agent

Agent Portal Dashboard – Paid Commissions Tile

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This tile will show all the paid commissions that the Agent had received from the student, this screen will allow the agent to do the following-

  • You can Select the date range from the calendar to view Paid Commissions accordingly
  • You can Select three dots to view the Paid Commissions screen
  • You can search by Student’s Name
  • You can apply Date Range (Date From and Date Till)
  • Apply more filters with the Advanced Search
  • Apply Filters by Programs, Enrolment Number, or by Transaction Number.

Agent Portal Dashboard – Commission Due Tile

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This tile will show you the total Commission Due Amount and will allow you to do the following.

  • Select the date range from the calendar to view the commission due amount accordingly.
  • Select three dots to view the commission due listing screen.
  • View Commission Due Listing screen
  • Search for a particular student to view their commission
  • Apply more filters with the Advanced Search

Agent Portal Dashboard – Communications Tile

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This tile will show all the communications that Agent had with the student via email or SMS and this screen will allow the agent to do the following.

  • You can select the date range from the calendar to view communications accordingly
  • You can select three dots to view the communications screen
  • You can search for the sender’s name and email subject
  • You can apply Dates (Date From and Date Till)
  • You can view the communication from the view icon

Overdue Invoices

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This tile will show all the total Overdue Amounts of the invoices with the total number of students and will allow the agent to do the following:

  • Change the Date Range to view the overdue invoice’s amount accordingly.
  • Overdue invoices listing screen
  • Search for a particular student with the name and invoice number.

Pending Applications

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This tile will show all the pending applications and will allow the agent to do the followings:

  • Add New Application
  • Change the Date Range
  • View Student Details
  • Select Processed Dates
  • Upload Files
  • Advanced Search to apply more filters

Agent Portal

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The Agent Portal is a separate login area for your Agents to access and view information for the applicants/applications and students/enrolments that they are linked to. Typically they may call or email you with questions about the applications or students and their studies, information regarding their commission invoices etc, now they will be able to log in to the portal to get the information themselves. Your agents will only be able to log into the portal if you give them access to it by setting up their login details and the link to access it.

Before you can get your agents to access the portal, you need to understand how it works, how to set it up and how you give them access. This and other posts will help you understand this.

Important: The Agents can only log in to the Agent Portal if their Username and Password are set up on the Agent entry screen. Read more. We will provide you a URL which will be something like https://agents-teamscode.rtosoftware.com.au.

For Example : agents-sea.rtosoftware.com.au

Agent Portal login screen and Dashboard

Agent Portal Dashboard Tiles

Please select a tile below for more information.

Pending Applications
Overdue Invoices
Communications
Documents
Active Enrolments
Commissions Due
Future Commissions
Paid Commissions

Change – Agent Commission Payment Screen > two new columns

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Dashboard > Marketing > Agent Dashboard > Pending Payment Icon

We have added two new columns on the agent commission payment screen that you use to record your post-deducted commissions. The new columns are:

  • Commission to be Paid
  • Balance Commission to be Paid

Explanation:

Comm. to be Paid: This column will show you the commission which is truly due on the paid amount.

Example: If a student’s invoice for tuition fee is $6,600 and total commission is $1,980. And the student just paid $5,000 out of $6,600. In such case, this newly added column will show you the commission due to be paid on $5,000. This way, it will be easy for everyone to see the commission according to how much tuition fee a student paid instead of doing the calculations manually.

Bal. Comm. to be Paid: This column will show you the proportionate balance commission to be paid. Now, if I will continue with the above example where total commission is $1,980 and student paid only $5,000. On $5,000, the commission is $1,500. And let’s say, you have paid $1,000 commission to the agent out of that $1,500. The Bal. Comm. to be Paid column will show the proportionate balance i.e $500. See the below screenshot:

  1. Student Inv Amount – This column will show you the total Tuition Fee for the student’s invoice that the system calculates commission on.

