Direct Bills / Vendor Commission
For Direct Bill Jobs including GSA Jobs that are direct bills, where it is necessary to show a quote sell price but process the order in a way that tells the system exactly how much you are receiving as income, e-manage allows you to enter a Vendor Commission in the Bill of Materials to do just this! Use the steps below to setup the Vendor properly so that when you process an Order you will have an invoice to apply the Vendor Payment to.
First on the Vendor Window, we have added a Commission % and a checkbox for “Use Profit Margin”.
Only one of these values can be set per vendor.
Set this value if this is the commission you would receive from the Vendor for EVERY direct bill project.
Second, we added a checkbox to the Company Location Window called “Is Direct Bill”. Activate this box if the majority of the projects you create for this location will be a Direct Bill.
This checkbox will prompt the user 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.
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.
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 on the Summary Page of the proposal. To populate locations in this drop down to select you must activate the “Direct Bill” checkbox in the company record.
When the BOM is processed in the Order Entry Module, the commission percentage and the amount will process over for each different percentage. All items that are non-vendor items such as labor freight and other manufacturers will process over in the full amounts and that will be the money to be collected from the Direct Bill Vendor.
When you go to process Purchase Orders you can use the quick “Zero Cost on Selected” button to clear the cost on all line items as with typical Direct Bills you will not receive an invoice from the Vendor rather you would receive the check for the pre-determined Vendor Commission.
At the time of creating the Customer Invoice, you may need to change the Bill To company (if it wasn’t adjusted at the Order Entry level) and you will have to manually map the amounts to the correct GL Accounts. Reference the BOM for the Product Type breakdown to properly map to the correct accounts.