> For the complete documentation index, see [llms.txt](https://track360.gitbook.io/track360/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://track360.gitbook.io/track360/section-9-finance-and-payouts/editor/9.2-managing-payments.md).

# 9.2 Managing Payments

### **Commission Approval**

* On this **Commission Workflow Panel** you can review, analyze, and manage draft commissions, ensuring accuracy before finalization
* Navigate by the **left Sidebar Menu** and click on the **Finance > Commission Approvals**
* Choose **Period** on the left top corner of the page, in order to display data about the commissions Weekly or Monthly
* By **Init Weekly/Monthly Workflow** run the commission workflow for the determined period time (each week or month) to then appear

<figure><img src="/files/YjNYC2Ydf3MM0B4BnOdK" alt=""><figcaption></figcaption></figure>

* In case you have any **incomplete commission cycles**, a red triangle will be shown beside the “Please choose period” button

<figure><img src="/files/MbPKposjS8Bw9xpFmev8" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
The **Init Weekly / Monthly Workflow** button located on the top right corner, allows to start a new working flow of commissions for a new month. Select the **Period** (by week or month) and Init Weekly / Monthly button to begin the process
{% endhint %}

<figure><img src="/files/KdrS5Qq7QhdwG6OsGODN" alt=""><figcaption></figcaption></figure>

* Use the drilldown **Period** box to choose between weekly or monthly workflow
  * Once you select the period. In the right side you need to choose the month/week to display
  * Load Records&#x20;
* Use the **Columns** button to customize the columns you want to display in your table&#x20;
  * In the left side, check/uncheck the columns to display on the Commission workflow
  * In the right side, reorder the columns by dragging in the order you want to be displayed the Commission workflow

<figure><img src="/files/3kGdZKQlPhAB8sHWqcZ8" alt=""><figcaption></figcaption></figure>

* Use the **Filters** options to refine the view by:
  * **Business Unit**: Choose a particular business unit you want commission data from.&#x20;
  * **Search Employee**: Search about an individual employee you want data from.
  * **Search Affiliate**: Select a specific affiliate you want commission data from.
  * **Actions type:** to filter by some action taken (e.g., Payment on hold, Override commission).
  * **Approvals**: by approved type, whether is marketing or risk approval&#x20;
  * **Execution Status**: based on the filter of pending or executed balances
  * **Advance filters**: to refine the searcher by some specifc actions taken&#x20;

<figure><img src="/files/j7esoZBLwLSrXG2wC9Va" alt=""><figcaption></figcaption></figure>

* **Advance filters** helps you to refine the searcher,&#x20;
  * **With warning**: Checking this will only include commissions with warning notices.
  * **With review from Previous Cycle**: Checking the box here will only show data attached to review from the previous cycle tag.
  * **With notes**: Data here will only include commissions containing notes.
  * **With or Without blocker approval**: Commissions shown will only be those with or Without blocker approvals

<figure><img src="/files/7bvaZmJnnKOauldmhgFX" alt=""><figcaption></figcaption></figure>

* A list of commission workflow will shown, with the details of each balance of:
  * The commission **Action Type** status such as Hold, Unhold, Terminate, etc.
  * **Affiliate ID** (unique identification number) and Affiliate’s name
  * A number of **Notes** are included with the commission
  * The Payment details of the **Amount in Progress** and the **Calculated to Pay**&#x20;
  * **Manager Name** and **Main Deal Name** of the designated affiliate
  * **Compliance Status** describes the state of compliance (e.g., Approved Without Documents)
  * **Business Unit Name** The related business units name
  * **Account Status** shows whether the account is active
  * **Calculated Balance** of the affiliate's final calculated balance
  * **Total Paid** representing the sum of all commissions
  * The **Calculated Commission** specifies the amount of the affiliate

<figure><img src="/files/v27pC4H6TTkHZUFub2CU" alt=""><figcaption></figcaption></figure>

* Color-Coded Information settled on the leftmost side list balances are determined by:
  * **Grey Rows**: Commission cycles are available for review and approval.
  * **Green Rows**: Commission cycles already approved and executed. These balances are ready for execution in the Payment Execution subsection.
  * **Red Rows**: Commission cycles already approved and executed. These balances do not reach the minimum amount for payment or have a blocked action. As consequence balances with a blocked action will not be displayed into the Payment Execution subsection.

