Step 3 is where you check what each agent will be paid, generate draft invoices to review the figures, download a draft Agent Expense Report, send commission statements, and then finalise the pay run.
This is also the step where finalising happens, despite Step 4 coming after it. Finalising is a button on this screen, and confirming it moves you on to Commissions Pay Run: Step 4 - Export.
What Does the Agent Payment Summary Show?
The agent payment summary includes:
- Total commission payable - amount from the agent ledger to be paid
-
Adjusted commission payable - if you want to adjust what is paid to the agent:
- Click the dropdown button
- Choose Edit
- Adjust the figures
- Click Save
- Super included - if you have set a super amount on the agent ledger, this works out how much super is included. If you are using the Xero integration, it is included as super in the pay run.
- Withholding tax - if a withholding tax rate is set on the agent's ledger, it is applied here and carried onto their invoice.
- Earnings - total after adjustments
Where super and withholding tax are set is covered in Agent Ledgers: Introduction to Agent Ledgers.
How Do I Generate Draft Invoices?
Before you finalise, you can generate draft salesperson invoices and check them. This shows you the actual figures, including the GST and tax treatment, while the pay run can still be changed.
- Click Generate Invoice.
- Review each agent's draft invoice, including the GST treatment, any withholding tax, and the earnings, expenses and year-to-date summary.
- If something is wrong, go back to Commissions Pay Run: Step 2 - Edit Commissions to correct it, or adjust the figures in the agent payment summary above.
- Once the drafts look right, carry on to finalising below.
⚠️ Please Note: Draft invoices are for your review only. They are not the final invoices, and nothing is sent to Xero at this point.
⚠️ Please Note: Any transaction marked as on hold on an agent's ledger is excluded from the draft invoices, and stays excluded until it is released. If an agent's draft looks short, check their ledger for on-hold transactions.
How Do I Send Commission Statements?
At the very bottom you can add a note, which is included on every agent's commission statement.
⚠️ Please Note: Commission statements and draft invoices are two different documents. A commission statement is the summary you send to the agent. A draft invoice is the salesperson invoice itself, generated for your own review before finalising.
To send statements to agents by email before finalising:
- Click Generate Commission Statements. This opens a separate three-step wizard, with its own steps that are not the pay run steps.
- On the wizard's first step, add or remove agents as needed, then click Continue to step 2.
- The wizard's second step gives you a preview of what will be sent to each agent.
- Move between agents using the arrows in the top right corner, or click Jump To and choose an agent
- Click Download Statement if you would like a PDF version
- Click Continue to Step 3.
- Click Send Statements when you are ready to send.
If you would rather send statements after the pay run is finalised, you can do that from Commissions Pay Run: Step 4 - Export instead.
How Do I Download a Draft Agent Expense Report?
Before you finalise, you can download a draft Agent Expense Report to check what each salesperson has been charged, split by expense type, with the totals and a general ledger summary already worked out.
- Click Agent Expense Report. It's the last button in the row of buttons on this step.
- The spreadsheet downloads straight away, with (DRAFT) at the end of its title.
Once the pay run is finalised, you can download the final copy from Commissions Pay Run: Step 4 - Export. For more on what the report shows, see - Commissions Pay Run: Agent Expense Report.
⚠️ Please Note: The Agent Expense Report is available in Australia and New Zealand only.
How Do I Finalise the Pay Run?
Once everything is in order and you are ready:
- Click Finalise in the top right-hand corner.
- Make sure the amounts are correct.
- Click Confirm.
Doing this takes you through to Step 4 - Export.
Once finalised, each agent's invoice carries their GST treatment and GST/ABN number, any withholding tax, and an earnings, expenses and year-to-date summary.
⚠️ Please Note: Finalising cannot be reversed. If you are not ready to complete the pay run, click Save and Exit in the top left-hand corner and come back to it as a draft.
❓ Frequently Asked Questions
What is the difference between a commission statement and a draft invoice?
A commission statement is the summary you send to the agent by email. A draft invoice is the salesperson invoice itself, generated so you can check the figures before finalising. Both are produced from this screen, which is why they are easy to mix up.
Which step do I finalise in?
This one. The Finalise button is in the top right of this screen, and confirming it takes you through to Step 4 - Export. Step 4 is for exporting to CSV or Xero, not for finalising.
Can I undo finalising a pay run?
No. Finalising cannot be reversed. If you are not ready, click Save and Exit and come back to the pay run as a draft.
An agent's draft invoice is lower than I expected. What should I check?
Check their agent ledger for transactions marked on hold, since those are excluded until released. Then check whether an adjusted commission payable figure has been entered in the summary above.
Why is there no GST on an agent's invoice?
Rex excludes GST when the agent is not marked as registered for GST. See Agent Ledgers: Introduction to Agent Ledgers for where that is set.
I missed sending the commission statements. Can I still send them?
Yes. You can generate and send statements from Commissions Pay Run: Step 4 - Export after the pay run is finalised.
Can I check each agent's charges before I finalise?
Yes. Click Agent Expense Report to download a draft spreadsheet of every salesperson's charges, grouped by expense type. See - Commissions Pay Run: Agent Expense Report.