Example · Sales rep without a customer account

Thomas sells in the salon, the order comes through the shop.

Thomas Berger is a self-employed sales rep for a hairdressing supplies wholesaler and visits salons in the Rhineland every week. He shows the products, and the salons order in the online shop afterwards. He never buys there himself and needs no customer account. What he needs is a code the salons type into the cart, and a fixed amount for every order that comes from it.

Created by you

The rep is set up in the administration, without a customer account and with a partner code that fits into any conversation.

A fixed amount per order

€25 for a salon's first order, €10 for every further one, no matter how big the cart is.

The code in the cart

The salon types the code once and belongs to Thomas from then on, for all further orders as well.

How it works

How do you set up a sales rep as a partner?

Under Partners, Create affiliate opens a form with Name, Active and Partner code. For the customer account you choose Without a customer account. Thomas gets the code BERGER, short enough for the reception desk and for his business card.

  • Without a customer account: the partner exists only in the administration. Commission, bookings and payouts work as for any other partner; you see and maintain everything at the partner.

  • Partner code: it is stored exactly as you write it. When typed in, upper and lower case do not matter, so BERGER and berger both lead to Thomas.

  • Customer: if Thomas should later see his figures in the shop himself, you link a customer account to him in the Base data. Then he has a partner area like any other partner.

Why does Thomas get a partner group instead of his own rates?

The wholesaler has five reps, and all of them should earn the same. Under Partner groups you create the group "Field sales" with the Type of commission Per order: fixed amount. At the partner you select it on the Commission tab in the Partner group card. An active partner group fully replaces the partner's type, rates and limits; when the amount changes, you change it once for all five.

  • Rate €25 for a salon's first order, Rate for subsequent orders €10 for every further one. The value of the goods plays no part.

  • Minimum order value €150: if the net value of the goods after discounts, without shipping, is below it, the order brings no commission. A reorder of a single bottle of shampoo does not count.

  • Locked partner group: if the shop also runs a program with automatic promotion, say bronze, silver and gold for referring customers, Thomas could be promoted there with enough orders. The switch at the partner prevents that, and Thomas stays in field sales.

How does a salon assign its order to Thomas?

With Allow manual entry of the partner code during the ordering process, the cart shows the Affiliate code field and the checkout shows the Affiliate card. The owner of Salon Haarwerk types in BERGER and sees that the assignment is saved. From then on the salon belongs to Thomas, for every further order without the code as well.

  • The field only appears as long as no partner is assigned to the customer. A salon that already belongs to Thomas no longer sees it. A salon that forgot the code the first time sees it again on its next order.

  • Assign new customers only: salons that ordered in the shop before are no longer assigned to a partner. Thomas earns commission for new salons, not for the house's existing customers.

  • The partner link works for Thomas just the same, in an email to a salon after his visit for example. In a conversation the code is the shortest way.

How do you correct Thomas' commission by hand?

On the Bookings tab, Create booking adds a manual booking. Salon Kamm & Co. forgot the code on its first order; Thomas gets in touch, and you book the €25 for him by hand. A bonus for new salons won at a trade fair is booked the same way.

  • Commission: the amount of the booking, here €25.00. A negative amount deducts. Redeemed commission stays at €0.00 for a credit.

  • Private comment: for your team only, such as "Order 10482, code forgotten". A partner with a customer account sees the Public comment in the partner area.

  • If a salon cancels an order whose commission is already booked, the plugin adds a negative booking to offset it by default.

How does Thomas get his money without a customer account?

At the partner, on the Remuneration tab, the Type of remuneration is set to Payout. In the Payout card you enter the Payout method SEPA bank transfer, the Account holder and the IBAN. With the automatic payout, the plugin creates a request for the whole balance on the payout day, rounded down to whole euros. The request goes into the SEPA payouts review list and out to online banking with the next SEPA file.

The calculation

What do three orders of very different value bring?

The field sales group pays €25 for a salon's first order and €10 for every further one, from a minimum order value of €150. It compares the net value of the goods after discounts, without shipping.

Three orders in October

Salon Haarwerk, first order, €412.60 net€25.00

Salon Haarwerk, subsequent order, €238.90 net€10.00

Studio Locke, subsequent order, €96.40 net, below €150€0.00

Commission for Thomas€35.00

The biggest order brings no more than a medium one. After every visit Thomas knows what a new salon brings him, and you know what every new salon costs.

What is on Thomas' account after one month?

In October the first orders of four new salons become commissionable for Thomas, along with 18 subsequent orders of his salons, one of them below €150. Add the booking by hand for Salon Kamm & Co. and a cancelled subsequent order from September.

Thomas' October

4 first orders at €25 each€100.00

17 subsequent orders at €10 each€170.00

1 subsequent order below €150€0.00

Booking by hand: Salon Kamm & Co.€25.00

Cancellation of a subsequent order from September-€10.00

Commission in October€285.00

On 1 November the automatic payout creates a request for €285.00. Once you approve it, it goes to Thomas with the next SEPA file.

How to set it up

How salons get to Thomas

You switch on the entry in the cart for all sales channels or per channel. For existing customers and the length of the assignment you decide what a rep is entitled to.