### **Affiliate Interface Management**

* Click on a desired affiliate, and the **Affiliate Interface** will popup with several details pertinent to the chosen affiliate.&#x20;
* **Actions** tab, with tools that make possible certain actions made on the affiliate:
  * **Override Commissions**: to set the **amount** of the overriding commission, **commission type** to override and **notes** that clarify the override action.&#x20;
  * **Add Adjustment Marketing**: to set the **amount** of the modification, **commission type** to override and **notes** that clarify the modification. *This adjustment can be positive or negative* &#x20;
  * **Add Adjustment Risk**: to set the **amount** of the adjustment, **commission type** to override and **notes** that clarify the adjustment. *This adjustment can be positive or negative*&#x20;
  * **Review Next Cycle**: to provide an explanation for executing certain action in the following commission cycle.
  * **Hold Payments**: to provide an explanation for temporary holding payment.
  * **Terminate**: to provide an explanation for temporarily stopping payment.
  * **Set Amount To Pay**: set the **amount** of the sum of the payment and  **notes** that clarify the adjustment. *The remaining balance will go to next period*

<figure><img src="/files/e46UfcgISAStSLfvZIRG" alt=""><figcaption></figcaption></figure>

* **Affiliate Details** tab, broad details about the affiliate, including:
  * **Affiliate Info** that contain details of the affiliate
  * **Compliance Info** that consists of the compliance status, date of acceptance of the agreement and registration date of the affiliate.

<figure><img src="/files/PwkIoiAh7mLgXoWF2XUL" alt=""><figcaption></figcaption></figure>

* **KYP (Know Your Partner)**: Details of the affiliate's compliance:
  * **User Information**, basic affiliate information
  * **Uploaded Documents** tab, the materials that the affiliate has already submitted. You can also examine Denied Documents
  * **Questionnaires** tab, displayed the material generated by questionnaires requested and files uploaded

<figure><img src="/files/iePOeftDRT37QVxXWUnl" alt=""><figcaption></figcaption></figure>

* **Affiliate Deals** tab with information about previous and current affiliate deals. Insights on the nature, duration, and status of each deal enable administrators to efficiently monitor and oversee affiliate deals:
  * **Active Campaign Deals**, affiliate’s current campaigns.
  * **Future Campaign Deals**, campaigns that are scheduled to launch later. The following message will appear in the section if there are no upcoming campaigns: "No future campaigns set for this affiliate”.
  * **Available Offers**, offers that can be assigned to the affiliate.

<figure><img src="/files/Bhqds9DHpA8Ing753bbe" alt=""><figcaption></figcaption></figure>

* **Payment Details** tab with details about affiliate payments that have been made or are still waiting. Also, you can add a new payment detail to your account:
  * **Add Payment Details**: add the Payment Method, Beneficiary and Account details with the Account Currency
  * **Payment Details** the list of methods already uploaded

<figure><img src="/files/aafFiWPOpf4AC1YZVOpI" alt=""><figcaption></figcaption></figure>

* **Statement** tab, a thorough analysis of the affiliate's financial balances and transactions which serves as a summary dashboard that provides easy access to financial data:

<figure><img src="/files/AkNvWBTY8oJcqgLVrlxC" alt=""><figcaption></figcaption></figure>

* **Summary of Total Statement** commission earned, payments madden to you and total balance. Represents all-time data, starting from when your affiliate/IB account was created:
  * **Total Commission**: the cumulative amount of commissions generated.
  * **Total Payments**: all payments made to you to date.
  * **Total Balance**: the net result of total commissions minus total payments.

{% hint style="info" %}
For Total Balance:&#x20;

A **negative balance** means you’ve received more in payments than you’ve earned in commissions.

A **positive balance** means you’ve earned more in commissions than you’ve received in payments.
{% endhint %}

* **Summary of Pending Statement** of commissions and balances. Reflects current cycle activity:
  * **Pending Commission**: commission earned in the current cycle that haven’t been paid yet.
  * **Pending Balance**: the sum of your total balance and current pending commissions.
  * **Markup** as other pending values.

