Manage sales agents and commissions

What it is for

Nanus calculates the commission on every invoice to customers followed by an agent, tracks what has accrued and what has been paid, and prepares the breakdown of the invoice the agent issues to you, with Enasarco (the Italian agents’ pension fund) and withholding tax.

Create the agent

1. In Customers & suppliers tap the Agents filter, then New agent.
2. In Commission enter Name or company name and Commission %, and choose the Accrual: On invoiced (accrues on the invoice date) or On collected (accrues as the customer pays, in proportion).
3. In Enasarco and withholding choose the Enasarco position (Not registered, individual single-principal or multi-principal, Limited company), the Withholding tax (None, 23% on 50% of commissions, 23% on 20% (with employees)) and VAT on invoice %.
4. Complete Contacts and tax details and tap Save.

Enasarco for individuals: 17%, half paid by the company and half withheld from the agent, up to the annual commission ceiling. For limited companies: 4% with no ceiling, 3% company and 1% agent. The minimum contribution and FIRR (end-of-relationship fund) are paid separately.

Assign the agent and calculate commissions

• In the customer record, under Commercial terms, choose the Agent and, if needed, the Commission % for this customer (empty means the agent’s rate).
• In a product record, under Agent commission, choose the Commission class and, if needed, a Commission % for that product.
• For each invoice line the rate is looked up in this order: the customer’s own commission; the agent’s Rates by class and price list table, with the product’s class and the price list it is sold with; the product’s Commission %; the agent’s rate.
• On the invoice the Agent is proposed from the customer and you can change it; below it you see “Agent commission” with the amount. Credit notes reverse the commission.
• The commission is fixed when you save the invoice: changing the rates later does not alter it. In the saved invoice the Agent section lets you change agent until the commission is settled.

Commission classes and price lists

1. In Customers & suppliers → Agents tap Commission classes, then New class: enter Code and Description (for example main products, samples) and save.
2. In each product record choose its Commission class.
3. In the agent’s record, Rates by class and price list section, enter the rate for each class (plus the Items without a class row) and for each price list, besides the Base price column.
4. To give an agent the same rates as another one (who already has a table), pick that agent in Copy the rates from another agent and tap Copy; then tap Save.

• The line’s price list is the customer’s at the time of the invoice; if that price list gives the product no price, the Base price column applies.
• An empty price list cell takes the Base price cell of the same class; an empty row leaves the product’s or the agent’s rate.
• A class used by products or in an agent’s table cannot be deleted.

Statement and settlement

1. Open the agent and tap Commissions; on a tablet or computer it is also on their row in the list.
2. In Period by choose Invoice date or Date of last payment, then set Accrued up to and, to shorten the list, Documents from (or Paid from).
3. If needed tick Only fully paid invoices and Only with commissions to settle.
4. For each document you see % paid, Sold, %, Commission, Accrued, To settle, Settled on and the Note, which you can write with Add note. PDF and CSV download the statement.
5. Tick the documents to settle (at first all those with commissions to settle are selected): the To settle (selected) total and the Agent’s invoice section refer to the selected ones, with commissions, VAT, Invoice total, Enasarco withheld from the agent, Withholding tax and Net payable to the agent.
6. Tap Settle, optionally enter Agent’s invoice no. and Agent’s invoice date, then Record settlement.

• Settling requires write permission on accounting.
• In the Settlements section only the latest one can be undone, with Cancel: its commissions become due again.

Deactivate an agent and give them access

An agent assigned to customers or present on invoices cannot be deleted: untick Active agent in the Notes section of their record and they will no longer be proposed. If you want the agent to write orders and quotes themselves, invite them as a team member with the Agent role: they will only see customers whose record names them as agent.

See also

• Add a customer or supplier
• Take a customer order on a smartphone
• Invite team members and assign roles
• Create a product