The Agent Expense Report is a spreadsheet you can download for any commission pay run. It shows what each salesperson has been charged in that run, split by expense type (for example desk fees, advertising and training), with the totals and a general ledger summary already worked out. It means you can check every agent's charges before the pay run is finalised, and post the figures to your accounting system without rebuilding them by hand.
This article covers what you need before you can use the report, how to download it, what each part of the spreadsheet shows, and the most common questions about it.
What Is the Agent Expense Report?
The report is an Excel spreadsheet (XLSX) with:
- One row for each salesperson in the pay run
- One column for each expense type charged in the pay run
- A total of each salesperson's expenses
- A Totals row across every column
- A general ledger summary that groups the charges by account code, ending in a Grand Total
The report always covers the pay run you generate it from, so the figures match the rest of that pay run's documents.
🔒 What Do I Need Before I Can Use It?
- The Agent Ledgers add-on. For more on this, see - Setting up Agent Ledgers.
- Transaction types set up, each linked to an account code. The report's columns come from your transaction types, and the general ledger summary comes from the account code on each type. Without them, most charges will appear in the Unclassified column.
- Access to contract and commission reports. Users need the reporting privilege for contracts and commissions to generate the report.
There's nothing to switch on. The report is available on every account with Agent Ledgers in Australia and New Zealand.
Please Note: The Agent Expense Report isn't available in the United Kingdom.
How Do I Download the Agent Expense Report?
- Open the commission pay run. For more on this, see - Commissions Pay Run.
- Go to either:
- Step 3 - Review & Finalise to download a draft copy while you're still checking the pay run, or
- Step 4 - Export to download the final copy once the pay run is finalised
- Click Agent Expense Report. It's the last button in the row of buttons on that step.
The spreadsheet downloads straight away. There are no options to choose.
A draft copy has (DRAFT) at the end of its title, so you can tell it apart from the final copy.
What Does Each Column Show?
From left to right, the columns are:
| Column | What it shows | Included in the expenses total? |
|---|---|---|
| Salesperson | Each salesperson in the pay run, in alphabetical order | - |
| Earnings columns | Any earning-type transactions, such as a management salary fee, in alphabetical order | No |
| Expenses Inc GST Total | The total of each salesperson's expenses | This is the total |
| Expense columns | One column for each deduction-type transaction, in alphabetical order | Yes |
| Unclassified | Charges with no transaction type or no account code. Only shown if there are any. | Yes |
| Loans Inc GST Total and Loans Ex GST Total | Any loans to the salesperson, including and excluding GST. Only shown if there are any. | No |
Each expense column's heading ends in (inc GST) or (NO GST), so you can see whether that type includes GST.
A few things to know when reading the report:
- An expense type only gets a column if it was charged in that pay run
- A cell is left blank if the salesperson wasn't charged that type
- Negative amounts show in red
- A salesperson whose charges add up to zero is still listed
What Is the General Ledger Summary?
Below the main grid, the general ledger summary groups every charge by the account it's linked to in your chart of accounts. Each line shows the account name and code, and the summary finishes with a Grand Total. This makes it quick to check the figures against your accounting system.
Any charges with no account code are grouped on their own line at the bottom, so nothing is left out. For more on account codes, see - Chart of Accounts.
Please Note: Loans aren't included in the general ledger summary or the Grand Total.
Why Are Commission Payments and Loans Not in the Totals?
The report shows what salespeople have been charged, so some things are left out of the totals on purpose:
- Commission payments aren't on this report at all. They're the salesperson's earnings, not a charge against them. You'll find them on the salesperson invoice.
- Loans are shown for information, but kept out of the expenses total, the general ledger summary and the Grand Total. A loan is money the salesperson owes back, not an expense.
- Earnings, such as a management salary fee, sit to the left of the expenses total and aren't added to it
Which Transactions Are Included?
The report includes the same transactions as the pay run itself. Transactions that are on hold or reversed aren't included. For more on on-hold transactions, see - Introduction to Agent Ledgers.
❗ Please Note: The Dates in the Title Are the Transaction Dates
The title of the report reads S/P Payment Date: followed by a date range. At the moment, this range runs from the earliest to the latest transaction date in the report, not the pay run's own period.
For example, on a pay run for the 1st to the 15th, if the first charge was on the 3rd, the title will start from the 3rd. The figures in the report are still correct. This label is being updated.
❓ FAQs
The date at the top doesn't match my pay period. Why?
The title currently shows the range of transaction dates in the report, not the pay run's period. The figures are still correct.
Why isn't the commission payment on the report?
The report only shows what salespeople have been charged. Commission payments are on the salesperson invoice.
What is the Unclassified column?
Charges with no transaction type or no account code. They're shown so nothing is missed, and they count towards the expenses total. If you see this column, check the transaction types and account codes on those charges.
My report has hardly any columns. What's wrong?
The columns come from your transaction types. If transaction types haven't been set up, or none were charged in that pay run, there won't be columns to show.
Can I run the report for a date range, or for last quarter?
No. The report always covers the pay run you generate it from.
Can I download it as a PDF?
No. It's a spreadsheet so you can work with the figures.
Can I find it in the Report Centre?
No. You can only download it from Step 3 or Step 4 of a commission pay run.
Do I need to switch it on?
No. It's available on every account with Agent Ledgers in Australia and New Zealand.