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Direct Bills / Vendor Commission

For Direct Bill Jobs including GSA Jobs that are direct bills, we have added new functionality to automate this process as much as possible.

First on the Vendor Window, we have added a Commission % and a checkbox for “Use Profit Margin”.

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In e-manage|ONE, handling Direct Bill jobs, including GSA Jobs, which require displaying a quote sell price while accurately tracking the income you receive, is made easy with the Vendor Commission feature. This guide will walk you through the steps to configure the Vendor settings to ensure seamless management of Direct Bill projects and Vendor Commissions.

Configuring Vendor Commission Settings:

To set up Vendor Commissions for Direct Bill projects, follow these steps:

Vendor Window: Within the Vendor Window, you will find two important fields. You can set these values at the Vendor level so that when you proceed to create a Project that is marked as a Direct Bill project and it line items are added for that Vendor, it will recognize these inputted values at the Vendor level and atuomatically set the commission on the line item.

1. Commission Percentage: Enter the commission percentage you would receive from the Vendor for every Direct Bill project. This percentage represents the compensation you earn for each sale.

2. Use Profit Margin: Alternatively, you can choose to base commissions on profit margins. If this option is selected, any changes to the Bill of Materials (BOM) that affect profit margins will automatically update the Vendor Commission.

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Second, we added a checkbox to the Company Location Window called “Is Direct Bill”.

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Company Location Window: In this window, you will discover a checkbox labeled "Is Direct Bill." Activate this checkbox if the majority of the projects you create for this location are Direct Bills.

Activating this checkbox will remind users creating new projects for this company that they should be check the box labeled Direct Bill (or at least to think about it) on the new Project Information Module when trying to save the new project without setting this value.

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When importing a bill of materials, adding parts using ProjectMatrix, or adding parts using another method and the project is set to direct bill, the appropriate vendor commission or “Use Profit Margin” will be applied to new items. If use profit margin is the setting, then any changes to the BOM that would affect the profit margin, will update the vendor commission with the profit margin automatically.

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In the “View Quotes” tab, double click on your quote to view your Quote Settings in the “Create/Edit Customer Quote” window. In the “Direct Bill” drop down you can select the Location/Vendor the Customer PO needs to be cut to and it will print to consider the Direct Bill option in the Project Information Module before saving the project.

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Using Vendor Commissions for Direct Bill Projects:

When you import a Bill of Materials, add parts using Spec, or any other method, and the project is set as a Direct Bill, the system will automatically apply the appropriate Vendor Commission or "Use Profit Margin" setting to new items. If "Use Profit Margin" is selected, any changes to the BOM affecting profit margins will be reflected in the Vendor Commission.

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In the "View Quotes" tab, in “Quote Settings”, you can select the Location/Vendor in the "Direct Bill" dropdown within the "Create/Edit Customer Quote" window. This choice specifies the Location/Vendor to which the Customer Purchase Order (PO) needs to be sent and will be displayed on the Summary Page of the proposal. To populate the locations in this drop down to select you must activate the “Direct Bill” dropdown, make sure you activate the "Direct Bill" checkbox in the company record.

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Processing Vendor Commissions:

When the BOM Bill of Materials is processed in the Order Entry Module, the commission percentage and the amount will process over be applied for each different percentage specified in the Vendor settings. All items that are non-vendor items, such as labor, freight, and products from other manufacturers will process over in the full amounts and that will be , will be processed with their full amounts. This represents the money to be collected from the Direct Bill Vendor.

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During the Purchase Order processing, you can use the quick “Zero "Zero Cost on Selected” Selected" button to clear the cost on all line items as with typical Direct Bills you will not . This is particularly useful for Direct Bill scenarios where you won't receive an invoice from the Vendor rather you would receive the check for the ; instead, you'll receive a pre-determined Vendor Commission check.

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Dealer Service Fee (alternate option)

If you are billing the end user/customer and the Vendor is setup to provide a credit to you (the dealer) you can take the route of adding a “DSF” line item to the Bill of Materials. You must have a part in your Master Parts Listing to pull a “DSF” line item onto the BOM. Simply add the line item to the BOM with no sell price and a negative cost to offset the estimated cost. This way when the bill comes in you can apply the invoice less the credit to ensure project profitability increases.

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