* **Summary of Commissions**: a detailed view of your total commissions, divided into:
  * **Affiliate/IB Commission**: What you've earned directly.
  * **Sub-Affiliate/IB Commission**: Earnings from referred affiliates/IBs.
  * **Markup**: Additional fees or margins added by the system.

* The summary of the **last 6 and 12 months.**

* **Others** with any exceptional bonuses, N/A payments or other distinct financial entries.

{% hint style="info" %}
The affiliate will be able to access to his statement tab if you give the permission (follow the [step-by-step on Section 5, Organization and Roles](/track360/section-5-settings/editor-3/5.6-manage-affiliate-roles.md#modify-a-role))
{% endhint %}

* **Detailed Affiliate Statement** with a comprehensive summary of an affiliate's transactions
  * Use the **Download** button on the upper right corner to download the historical transactions

<figure><img src="/files/GwhgYNjGhvnjz26QPd9v" alt=""><figcaption></figcaption></figure>

* **Transaction Id** to an unique number to refer each payout
* **Type** to classify the transaction type&#x20;
  * **Payment** a payment made by the Brand' to you
  * **Commission** earnings generated through your activity (by cycle)
  * **Adjustment Credits**  a manual credit adjustment added to your balance
  * **Adjustment Debit** a manual debit adjustment deduced from your balance
  * **Cancelled Payment** a previously issued payment that has been canceled.
  * **Sub-Affiliate/IB Commission** commission earned from the activity of your referred sub-affiliates/IBs.
* **Date of execution** the actual date the transaction was executed
* **Amount** of the movement
* **Accounting Date** the actual date the transaction was recorded in the system
* **Resulting Balance** as the remaining pending balance after the payment has been processed

<figure><img src="/files/ABdg7GhgoYoO7WHWpfsA" alt=""><figcaption></figcaption></figure>

* **Transaction Progress** shows incomplete or continuing transactions in columns that are comparable to those in the detailed statement
* **Transaction Rejected** shows all of the rejected transactions

<figure><img src="/files/dPCoe1wrUgHt92nAwuHC" alt=""><figcaption></figcaption></figure>

* **Cancelled Prior to Execution** shows transactions that were cancelled prior to execution. Accountability is guaranteed, and a transparent record of cancellations is provided by this part
* **Activity** tab, records and information about the affiliate's key indicators over predetermined time periods:

<figure><img src="/files/tDA4OhWCbFQfCShLcFaM" alt=""><figcaption></figcaption></figure>

* **SingUps**: How many users signed up as a result of the affiliate's performance
* **Qualified FTDs**: The number of users who deposited money for the first time after registering.
* **Deposits**: The sum of all deposits made by users.
* **SpreadUSD**: The overall spread that the affiliate's referred users have produced in USD.
* **Performance Commission Main Currency**: The affiliate's total commission in the currency of the main account.

{% hint style="info" %}
Relative Change and Graphical Representation: each KPI presents the percentage change over time, which aids in assessing performance growth or decline
{% endhint %}

* **Reports** tab gives detailed reports on the affiliate's performance and related data that is available:
  * **Reports Shortcuts** (see detailed information of Reports here)
  * Performance Reports Shortcuts (see detailed information of [Performance Reports in Section 4)](/track360/section-4-reports-and-analytics/editor/4.4-performance-reports.md)

<figure><img src="/files/Spz5YgsMzHfbQIzfhMBT" alt=""><figcaption></figcaption></figure>

### **Approve Payouts**

* At the bottom of the **Commission Workflow Panel** once you did all adjustments, there are a few actions to make in order to approve, execute or revert a commission draft.

<figure><img src="/files/j55cmzIWtxmGGzaG6g9Z" alt=""><figcaption></figcaption></figure>

* Select the desired row by the check box situated on the left side
* At the bottom, check **Risk Approval**, if based on risk assessments, the commission is approved
* At the bottom, check **Marketing Approval**, if based on marketing assessments, the commission is approved
* Once the draft is **approved**, it is possible to **Execute Draft**, which completes and authorizes the commission that was chosen

{% hint style="warning" %}
The **Execute Draft** action cannot be reverted please make sure to check all the amounts before
{% endhint %}

* In case a risk must be reverted, select the **Revert Risk / Marketing** button accordingly.

