen when the payment method type is Hyperwallet Classic (Direct Deposit). ACH automatically marks all associates as Paid.
Note: If you have Corporate Accounts that shouldn’t receive commissions, it is recommended to create a new associate status for these types of accounts and change its Commission Status to Forfeit. To learn how see: Adding and Changing Associate’s Statuses
Payable Total – Below Minimum Threshold - Associates will be listed in this category if their commissions earned are below $10.00 (or the minimum amount set by the company). Once they hit the $10.00 minimum, and are qualified, they will automatically be moved in to the Pay tab.
Bonus Status – Deferred - Associates will be listed in this category if they are in the process of earning a time-based bonus, but have not yet fully qualified. If the associate does not earn the bonus because the eligibility period expired, this payable will be moved to Forfeit > Payable Status – Expired.
Payable Status – Force Pay - The associates listed in this section have been 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 comp plan, a deferred bonus will expire after a certain amount of time. The expired payments will sit in this list as a record.
Note: Expired payables can not be moved back to Hold or Pay. If they payable needs to be issued to the associate, an adjustment can be added.
Payable Status – Force Forfeit - Any associate who has been manually moved to Forfeit will display in this section.
For example: They may have been under review before, and compliance determined they were not eligible for payment.
A manual payment adjustment (positive or negative) can be issued to an associate using the Adjustment tool.
Adjustments are one-off money-based modifications and can be negative or positive. Adjustments are not tied to commission periods, but to commission check payouts.
After a commission period has been committed, any additional modifications to commission payouts will need to handled by adding manual payment adjustments from within the Payables page.
Unlike Overrides, which modify the rules around a commissions calculation for the selected period, adjustments will simply add another cash payout to the user’s paycheck.
Under Reason, you can locate an associate under their Reason status or by using the search bar and the Period Selector.
Once located you can see the Commission Profile with the amount to be paid and any previous adjustments made.
To add an adjustment:
Click + Adjustment and select Add new adjustment.
The Add Adjustment pop-up window will open.
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 name of the user who approved this adjustment.
Click Add Adjustment.
The Move feature allows you to manually move payables between the different payable statuses: Pay, Hold, or Forfeit.
to move a payable:
Click the tab in which the associate’s payable is located.
Search for and select the payable.
Click the arrow next to the associate’s Name.
a Move button is revealed, next to each payable.
This calls a pop-up.
The Move to options presented will be based on the status tab you are on.
Enter a Reason for the move.
This note will be added to the associate’s Service Log, and 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 the associate was moved.
Search for the associate or locate them in the Payable Status – Force section to 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 are tied to paychecks.
Importing Adjustments from File
This feature can be used for mass adjustment addition. 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 the file is uploaded, 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, or searching for them using the associate search bar.
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 of the previous information entered for the adjustment will populate in the fields and can be edited and re-saved.
Note: Adding negative adjustments will not create a withdrawal from the an associate’s bank account when the payments are processed. Instead, the negative amount will be subtracted 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), then the negative adjustment will be applied.
Important: Negative adjustments should never be put in a “force pay” state.