The Commissions feature calculates performance-based earnings for veterinarians and staff. It simplifies your workflow by automatically calculating payouts based on the specific services and items a veterinarian or staff member sells.
Example:
A veterinarian receives a 20% commission for performing a specific surgery. To facilitate this, the clinic manager sets up a commission rule for a subgroup including the procedure item for that surgery and adds a commission user rule for the veterinarian.
To set up commission rules, you must have Commission settings (read and write) user permissions. To view reports, you must have the Financial Commissions reports user permission.
Commission Calculation Logic
Before setting up rules for commissions, review how the system processes calculations:
Based on Selling Price: Commissions are calculated on the final selling price excluding sales tax
Finalized invoices: Commissions are tracked based on finalized invoices. Draft invoices do not generate commission records.
Static Records: Calculations are static once generated on an invoice. Changing a rule does not retroactively update past commissions
Straight Percentages: The system applies a straight percentage for every eligible sale and does not support production thresholds
Discounts: Commissions are calculated on the discounted price by default, though you can ignore discounts in the rule settings
Setting Up Commission Rules
Setting up commissions is a two-step process: defining the logic in a Commission Rule and applying it to a user or users via a Commission User Rule.
To create a Commission rule:
Go to Settings > Lists & Templates > Commissions > Commission rules.
Select Add.
In the Create commission rule dialog, select the Active checkbox.
Type a name for the rule in the Name field (e.g., "Surgery Specialist 20%").
Enter the Default percentage.
Select Item types (Procedure, Medicine, Supply, Food, Lab Analysis and Lab analysis panel). You can add multiple Item types if needed.
Select Item subgroups. At least one Item subgroup must be selected. If an item is not included in a subgroup selected in the commission rule, no commission will be generated for that item.
Optional: Select Do not discount commissions for discounted items to calculate based on the original price.
Select Save.
Note: Verify that your subgroups are configured correctly and include all necessary items. If an item is missing from its assigned subgroup, the system will fail to calculate and generate the associated commission for that item.
Create a Commission User Rule
Go to Settings > Lists & Templates > Commissions > Commission user rules.
Select Add.
In the Create commission user rule dialog, select the Active checkbox.
Select the User and the Commission rule created previously.
Select the Clinic locations where this rule applies. You can add just one or multiple locations.
Optional: Select Exceptions to define specific dates where this Commission user rule has a different commission rate (e.g., bank holidays).
Select Save. The rule is effective immediately.
Excluding Items from Commissions
If a specific item, such as a low-margin product, should never generate a commission, you can mark the item as “No commissions” on the item card:
Go to Catalog > Items.
Select the pen button for the relevant item row.
In the Pricing tab, select the No commissions checkbox.
Select Save.
Handling Medication Refills
Some clinics pay commission on the initial prescription but not on subsequent refills. If your clinic follows this policy, you can use the following workaround:
Create a "Virtual User" (for example, named "Clinic Refills"). When processing a refill counter sale, assign this virtual user as the prescriber. Because the virtual user has no commission rules assigned, the refill transaction will not generate any commission.
Commission Reports
The Commission Report tracks payouts based on finalized invoices. To access the report, go to Reporting > Reports > Commissions.
You can filter the report using the following criteria:
Date: Filter by start and end date and filter by the Invoice date or Invoice row date.
Clinic Locations: Select one or multiple clinic locations.
Users: Filter by all or specific users.
Items: Narrow results by Item types and Item subgroups.
Invoice Status: Choose between All finalized, Finalized and fully paid, or Finalized not fully paid.
You can also schedule this report for automatic, regular generation by selecting the Scheduled tab and adding a new scheduled report.
For easier analysis and overview, you can export the generated report to a sheet/file by selecting the Export/Print button, located on the right-hand side, under the filtering options.
Reporting Considerations
Data Caching: Report results are cached for 10 minutes. Changes like credit notes may take 10 minutes to appear if you run the same report again.
Refunds and Credit Notes: Refunding an item does not delete the original commission row. If you select Create commission rows during a refund, the system generates a negative row to balance the total.
Discrepancies: Differences between Item sales and Commissions reports are usually caused by large credit notes or fixed bundle discounts.
Note: Commission settings are organization-wide. Managers with reporting permissions may see pay rates for veterinarians at other locations within the organization. To restrict access, administrators can set up a Scheduled Report to email specific totals to a manager's inbox without granting them full access to the reporting module.