*Note: Currently Conjunctional and Contractor Agents are not available as a payee in the Sales Trust module.
If these agents need to be paid from the trust account, then they should be set up as follows:
- Conjunctional/Referral agents - Already in the system as a contact, contact class of Supplier should be added and bank details can be stored against their record
- Contractor Agents - Will be entered as staff members, so a contact record will also need to be created with a contact class of Supplier and bank details stored against their record
This then allows the Trust Accountant to Select them as a Supplier when creating the payment through the Sales Trust module.
You can make payments direct to any supplier set up as a contact record in Agentbox.
Ensure the contact class is ‘Supplier’ and if making payments via ABA or Electronic Funds Transfer you can add the supplier's bank details.
To pay a supplier follow the steps to make a payment in sales trust, in the payee drop down select Supplier and you can then select which supplier from the drop down.
You can print a Supplier/Creditor-Remittance via reports in the main menu. This report includes a list of all payments made to a single supplier or to all suppliers within a monthly date range, specifying the date paid, payment description, invoice reference and amount paid.
Please note: the report will include all suppliers who have had at least one payment made to them in the period and each supplier will be situated on a separate page.
How to Log a Payment to a Supplier?
*Note:
- The payment date must be the date the payment is logged into your Agentbox Sales Trust Accounting System.
- The payment date must be greater than the last reconciliation date.
- Payments via cheque will be given an auto incremental cheque number which must match the office's cheque book. After the first cheque is entered, the system will auto increment the cheque number for all subsequent cheque payments entered. If the auto-generated cheque number does not match the next cheque, go to Settings and under Global Settings change the Cheque Number to match your cheque. This will restart auto increments for the next payment you make.
NEW USER WARNING: DO NOT LOG ANY TRANSACTIONS EXCEPT OPENING BALANCES UNTIL YOU HAVE PERFORMED AN INITIAL RECONCILIATION.
1. Click on the Trust icon from the Main Menu
The Sales Trust panel will open
2. To enter a payment select Transactions and New Payment
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3. Search and select your listing from the Listing drop-down. Select the Fund Type Marketing
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4. Enter the payment Particulars
- The Payment Date, by default, will be today's date and cannot be edited. If you would like this field to be editable please refer to Backdating Receipts & Payments.
- Select the trust account from the Trust Account drop-down
- Staff member the payment is issued by
- Payee, Select corresponding supplier from Supplier drop-down (you can enter a contact or suppliers bank account details on their contact card in the Agentbox CRM. These bank details will then pre-poluate the trust module when making payments via direct deposit or ABA)
Please note: the list of suppliers is generated from all contacts in your database which have the ‘supplier’ contact class
- Amount
- Payment Method
i. ABA, enter Ref, Account Name, Account Number and BSB
ii. Bank Cheque, enter Ref
iii. Cheque, enter Cheque No.
iv. Direct Deposit, enter Ref, Account Name, Account Number and BSB
- Select a Reason
- If applicable you may also enter a comment
5. Press Submit & Print and the transaction record will appear in the list below. A pdf of the payment receipt will also be generated. If you only want to add the transaction record to the list simply click Submit.
*Note: if you would like to print off a creditor remittance please follow the instructions in Remittance Advice