### **Commission Workflow Simulation (Balances - Commission)**

* The Statement tab displays 4 key metrics that update at each stage of the commission process: **Balance**, **Pending Balance**, **Commissions**, and **Pending Commissions**
  * **Balance** = Commissions − Payments made
  * **Pending Balance** = Balance + Pending Commissions

<figure><img src="/files/xdevYelE5CXkVGfL3kfK" alt=""><figcaption></figcaption></figure>

* The simulation below walks through each stage of the commission workflow, showing exactly how each metric updates in real time
  * Use it as a reference when reviewing an affiliate's Statement or explaining balance changes to an affiliate/IB.

#### **Stage 1 — Starting State**&#x20;

* All four metrics are at **$0.00.** This is the stage before any commission is generated or approved.
  * Balance and Pending Balance are always calculated automatically (derived values, never set manually).

<figure><img src="/files/io4kmq0l5bFqx1z25UoL" alt=""><figcaption></figcaption></figure>

#### **Stage 2 — Deal commissions generated (pending)**

* The affiliate/IB generated commission based on his assigned deal for the last 2 billing cycles,
* The amount remains in **Pending Commissions** until approval through Finance Execution
  * **Pending Commissions** rises to $9,900: generated automatically from affiliate performance (deal activity)
  * **Pending Balance** rises to $9,900: reflects what is waiting in the queue. Pending Balance =  Balance + Pending Comission, with Balance $0,00 and Pending Commissions $9,900
* **Summary of Total Statement** commission earned, payments and total balance made. Represents all-time data, starting from when the affiliate/IB account was created
  * **Balance** stays at $0.00: as Balance = Commission - Payments, both are still zero
  * **Commissions** stays at $0.00: only updates after approval in Payment Execution section. See more in [9.4 Payment Execution](/track360/section-9-finance-and-payouts/editor/9.4-payment-execution.md#monthly-weekly-payments)

{% hint style="warning" %}
The amount is visible on the Statement but is not yet payable to the affiliate
{% endhint %}

<figure><img src="/files/cTK5TCBzcDPAWskz87zG" alt=""><figcaption></figcaption></figure>

#### Stage 3 — Finance approval

* Stage after run into Finance > Commisison Approvals the **approval flow: Marketing Approval** → **Risk Approval** → **Execute Draft** (see more into [9.2 Managing Payments](/track360/section-9-finance-and-payouts/editor/9.2-managing-payments.md#approve-payouts))
* Once Executed Draft is confirmed, $9,900 moves from **Pending Commissions** into **Commissions**
  * **Pending Commissions** drops to $0.00: moved from "pending" stage to Commission
* **Pending Balance** stays at $9,900: same number, but the source shifted.&#x20;
  * Since Pending Balance =  Balance + Pending Comission, with Balance $9,900 and Pending Commissions $0,00 (opposite as stage 2)
* **Summary of Total Statement** commission earned, payments and total balance made. Represents all-time data, starting from when the affiliate/IB account was created
  * **Balance** rises to $9,900.00
  * **Commissions** rises to $9,900: cumulative approved total, never reduced.&#x20;

{% hint style="warning" %}
The **Execute Draft** **action** cannot be reverted. Verify all amounts before confirming.
{% endhint %}

<figure><img src="/files/QihX3Yuv4PzS5JxPihic" alt=""><figcaption></figcaption></figure>

#### **Stage 3 — Payment executed**

* Stage after run into Finance > Payment Execution the **execution of a Payment**
* Once  the $9,900 **affiliate commission is executed** (see more into[9.4 Payment Execution](/track360/section-9-finance-and-payouts/editor/9.4-payment-execution.md#monthly-weekly-payments))
  * **Pending Commissions** stays at $0.00: no change
  * **Pending Balance** drops to $0.00: follows automatically after Finance executes the $9,900 payment: Balance + Pending Commissions = $0.00
* **Summary of Total Statement** commission earned, payments and total balance made. Represents all-time data, starting from when the affiliate/IB account was created
  * **Balance** drops to $0.00: equals $9,900 Commissions − $9,900 payment made
  * **Commissions** stays at $9,900.00: this is the cumulative historical total and is never reduced by payments

<figure><img src="/files/LQvBzDohPpfDtDAPmwZ1" alt=""><figcaption></figcaption></figure>


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