How to Track Sales and Profits per Sales Representative Using Custom Fields and Display Names on Invoices

This guide explains how to track sales for each representative or employee individually through the income statement, starting from setting up the additional field to extracting reports and comparing representatives’ performance.

Step One: Adding the Representative Field

Before starting, you need to add an additional field for the representative’s name in the system settings:

1. Go to Settings, then select Additional Fields.
2. Choose the Service: “Sales Invoices and Quotations”.
3. Set the field type to “Text”.
4. Name the field “Salesperson or Representative Name”.
5. Click Save.

️ Note: There is currently no “dropdown list” field type in the system, so text type is used as an alternative.

Step Two: Recording the Representative’s Name on the Invoice

When Adding a New Invoice

1. When adding any sales invoice, click on the “Additional Information” tab at the bottom of the page.
2. Enter the name of the salesperson or representative who made the sale.
3. Click Save.

Adding the Representative to an Old Invoice

You can add the representative’s name to previous invoices by:

1. Go to the Sales Invoices list.
2. Click “View” next to the desired invoice.
3. Scroll down to the “Additional Information” tab.
4. Fill in the representative’s name field and Save.

You can also edit the representative’s name at any time, even if the fiscal year is closed, as it does not affect the accounts.

Step Three: Extracting Representatives’ Sales Reports

Viewing Sales for One Representative

1. Go to Reports, then select “Income Statement”.
2. Choose “Advanced Analysis”.
3. In the filter type, select “Salesperson or Representative Name” from the additional fields.
4. Select the representative’s name to display the income statement with their sales.

Comparing Sales Between Representatives

1. In the dimension type, select “Salesperson or Representative Name”.
2. Select the names of the representatives you want to compare.
3. Click Search to display the income statement for each representative with sales and net profit.

Filter Account Statement by Representative

To filter transactions for a specific account (such as a revenue account) by the additional field:

1. Go to Reports then Account Statement.
2. Select the desired account.
3. In the filter type, select the additional field “Representative Name” and select the representative’s name and Search.

You can compare representatives over any time period to determine each one’s performance and sales.

Returns and Their Impact on Representatives’ Sales

Returns are automatically deducted from the representative’s sales, provided that the additional field for the representative’s name is filled in the credit memo associated with the return.

Displaying the Additional Field Representative Name When Printing the Invoice

• You can display the representative’s name on the invoice when printing by adding the additional field to the invoice design. You can also keep it hidden from printing so it appears only within the system.

• You can display the additional field “Representative Name” on sales invoices by going to Settings, then General Settings, then “Sales Invoice Settings” from the top options, then clicking “Open Tax Invoice Designer” or “Open Simplified Tax Invoice Designer”, then position your mouse where you want the additional field to appear, then click the (…) in the toolbar and select “Additional Fields” and choose the representative name field, then Save.

Frequently Asked Questions

Does the system automatically calculate commissions for representatives?

The system does not automatically calculate commissions. You can extract each representative’s sales from the system, then calculate the commission manually based on the agreed-upon percentage.

What happens if I forget to enter the additional field representative name?

The additional field box is optional. You can at any time after saving the invoice click “View” from the options next to the invoice and fill in the additional field in the “Additional Information” tab.

How do I know which invoices don’t have the representative name entered?

You can filter invoices that have the additional field filled in through the filter options in the invoices list. As for invoices that don’t have the field filled in, you can only identify them by clicking “View” next to each invoice and checking manually.

Can I make the additional field “Representative Name” mandatory?

No, the additional field cannot be made mandatory in the system currently.

Can I link a representative to a specific customer automatically?

You cannot link the representative to the customer automatically, and you cannot set a default representative for a specific customer.

Training Course

You can watch the training course that explains how to review each representative’s sales individually through the income statement via the following link:

https://www.youtube.com/watch?v=DlqPbCIePVY

Keywords for Inquiry

• If I have representatives and I calculate their commissions, what’s the procedure?
• Can I set a commission percentage for employees on their sales in the system?
• When I issue a sales invoice, how do I specify that the invoice belongs to a specific representative so that at the end of the month I can extract their sales and calculate their commission?

Additional Notes

• Make sure to update the additional information when adding invoices to ensure report accuracy.
• You can compare representatives over any time period to determine each one’s performance and sales.
• You can edit the representative’s name even if the fiscal year is closed without any impact on the accounts.
• There is currently no “dropdown list” field type, and text type is used as an alternative.