Creating an Agent Account
- Richard Turnbull
This article advises how to create a new Agent Account record.
Once an Agent Account has been created and associated with the School, it can be linked to Students and Enrolments.
Much like Student Accounts, always check to see if the Agent Account already exists in the system, potentially under a different name.
It is important to minimise duplicate records wherever possible.
Creating an Agent Account
Click on the Accounts tab in your navigation bar
Click on New in the top right corner, then select the “Agent” record type and Next:
This will open the new account screen, where the details of the agent can be completed.
Your system will have a number of standard fields, but custom fields can be added to this page to track additional information as required by your school.
The layout of the fields and sections can also be customised - please speak to your System Administrator.
Mandatory fields are marked with a red asterics.
There are a number of fields to consider here, dealt with by section:
Account Information - enter the name the agent typically operates under together wuth all known contact details.
Typically a separate Agent Account is created for each branch of a larger chain of agents, but it is possible to link these together with a Parent Account if required.
The Account Owner should be the Sales Representative that is responsible for the Agent.
This ownerships feeds through into Opportunities and Activities for the Agent.
Use the Status field to mark whether the Agent is Prospective, Active, Suspended or Inactive.
It’s a good idea to make Agents you no longer use Inactive in order to keep reports and list views displaying the most relevant information.
Never delete any records - please speak to your System Administrator if you find duplicate records and would like them to be merged.
Finance Defaults
Please see section below.
Address Information - enter the adddress of the Agent.
Pop-up note - use this functionality to display a note on page load if required.
Visits & Reviews - use these fields to track your visit history with the Agent
Travel Directions - use these fields to enter useful transport information for visiting the Agent
Addiitional custom fields can easily be added to this page to track additional information if required - speak to your System Administrator.
Click Save when complete. You can always come back to the record to add other details later.
Agent Finance Defaults
These fields can control how the finance is processed on any related Student Enrolments.
Discount Percent
The amount of discount (on Gross Fees, prior to Commssion, visible to Student) applied to ALL Services that are Discountable
Whether or not a Service is Discountable is configured in the PriceItem
Commission Percent
The amount of commission applied to ALL Services that are commissionable
Whether or not a Service is Commissionable is configured in the PriceItem
Please see this article for further information on Agent Commissions.
Commission calculated on Sale incl Tax
Controls whether Commission should be applied before or after tax is deducted (if applicable)
Commission Finance Tax Code
Relates to any tax code required for commissions. EXP = Exempt.
Invoice Method
This is a default only, and can be adjusted per Enrolment, but will default any related Enrolments to this invoice method.
For more information on Invocie Methods, please see this article.
Invoice Changes to Student
Controls the behaviour of when the student should be invoiced, typically after Enrolment Start Date for any extensions/additions, but some Agents prefer to be invoiced for everything.
Again, this is a default and can be adjusted within the Enrolment.
Credit/Reinvoice Override
Controls how Credit and Reinvoice is typically applied.
Credit/Reinvoice determines whether the Enrolment should be fully reinvoiced when any changes are made, to produce a new invoice covering the whole Enrolment, or whether any changes should generate an additional “difference” invoice.
For more information on Credit/Reinvoice, please see this article.
Price List Group
Typically “Standard”, but it is possible to fix an Agent to a particular group of Price Lists.
Price List Groups can be used to hold different price lists for different markets, or to manage Finance Promotions.
Price list
Typically left blank, meaning any related Enrolment will assume the active Price List.
In some cases, it is desirable to “fix” an Agent to a particular price list - in this is the case, enter the Price List name here.
Finance Currency
Each Agent record can only operate in a single currency
Process Documents As
Determines which address are used on the documents, typically “Agent Enrolment”
Payment Method
Invoice Due Period
This value detemines the number of days prior to the Enrolment Start Date the invoice is due.
This also then determines how any debt is treated on the Aged Debt report.
Related Records
Across the top of the Agent Account, you will see a number of tabs that hold related records to the Account.
Agent Contacts
Once the Agent Account has been saved, you can add any Contacts you have at the agency.
You can add as many Contacts as you wish - some larger agents may have more than 20; smaller agents often only have one or two.
Click on the Contacts tab, then select “New Agent Contact”
Add in as many details as you have and Save.
Like the main Agent Account, it is possible to customise the fields that are displayed on this page, the page layout, and add custom fields if required.
Once an Agent Contact has been created, it is possible to link it to a specific Student or Enrolment, to allow that Contact to be emailed directly from the Enrolment.
Commissions & Overrides
Please see this article for further information.
Schools
Once the Agent Account record has been saved, you need to add the Schools the agent will be sending students to.
In the Agent Account screen, click on the Schools tab, then New and search for the School they will be sending students to, then Save.
It is possible for an Agent to have more than one Account School record if they will be sending students to multiple schools or locations. Add as many as required.
Enrolments
This list will display any related Enrolments to the Agent.
it is not possible to create a new enrolment for here - always do this from the Student Account.
Documents & Activity
Create Documents here, and see any related documents that have already been created.
Add any Notes or Files here as required
Email from here - either using Salesforce Email, or “Send a Schoolworks Email” which uses the Schoolworks Email Templates.
Finance Balances/Finance Details
Shows an overview of any balances on the Agent Account, either:
Debtor Balance - money owed by the Agent to the School
Creditor Account - money owed by the School to the Agent (typically commissions)
Finance Details will display all related Finance Transactions on the Account (invoices, receipts, payments etc).
Dashboard
This displays four charts, to allow at-a-glance evaluation of performance:
Agent Course Sales vs Previous Years
Agent Sales by Month
Agent Income by Year, by Service Type
Agent Student Weeks by Year
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