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Introduction

This guide will explain how you you can setup your outgoing commission payments. Outgoing commission payments in eKeeper CRM are handled using participants. You can use participants to setup rules for how their payments are automatically calculated. 

 Participants explained

Participants are 3rd parties who are involved in your case. Examples include:

  • Advisers
  • Estate Agents
  • Introducers
  • Solicitors
  • Networks
 What are commission amounts?

eKeeper handles commissions on incoming and outgoing perspectives.

  • What are Incoming commissions - These are fees that you earn on your products e.g. proc fee, broker fee etc. 
  • What are Outgoing commissions - An outgoing commission value is calculated as a portion of the full incoming commission amount. These amounts are paid to introducers, advisers etc. 

Tip

The total of the individual outgoing commissions amounts should always equal the total incoming commission amount. This is because your company will always take what is left after all the other outgoing amounts have been calculated.

 How are commission amounts calculated?

Outgoing commission amounts are associated with participants, so in order to pay an individual, they must be added to the product in question as a participant.


Adding a participant to a product

This section explains how to add a participant to your cases both as an existing, pre-configured, participant as well as a brand new participant which is configured for commissions whilst adding them to your products. 


Adding an existing participant to a product

To begin open your product and find the participants panel (figure 1). 

Tip

If you are new to eKeeper and are not familiar with cases, products, applicants and their relationships please see our Whats New in eKeeper CRM? guides

Participant Panel

The participants panel contains a list of the currently associated participants for the product you are currently viewing. 


Figure 1 - Participants Panel on a product

To add a participant to your product click the Add Participant link (figure 2)


Figure 2 - Add Participant link

 Participants panel explained

Below is a description of the columns of information that are displayed against each participant:

  • Type - This is the role that the participant plays in this product e.g. estate agent, adviser, introducer etc. 
  • Name - this is the name of the individual participant listed
  • Company - This is the company that the participant is affiliated with 
  • Due Commission - Some participants are involved in the case, but are not likely to receive commission. If this is blank then this means that this participant is not due any commission on this product.
  • Total Commission - if the participant has been setup to receive commission then the total that his participant is due to receive on this product is listed here.
  • Contact - If you habe contact information entered against this participant then a number of logos will appear. These will allow you to send an email, send an SMS, produce a document or visit the participant's website. 
  • Action - The action column contains an edit link which is what can be used to view detailed information against this participant or disable the commissions calculation for this participant, on this product

You will now see the participant address book (right). To continue adding an existing participant to your case, use the search box, Participant Filters or Page Navigation Buttons (figures 3, 4, and 5 respectively) to find the participant that you wish to attach to your product. 


Figure 3 - Search box


Figure 4 - Participant Filters


Figure  5 - Page Navigation buttons

Once you have found your desired participant click select next to the participant (figure 6)
Figure 6 - Participant row (select button highlighted)


Participant Address Book

Adding a new participant to your product

To add a new participant to your product, first open the product and then finder your participants panel


Figure 7 - Participants Panel

 Participants panel explained

Below is a description of the columns of information that are displayed against each participant:

  • Type - This is the role that the participant plays in this product e.g. estate agent, adviser, introducer etc. 
  • Name - this is the name of the individual participant listed
  • Company - This is the company that the participant is affiliated with 
  • Due Commission - Some participants are involved in the case, but are not likely to receive commission. If this is blank then this means that this participant is not due any commission on this product.
  • Total Commission - if the participant has been setup to receive commission then the total that his participant is due to receive on this product is listed here.
  • Contact - If you habe contact information entered against this participant then a number of logos will appear. These will allow you to send an email, send an SMS, produce a document or visit the participant's website. 
  • Action - The action column contains an edit link which is what can be used to view detailed information against this participant or disable the commissions calculation for this participant, on this product

To add your new participant to your product click the add participant link in the top of the panel (figure 8)


Figure 8 - Add Participant link

You will now see the participant address book (right). Click the New Participant button located in the bottom navigation bar (figure 9) to continue.


Figure 9 - Bottom Navigation bar


Participant Address Book

Configuring your new participant

You will now see the New Participant window (right). There are a number panels on this page, these will explained in turn below:


New Participant window

Personal Details Panel

The personal details panel provides fields for 


Figure 10 - Personal Details Panel

 Personal details panel explained
  • Title - The title of the participant e.g. Mr, Mrs etc.
  • Forename - The first name of the participant e.g. John or Jane
  • Surname - The surname of the participant e.g. Smith
  • Company - The Company that this participant represents e.g. Abc Introducers
  • Region - The region that this participant associated with.
  • Firm -
  • Type - The type that this participant is grouped with e.g. Introducer, solicitor etv. this will make it easier to search and identify your participant later on.
  • Active - States whether this participant is active and therefore available to e added to your products.
  • Participant Login - (additional purchase necessary), States whether this participant has access to the portal system.

