Once you have finalised the commission pay run, Step 4 is where you export the data, download the final Agent Expense Report, and send commission statements if you did not send them while the pay run was still in draft. It also shows the Agent Payment Summary, the same one you saw in the previous step.
How Do I Export the Data?
You have two options for exporting:
- Download CSV - downloads a CSV file you can open in Excel, or upload to payroll software other than Xero.
- Export to Xero - sends the data directly to Xero, covered below.
How Do I Export to Xero?
Once you have set up the Xero integration, you can export your data to Xero. This sends the commission for the attached agents and creates a draft pay run in Xero.
- Click Export to Xero.
- Verify the amount.
- Click Next.
- If you have not authorised in the last 30 minutes, see Agent Ledgers and Xero Integration: Authorising Xero Integration.
- Select which pay period you want to run this for, Scheduled or Unscheduled.
- Click Export.
⚠️ Please Note: You cannot use the export to Xero function if you already have a draft pay run sitting in Xero.
Invoices post to Xero with the GST treatment already applied, based on whether each agent is registered for GST. You do not need to correct the GST in Xero afterwards.
What Is on the Salesperson Invoice?
Each finalised salesperson invoice carries the agent's tax details and a summary of where they are up to, so the agent can see how the figure was reached without asking.
- GST - included or excluded based on whether the agent is registered for GST.
- GST/ABN number - shown on the invoice when a number has been stored against the agent.
- Withholding tax - applied automatically when a rate is set on the agent's ledger.
- Earnings, expenses and year-to-date summary - a rolling point-in-time summary on every invoice.
Where these are set up is covered in Agent Ledgers: Introduction to Agent Ledgers.
⚠️ 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.
How Do I Download the Agent Expense Report?
Once the pay run is finalised, you can download the final Agent Expense Report. It's a spreadsheet of what each salesperson was charged in this pay run, 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.
If you downloaded a draft copy in Commissions Pay Run: Step 3 - Review & Finalise, this final copy won't have (DRAFT) in its title. 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 Send Commission Statements From Here?
If you did not send the commission statements in Step 3 - Review & Finalise, or you want to send them again, you can do that from this screen. At the very bottom you can add a note, which is included on every agent's commission statement.
- 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.
❓ Frequently Asked Questions
Why can I not export to Xero?
The most common reason is that you already have a draft pay run sitting in Xero. Clear or complete that one first. If you have not authorised Xero in the last 30 minutes you will also be asked to re-authorise.
Can I export to something other than Xero?
Yes. Download CSV gives you a file you can open in Excel or upload to other payroll software.
I already sent the commission statements in Step 3. Can I send them again?
Yes. You can generate and send statements again from this screen.
What is the difference between Scheduled and Unscheduled pay periods?
This is the Xero pay period the commission is exported into. Choose the one that matches how your agency runs payroll in Xero.
The GST on an invoice in Xero looks wrong. Where do I fix it?
Fix it at the source rather than in Xero. The GST treatment comes from whether the agent is marked as registered for GST on their user record, so correct that and it will be right on the next pay run.
Can I still change the pay run at this point?
No. The pay run was finalised in Step 3, and finalising cannot be reversed.
Where can I see what each agent was charged in this pay run?
Click Agent Expense Report to download a spreadsheet of every salesperson's charges, grouped by expense type. See - Commissions Pay Run: Agent Expense Report.