Commissions on Invoices

when you add an agent to an invoice, ampeducator automatically creates a commission for that agent each commission is directly linked to its invoice as the invoice moves through its lifecycle, the commission status updates automatically here is how the lifecycle works draft invoice the commission is also draft and does not appear on the main commissions list posted invoice the commission becomes posted and appears in the commissions list at this stage, it has been recorded but is not yet payable paid invoice the commission becomes payable you can now record a commission payment if a commission payment is recorded before the invoice is fully paid, the commission will show as advance once the invoice is paid in full, the status will automatically update to paid commissions are directly linked to their invoice if an invoice is cancelled, the associated commission will also be cancelled adding an agent to an invoice to create a commission from an invoice, you first need to assign an agent within the invoice details section, click the edit icon next to the agent field this will open a dropdown menu displaying all agents set up in your system select the appropriate agent from the list once an agent is selected, two things will immediately appear on the invoice the deduct from payment option the agent commissions section at the bottom of the invoice if the invoice is still in draft status, the commission will also remain in draft until the invoice is posted adding a commission to an invoice once an agent has been selected on the invoice, the agent commissions section will appear at the bottom of the invoice before adding a commission, ensure that all invoice line items (such as tuition or additional fees) have been added and finalized commissions are calculated based on the invoice revenue if you modify line items after creating the commission, you will need to delete and reapply the agent commission so it reflects the updated invoice total correctly to add a commission, click the + (add) icon within the agent commissions section if the agent has a preconfigured default commission, clicking the + icon will automatically add that commission to the invoice in this example, the agent has a preconfigured 10% commission , which is calculated based on the invoice revenue once added, the commission will appear in draft status within the agent commissions section to review or modify the commission, click the edit commission icon this expands the commission details panel within the expanded view, you can adjust the calculation method (percentage or fixed amount) modify the revenue used for calculation update the rate or commission amount add internal notes click the checkmark to save any changes if the agent has multiple preconfigured commission types, you can click the downward arrow next to the + icon to view and select from other available commission templates selecting one of these templates will apply that commission structure to the invoice deduct from payment (commission offset) after adding a commission to the invoice, you may choose to enable deduct from payment this option is typically used when the agency collects payment directly from the student and remits the remaining balance to the institution after retaining their commission before selecting this option, ensure that all invoice line items have been added and finalized the commission and resulting offset are calculated based on the invoice revenue at the time the commission is created if invoice items are modified afterward, you will need to remove and reapply the commission to ensure the offset reflects the correct amount while the invoice is in draft , the commission appears in the agent commissions section, but no offset has been applied to the invoice once the invoice is posted , the system automatically creates an internal line item titled invoice commission offset this offset reduces the amount the school expects to receive by the commission amount, while the invoice total remains unchanged for example, if the invoice total is $10,000 and the commission is $1,000 the student is invoiced for $10,000 the agency collects $10,000 from the student the agency remits $9,000 to the school and retains $1,000 as commission important the student always sees the full invoice total the commission offset is applied internally for accounting purposes and does not appear on the student’s invoice when the invoice is fully paid, the commission status updates automatically (for example, to payable or paid depending on the workflow) paying a commission how a commission is paid depends on who collects the student’s payment — the school or the agency when the school collects payment in this workflow, the student pays the school directly (deduct from payment is not selected) once the invoice is paid, the commission automatically becomes payable this indicates that the commission is now owed to the agent and is ready to be paid out commission payments are recorded from the student’s profile under account → commissions , where you can review the commission details and issue payment locate the commission with status payable , then click the pay commission (💵) icon this opens the new commission payment window enter the payment details and click add when a commission payment is recorded, the status updates to paid , and the balance reduces to zero commissions can also be managed centrally under home → accounts → commissions , which provides a complete overview across students paying a commission in advance a commission does not have to wait until the invoice is paid if needed, you may issue payment to the agent in advance to do this, go to student profile → account → commissions and record a commission payment before the invoice has been settled when a commission is paid early the commission status becomes advance the payment is applied to the commission record once the invoice is eventually paid, the commission reconciles automatically this allows flexibility in managing agent relationships while maintaining accurate accounting when the agency collects payment (deduct from payment) in this workflow, the agency collects the full payment from the student and remits the net amount to the school for example invoice total $10,000 commission $1,000 the agency collects $10,000 from the student, sends $9,000 to the school, and retains $1,000 as commission when the agency records the invoice payment, the system applies the commission offset internally the invoice balances correctly, and the commission is automatically considered paid no separate commission payout is required in this case adjusting a commission an adjustment is used to modify the commission amount before it has been paid out go to student profile → account → commissions and locate the commission you would like to adjust then, click the add commission adjustment icon in the adjustment modal, enter the following date – the effective date of the adjustment type – select either credit to reduce the commission balance (used when decreasing what is owed to the agent), or debit to increase the commission balance (used when increasing what is owed to the agent) description – enter the reason for the adjustment amount – enter the adjustment amount notes (optional) – add any additional internal reference details after entering the required information, click add adjustment the commission balance updates immediately to reflect the change this keeps everything clean and intuitive without breaking the flow refunding a commission a commission refund is used after the commission has been paid, when the school receives money back from the agent this may occur if a student withdraws and tuition is refunded, the commission was overpaid, or the agent returns a portion of the commission to issue a refund, go to student profile → account → commissions locate the commission and click the refund (↩) icon this opens the add commission refund window enter the required details date the refund date payment account the account the refunded funds are being returned to description reason for the refund amount the amount being refunded notes (optional) add credit (optional) when a refund is recorded, the system increases the commission balance by the refunded amount for example original commission $1,000 commission was paid in full → balance $0 refund $250 after recording the refund, the commission will show a $250 balance if add credit is selected, the system automatically applies a credit entry equal to the refund amount this clears the balance and returns the commission to $0 00 this credit is an internal accounting entry used to close the commission no additional funds are moved when this option is selected if add credit is not selected, the refunded amount will remain as an open balance on the commission until it is cleared manually commission settlements commission settlement is used to close commissions that have partial payments or overpayments where the remaining balance will not be paid or recovered to settle a commission, open the commission record and select settle commission the settle commission modal will appear showing the commission details, including the current balance when the commission is settled, ampeducator will create an adjustment that brings the remaining balance to 0 once completed, the commission will be marked as settled after a commission is settled, the record becomes locked and can no longer be modified commission payments, refunds, and adjustments will no longer be editable when viewing the commission, a settled banner will appear at the top of the record indicating that the commission has been finalized canceling or reissuing a commission commissions are now cancel / reissue instead of delete if a commission is linked to an invoice, its lifecycle follows the invoice if you cancel a commission payment, it cannot be uncancelled — but you can reissue it, which creates a new payment with the same details if an invoice is cancelled, associated commissions will also be cancelled