Contact Details Panel

The contact details panel enables you to add in your new participants contact details. 


Figure 11 - Contact Details panel 

 Contact details panel explained

The details entered into the Contact details panel will later be available via the products that your new participant is added to. All that you need to do is hover over the blue i-con.

Participant Commissions Panel

The participant commissions panel is where you can setup rules for how a participant is paid against particular fees in your cases. 

Figure 12 - Participant Commissions Panel



 What are fees??

A fee is an incoming amount that you receive into your products. These are then used to calculate what a participant is going to receive. The system calculates a participants split based on the rules associated with that participant.

Participant Commissions Panel Breakdown

The Commissions Panel contains a number of different components which are explained below.


Product tabs 

The Product tabs (figure 12a) across the top of the panel represent the different products that are currently setup in your system. Each Product will have a number of associated fees and so you will need to apply rules against each product type and against each fee.


Figure 12a - Product Tabs


Participant Commission Rules

Participant rules (figure 12b) are the row headings for each rule that can be applied to a fee. 


Figure 12b - Participant commission Rules.


 Participant Rules Explained
The first 3 rules below apply at a product level and so you will need to apply this to each product.
  • Don't automatically add this participant - Sets the participant so that a user has to search for and add this participant manually to their products in the future
  • Always add this participant - Sets the participant so that this participant is added automatically when ever you save this product for the first time.
  • Add this participant according to Participant type rules - Earlier you set this participant as a particular type e.g. introducer, solicitor etc. Participant types have auto add rules and this means that you can assign this participant to mimic the rules at a participant type level.
  • Commissionable - If selected against a fee, then this participant will be calculated commission for the relevant fee.
  • Default Payment Type - Here you have 3 options Remainder, Fixed Sum, Percentage. This can be used in conjunction with Default payment amount to set if this participant is paid a fixed amount of the fee, a percentage of the fee or the remaining amount after all other participants have been calculated their commission.
  • Clawback fund percentage - The clawback fund is allows you to withhold a percentage of this participants calculated commission. So if the fee clawsback then this allows a fund to draw from.
  • Default Payment Order - This determines the order in which a participant is calculated their payment relative to all the other commissionable participants on the case. put a 1 if the participant is paid off the Gross fee amount, or increase this number if you wish this participant to be calculated off the net fee amount
  • Default Payment Instalments - if you wish to pay your participant in one lump sump then enter a 1 here or enter the number of monthly instalments you wish to pay them against.
  • Number if days after incoming payment is received to flag as due payment - This sets the due date for your participants commission and is based on when you receive the incoming fee on your product. Once the fee is received then the number in this box is used to calculate when the participant should be due their calculated commission amount.
Fee columns

The fee columns (figure 12c) represent each of the fees for the currently selected product. If you enter rule values into the fields, then the rules will apply to the fee labelled at the top of the column. For example in figure 12c below we can see that this is the Proc fee, so all the rules we enter here will apply to the proc fee amount on a particular product. 


Figure 12c - Fee column (proc fee)



Example participant rules

This section provides some example rule sets for the commission rules setup against your participants

Participant paid a percentage on the gross fee


Scenario:

  • The participant should manually be added to products as they are an introducer and do not introduce all our products. 
  • The Introducer should be commissionable as they normally receive 10% of the gross proc fee.
  • The participant should be due their fee 15 days after the fee has been received.

Rules to setup in this scenario:

Participant paid a fixed amount on the net fee


Scenario:

  • The participant is an adviser who takes a £50 fixed amount from the net proc fee. 
  • The Adviser should be added to products based on the type of participants (adviser)
  • The adviser should be due their payment immediately after the incoming fee has been received. 
  • Their payment should be delivered over a 6 month period
  • The adviser's payment should be deducted 50% to product against the product clawing back. 

Rules to setup in this scenario:


Saving your participant

Once you have filled out all the panels where neccessary click the Save and Close button, which appears in the bottom navigation bar


Figure 13 - bottom navigation bar

The participant you have created will now be available for all future cases. If you have set your participant to automatically add to your products then your participant will start to add for any new product you create from this point forward. 

Tip

Once you have clicked save and close you can still change the rules and details for a participant by heading to Homepage > Address book > participants and searching for your desired participant.



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