Agent Ledgers in Rex lets you track the commission you owe each of your agents. It picks up the figures entered on commission worksheets, and you can add manual transactions for anything Rex does not track, such as a deduction or a credit.
Once a ledger has commission on it, you create a pay run to pay that money out, export the figures, and send each agent a statement. If you use Xero, Rex can also send the pay run straight through and import deductions from past pay runs.
This article covers opening a ledger, what each part of the ledger screen shows you, setting an agent's tax details, and working with transactions.
Do I Need Xero to Use Agent Ledgers?
No. You can manage agent ledgers and export pay runs as a spreadsheet without Xero.
Some things do need it. The Xero integration is what lets you send a pay run directly to Xero, import deductions from past pay runs, and have GST and withholding tax applied to salesperson invoices automatically.
How Do I Open an Agent Ledger?
Agent Ledgers is the first option in the left-hand menu under Financials > Agent Ledgers. From there you can open new ledgers, edit existing ones, and add transactions.
- While viewing the Financials > Agent Ledgers section, click the plus ('+') at the top of the screen.
- Choose the agent under Open a ledger by selecting an Agent.
- Click Open Ledger.
⚠️ Please Note: An agent needs an open ledger before they can be included in a pay run. If an agent does not have one, processing Bulk Commissions will create it for them.
What Is on the Agent Ledger Screen?
Once you open a ledger, the screen has three parts:
- Navigation along the top
- A summary of what will be included in the pay run
- A list of transactions at the bottom, where you can add new ones or edit existing ones
The navigation options work the same way as elsewhere in Rex:
- Back button - returns you to the Agent Ledger list
- View change log - shows when a change was made, and by who
- Back and forward buttons - move to the next or previous agent ledger
What Does the Agent Ledger Summary Show?
Below the navigation, the summary shows:
- Name - the agent attached to this ledger
- Commission payable - total commission payable after settlement commissions are added. This populates once you add transactions or run bulk commissions
- Status - whether the ledger has been processed in a pay run
- Carryover - how much was paid to the agent
- Transactions - the total number of transactions, including deductions and settlement payouts
- Super included - add a percentage here only if the commission you pay the agent includes super. When you export to Xero, Rex deducts that percentage before sending the figures, because Xero adds super to money sent through. If the commission you pay is plus super, leave this blank
- Withholding tax - a withholding tax rate for this agent. Once set, Rex adds it to their salesperson invoice automatically
How Do I Set an Agent's Tax Details? 🔒
Rex can work out GST and withholding tax on an agent's salesperson invoice for you, instead of you correcting the figures by hand. It takes this from two places:
- Whether the agent is registered for GST, and their GST/ABN number are set on the agent's user record, under Settings > Users & Security.
- The withholding tax rate is set on the agent's ledger, in the summary described above.
Setting these up needs access to Rex settings. Agents do not need any additional access, their invoice simply comes out with the right figures.
Rex then includes or excludes GST based on the agent's registered status:
| Agent tax status | On the salesperson invoice |
|---|---|
| Registered for GST | GST is calculated and added, and the agent's GST/ABN number is shown on the invoice |
| Not registered for GST | GST is excluded, and the invoice is generated without it |
⚠️ Please Note: If the agent's GST/ABN number has not been stored, no number appears on their invoice. The GST calculation still follows their registered status, but the number itself has to be entered before it can be shown.
⚠️ Please Note: Automatic GST and withholding tax are available to Australian and New Zealand accounts using the Xero integration. They are not available in the United Kingdom, and an account without Xero connected will not see them.
How Do I Add a Transaction or Settlement Payout?
Below the summary you will see an area for transactions. This includes settlement payouts from listings, and any other payments that are not part of the commission step through. If you use Xero, imported deductions show here too, covered in Agent Ledgers and Xero Integration: Xero Payroll: Importing Deductions.
The list has these columns:
- ID - ID number for the transaction
- Date - when the transaction was added to the ledger
- Type - the type of transaction
- Description - more information about the transaction
- Amount - how much money is in the transaction
- Tax type - the tax treatment applied to this transaction
- Tax rate - the rate applied for that tax type
To add a new transaction or settlement payout, see:
- Transaction - Agent Ledgers and Xero Integration: Adding a Transaction
- Settlement payout - Agent Ledgers and Xero Integration: Adding a Settlement Payout
When you add a settlement payout from a listing's commission worksheet, you can tick mark as on hold to create the payment on hold straight away, instead of holding it from the ledger afterwards. For more on this, see Agent Ledgers and Xero Integration: Adding a Settlement Payout.
What Can I Do With an Existing Transaction?
Once there are transactions on the ledger, you have a few options in the list view.
- Hover over the transaction and click the Dropdown button.
- Choose any of the following:
- Edit - for more information, see Agent Ledgers and Xero Integration: Editing a Settlement Payout
- Reverse - removes the entry from the agent ledger and recalculates the total. You can still view a reversed transaction afterwards
- Audit - gives you an overview of any changes made, and by which user
- Mark as On Hold - holds the transaction out of the current commission pay run. It stays on the ledger until you release it, so it is paid in the cycle you want
- Mark as Active - releases a transaction that is on hold, so it is included in the next commission pay run
⚠️ Please Note: An on-hold transaction is excluded from a pay run until it is released with Mark as Active. If an agent's commission payable looks lower than you expect, check whether any of their transactions are on hold.
❓ Frequently Asked Questions
Why is there no GST on an agent's invoice?
Rex excludes GST when the agent is not marked as registered for GST. Check the agent's user record under Settings > Users & Security. Automatic GST also requires the Xero integration and is not available in the United Kingdom.
The GST is right but the GST/ABN number is missing from the invoice. Why?
The number has to be stored against the agent before it can appear. The GST calculation and the printed number come from two separate fields.
An agent's commission payable is lower than I expected. What should I check?
Check whether any of their transactions are on hold, since those are left out of the pay run until released. Then check for reversed transactions, which are removed from the total.
Can I create a payment on hold from the commission worksheet?
Yes. When you click Add a payment on the commission worksheet, tick mark as on hold before clicking Add to Ledger. The payment stays on hold until you release it with Mark as Active.
What is the difference between Super included and withholding tax?
Super included tells Rex to deduct a super percentage before sending figures to Xero, because Xero adds super itself. Withholding tax is a rate taken from the agent's earnings and shown on their invoice. They are separate fields and you can set both.
Why can I not include an agent in a pay run?
They need an open ledger first. Processing Bulk Commissions will create one for them if they do not have one.
Do I need Xero to use Agent Ledgers?
No. You can manage ledgers and export pay runs as a spreadsheet without it. Sending a pay run directly to Xero, importing deductions, and automatic GST and withholding tax all need the integration.