  2. Student Rec Amount – This column will show you the paid Tuition Fee for the specific student invoice.

  3. Ag Inv Amount – This column will show you the total agent commission for the student’s invoice. It will calculate the commission based on the commission rate updated for the agent. Referring to the same example as highlighted in the screenshot where total Tuition Fee is $6,600 and commission rate for the agent is 30%. Hence why the commission is $1,980 ($6,600 * 30/100).

  4. Comm. to be paid – This column will show you the total agent commission to be paid. Referring to the same example as highlighted in the screenshot where student has paid $5,000 out of $6,600 and the commission on this $5,000 would be $1,500. The system will look at the commission rate that was used to calculate the original agent commission, such as 30% in the above example and calculates what the proportionate amount of the commission is due to be paid.

  5. Comm. Paid – This column will show the commission which has already been paid to the agent either by a pre-deducted (student’s receipt) or post-paid using the commission payment screen. If there is no commission paid, then you will see $0.00 in this column.

  6. Bal. Comm. to be Paid – This column will show you the proportionate balance commission to be paid. So using the example above, it is column 4 – column 5. However, if there was no commission paid and the amount in this column will be equals to column 4 which means $1,500.

  7. Balance – The column will show you the total pending commission for the agent’s commission invoice. So using the example above, it is column 3 – column 5.

Important Posts

Agent Pending Payments

Agent Dashboard – Bonus Invoice

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Agent Dashboard > Profile tile > Bonus Invoice Icon

Agent Bonus is an amount that you wish to raise as an invoice and pay to the agent that is not a part of an agent commission invoice that the system has automatically raised when a student’s invoice was raised for an enrolment.

When you select the Bonus Invoice icon from the Agent Profile section, a popup screen will show, where you can create a bonus invoice for the agent.

Note – Most of the fields in the popup are self-explanatory and you can add the relevant information where needed.

If you want to link the Bonus Invoice to one or many enrolments from this screen, then you need to select the tick box for Link Bonus Invoice with Enrolments.

When you select this tick box, it will show you a search field where you can enter a student’s name and it will show you a list of any enrolments that the agent is linked to where the student name matches. Select an entry and it will be added to the invoice. You will need to search for each individual student’s name and enrolment to add them to the bonus invoice.

Change – Report Name – Agent Pending Invoice

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Dashboard > System Admin > Report Template

Earlier the system used to show the Agent Invoice Report on the Report template screen but now we have changed the name of the report from Agent Invoice Report to Agent Pending Invoice as shown below:

If you have any queries, please do not hesitate to contact us on 1300 85 05 85 or email us via support@rtosoftware.com.au

Change – By default Pay Commission tick box is ticked

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Dashboard > Marketing > Agent > Agent Entry

Dashboard > Finance > Fee > Fee Entry

Sometimes when creating the new Agent or Tuition Fee in the system, the user forgets to select the Pay commission tick-box on the Agent Entry screen and Fee Entry screen and this results in the disproportion of commissions during the reconciliation of many financial transactions.

In TEAMS, we are showing the Pay Commission tick-box on the two major entry screens i.e. Agent Entry Screen and Fee Entry Screen.

Agent Entry screen

Fee Entry Screen

In the past, the pay commission tick box was not ticked by default but now it will be selected by default on the Agent Entry screen and Fee Entry screen for tuition fees.

Once you have saved the agent or the tuition fee screen with the pay commission tick box ticked. You will not be allowed to edit the tick box again after saving. It will be shown as a read-only tick box.

And If you do not want to select the Pay Commission tick box then untick the tick box before saving and the screen will show you a pop message with your RTO URL saying (Are you sure, you don’t want to tick on the Pay Commission as all the Agent have Pay Commission ticked on) or (Are you sure, you don’t want to tick on the Pay Commission as all the Fee which are Tuition Fee must have Pay Commission ticked on.. You can select Ok to continue or Cancel to select the tick box)

NOTE – If you have saved the agent or tuition fee with the tick box ticked mistakenly or you want to untick it and the system is not allowing you to edit it. Kindly contact our support team.