Calculating salary and commission: turning period-end pay into expenses

The Calculate Salary & Commission tool removes the manual work of month-end staff pay: for the period you choose it calculates each staff member's base salary and earned commission from their Salary & Commission Settings and, on your approval, turns them into expense records with the “Unpaid” status. You enter the actual payment to the staff member separately, when you pay.

Before you start

• Salary & Commission Settings: the calculation uses each staff member's salary model (Fixed Salary Only, Commission Only, Salary + Commission), monthly base salary and commission rates from My Business → Staff → staff detail → Staff Settings → Salary & Commission Settings. Staff without these settings cannot be selected in the tool.

• Current settings: the calculation always uses the staff member's settings as they are today; when you calculate a past period, today's rates are used rather than the rates that applied at the time. Expense records saved earlier do not change.

• Permissions: the Expenses page needs “Finansal raporları görebilir” (view financial reports), and seeing the expense list needs “Giderleri görüntüleyebilir” (view expenses). Loading the staff list in the tool needs “Çalışan listesini görebilir” (view the staff list), calculating needs “Bordro/prim hesaplayabilir” (calculate payroll/commission), saving needs “Bordro/prim ödemesini kesinleştirebilir” (finalise payroll/commission) and entering payments against the expenses created needs “Gider ödemelerini yönetebilir” (manage expense payments); the business owner can do everything. The button is visible even without these permissions: if the staff list does not load you get “An error occurred while loading the staff list.”, when calculating “An error occurred during the calculation.” and when saving “An error occurred while saving.” The business owner or the person who manages roles can grant a missing permission under My Business → Settings → Roles & Permissions.

Calculation steps

1. 1

   Open the tool

   In the left menu, open My Business → Accounting & Finance → Expenses and click Calculate Salary & Commission at the top right, next to “New Expense”. The tool opens from the right.

2. 2

   Choose the date range

   Pick a ready-made range: This Month (selected when the tool opens), Last Month, Last 7 Days or Last 30 Days. If you change the Start Date or End Date by hand, the selection becomes Custom. If the end date is before the start date, “End date cannot be earlier than the start date.” appears.

3. 3

   Select the staff

   Click the cards of the staff you are paying; the counter in the Staff Selection heading shows how many you have selected (for example 2/5). Select All ticks everyone who can be selected; when everyone is selected the button becomes Deselect. Cards with the “Salary and commission settings have not been configured” badge are greyed out and cannot be selected.

4. 4

   Calculate

   The Calculate button becomes available once at least one staff member is selected. The results are listed person by person under “Calculation Results”, with the date range next to the heading.

Reviewing the results

Each staff member's card shows the amounts category by category and the person's total at the top right; the Grand Total for everyone selected is at the bottom. The categories are:

• Fixed Salary: the monthly base salary is pro-rated to the range you choose. A whole calendar month (This Month, Last Month) gives the full salary; for shorter ranges the covered days of each month are divided by that month's number of days (days 1–15 of a 30-day month are half the salary). It only appears for staff whose salary model is Fixed Salary Only or Salary + Commission.

• Service Commissions: the services the staff member delivered in “Completed” appointments that started in the range. The base is the service amount after discount (with VAT added if the price was entered excluding VAT). Sessions used from a package do not count towards service commission.

• Product Sales Commissions: product sales dated in the range on which this person is recorded as the seller; sales linked to a cancelled sales card are excluded.

• Package Sales Commissions: packages sold in the range on which this person is recorded as the seller, based on the sale amount.

• Class Commissions: completed class sessions that started in the range and that the staff member taught; paid per hour or per session according to the settings. Only shown when the Class System module is on.

• Group Event Commissions: completed group events that started in the range and that the staff member ran; paid per hour or per event. Only shown when the Group Events module is on.

Commission is only calculated for staff whose salary model is Commission Only or Salary + Commission. If you set different rates per payment method with Detailed Setup, the rate is weighted by the payment methods of the transaction's collected payments; if nothing has been collected yet, the Default Rate is used.

Each category lists its first four items with their name, the basis of the calculation (for example “₺1000 × %10”) and the commission amount; any more are shown as “+ N more items”. You can correct Total Base Salary and the category totals by typing a new amount in the boxes; the person's total and the Grand Total update immediately. Individual items cannot be edited.

Saving: expense records are created

When you click Save, every amount above zero becomes a separate expense record for each staff member: the base salary in the “Personel Maaşları” (staff salaries) category, titled with the staff member's name and “Monthly Base Salary”, and each commission type in the “Personel Primleri” (staff commission) category. The records are dated on the last day of the range you chose and all open with the Unpaid status. If there is nothing to save, “There is no amount to save.” appears.

When saving finishes, the “Completed” screen appears; leave it with Close. The records appear in the Expenses list together with the staff member, and in the “Payments Made to Staff” section of the staff member's detail under Reports → Staff Reports, on their invoice date.

Correcting or deleting a record

The records created are ordinary expenses: edit them with the pencil icon in the Expenses list, or delete them with Delete Expense on the expense detail you open with the eye icon. To record a payment for a staff member without Salary & Commission Settings, choose the “Personel Maaşları” or “Personel Primleri” category in the New Expense window and select the person in the Related Staff field. More details are in the article on recording expenses and tracking payments.