Where to find them in the settings (affiliate program menu on the left under System → Settings):

  • Marketing · Customer assignment card → Allow manual entry of the partner code during the ordering processShould an input field for entering the partner code or an overview of the partner be displayed on the order confirmation page in the shopping basket and in the order process?

  • Marketing · Customer assignment card → Assign new customers onlyWhen switched on, only customers without any order in the shop are assigned to a partner, neither with this customer account nor with the same email address. Existing customers stay without a partner even if they come through a partner link, and their orders get no partner code.

  • Marketing · Customer assignment card → Assignment lasts (months)How many months a referred customer counts for its partner, starting at the "referred at" date. 0 means without limit. Customers without a stored "referred at" date are never limited. Orders after the end get no commission.

Which orders count

For partners without a customer account the values under "All sales channels" apply. If you deliver on invoice, choose an order status such as "Done".

Where to find them in the settings (affiliate program menu on the left under System → Settings):

  • Commission · Commissionable orders card → Age (in days)What is the minimum age (in days) that an order must be in order to receive commission?

  • Commission · Commissionable orders card → Order statusThe status an order must have to get commission.

    Note:
    If NO status is selected, then ALL statuses except cancelled are valid. Cancelled orders never receive a new commission, even if selected here.

  • Commission · Commissionable orders card → Commission subsequent ordersShould all orders of a customer - including all subsequent orders - get commission? Otherwise, only one order per customer is eligible for commission.

  • Commission · Cancelled orders card → Automatically settle canceled ordersShould a negative manual posting be created automatically for canceled orders to clear them?

How Thomas is paid

The automatic payout applies to all sales channels and to every partner with the type of remuneration "Payout", with or without a customer account.

Where to find them in the settings (affiliate program menu on the left under System → Settings):

  • Payout · Compensation card → Type of remunerationIn what form should your partners receive their commission?

    Voucher:
    The partner can convert their commission into vouchers independently and can redeem them directly in the shop.

    Payout:
    The partner can request payment of the commission, or it is created by the automatic payout. To do so, they enter their bank account or their PayPal account; you check and confirm the payouts and pay them out by SEPA file or through PayPal.

  • Payout · Payout methods card → Offer SEPA bank transferPartners can enter an account holder and an IBAN. Payouts are paid with a SEPA file for your online banking.

  • Payout · Automatic payout card → Activate automatic payoutsOn the payout day the extension creates a payout of the whole balance, rounded down to whole euros, for every partner whose type of remuneration is "Payout". The same limit applies as for a request of the partner: the smallest staggered amount or the minimum amount of the card "Payout · Compensation by payout". The payouts are reviewed like every request.

  • Payout · Automatic payout card → IntervalHow often the automatic payout runs. The payout day is set by the weekday or the day of the month below.

  • Payout · Automatic payout card → Day of the month (only for "Monthly")Applies to "Monthly": on the 1st, on the 15th or on the last day of the month.

Common questions

Does a sales rep need a customer account in the shop?

No. When creating the partner you choose Without a customer account, and the partner exists only in the administration. Commission, bookings and payouts work as for any partner. Without a customer account there is no partner area, no emails and no payout document; a customer account can be linked later in the base data.

How do I pay the same amount for every order, however big it is?

With the type of commission Per order: fixed amount, at the partner or at his partner group. The rate is then a euro amount for the whole order. Subsequent orders get the same amount or one of their own, including 0. With a minimum order value, small orders bring no commission.

Can I pay a finder's fee this way?

Yes. You create someone who refers customers to you for a finder's fee as a partner without a customer account, with a partner code of their own, and the customer types the code into the cart. The fee is a fixed amount per order or a percentage. To pay it only once, set the rate for subsequent orders to 0.

What does the Locked partner group switch do?

It takes the partner out of automatic promotion. Without it, a partner who meets the condition of a higher partner group with promotion can move there at the regular check. With the switch he stays in the partner group you gave him until you change it yourself.

What happens if a customer forgets the partner code?

Then the order belongs to no partner. As long as no partner is assigned to the customer, the cart shows the partner code field again on the next order. You book the commission for the forgotten order by hand on the Bookings tab.

Can a rep claim existing customers?

By default every customer who enters the code and has no partner yet is assigned. With Assign new customers only, only customers who have never ordered in the shop count, neither with this customer account nor with the same email address. A customer who already belongs to a partner cannot be poached by another partner by default.

How does a rep without a customer account get his money?

Through the automatic payout. You enter the payout method and bank details at the partner on the Remuneration tab. On the payout day a request for the whole balance is created, rounded down to whole euros, and after your review it goes out with the next SEPA file.

Where do I see which customers a rep has referred?

At the partner, on the Customers & orders tab with all referred customers and orders, and on the Statistics tab with turnover and commission per month. The rep himself only sees this with a customer account in his partner area.

In detail in the manual

More examples

From request to run Payout and accounting Review list, SEPA file or PayPal, automatic payout and document. Read on → Partners recruit partners Multi-level marketing Partners earn from the orders of the partners they recruited, down to level 5. Read on → Consultants recruit consultants Direct selling and network marketing Consultants build teams, and the team leader earns from the orders of her team. Read on →

Try it in the demo shop.

The demo shop shows the partner area and the administration fully set up. The manual shows every setting.

Open the demo shop Manual View in the store