DBD: Finders Fee Setup - Multiple

⚠️ Critical Pre-Activation Warning

Before transitioning your system from standard finder's fees to multiple finder's fees, you must note the following system behaviors:

• Irreversible Data Conversion: Once Multiple Finder's Fees are enabled and transactions are processed, the action cannot be easily rolled back without severe data corruption to your sales ledger files.
• Parameter Incompatibility: The system parameter "Vendor / Product Code Finder's Fees Rates Required" (found on Tab 9 of Order Processing Parameters) MUST be disabled. If this parameter is left checked, the multi-fee calculation engine will fail to execute.
• Vendor/Product Parameter Alignment: The parameter related to Vendor/Product Finder's Fees must remain enabled globally to allow the Order Entry programs to default the Multi-Finder hierarchy correctly. However, the system does not support mapping multi-fees directly inside the Vendor/Product file itself.
• Incompatible Customer Option: The multiple finder's fees feature does not support the "A-Adj GP" option at the customer level. If any customers are actively set to use Adj GP, this must be manually changed prior to converting your system to Multi-Finder Fees.

Configuration Levels

Enabling the Global Parameters

To unlock the multi-fee interface across your customer and item setup screens, the global flag must be activated.

Navigation: Order Processing > Setup > System > System Setup > Parameters > Tab 9

• Activate multiple Finder Fee Feature?: Check this box to activate. (Note: If this is enabled later, a conversion process must occur—Contact Support to assist)..
• Use Current Multi Finder Fees when creating an order from a repeat?:
  • Checked: Multi-Finder Fees will be completely re-evaluated for the new order based on the current fees set up in the customer and item masters.
  • Unchecked: Multi-Finder fees are carried over exactly as they were from the historical repeat order into the new order without any changes.

Multi-Fee Customer Setup

With the parameter active, you can now define up to four separate referral entities for a single account.

Navigation: Accounts Receivable > Setup > Customer > Customer Defaults

• Instead of a single line, the system will open a matrix allowing you to input four distinct Vendor Codes.
• For each vendor, define the independent Calculation Type (Percentage of Sale, GP, Cost, or Fixed) and the corresponding Rate.

Multi-Fee Item Setup

To apply product-specific splits that override the customer-level defaults, configure the rules directly within the item master.

Navigation: Order Processing > Setup > Custom Item > Custom Item Setup/Inquiry

• Fill out the matrix following the exact same field rules as the customer setup.

Live Adjustments During Order Entry

During live order entry, the system automatically reads the Multi-Finder's Fee settings from both the Customer Defaults and the Custom Item Master. If a rule is found, it automatically populates onto the order line.

Operators have the ability to review, add, delete, or modify these splits on the fly:

1. Open your standard Detailed Line Entry screen.
2. Locate the Pricing Panel and click the Multi Finder Fee button.
3. Review the populated matrix. If the item has customer-specific rules, those will display here as the priority default.
4. Adjust the Calculation Type, Vendor Code, or Rate as needed for this specific transaction.

Note: Any manual adjustments made directly on the order line inherit ultimate priority and override master file defaults for this specific order.

Behind-the-Scenes: The Multiple Finder's Fee Database Architecture

Unlike the standard workflow which tracks data in a single file, the multi-fee utility relies on three interconnected system tables to log, process, and audit transactions. If you are troubleshooting data mismatches or verifying ledger writes, look into these specific files:

Auditing & Posting: The Sales Journal

Because multiple payouts occur simultaneously on a single line item, auditing your numbers before finalizing a period is critical.

Navigation: Order Processing > Processing > Sales Journal and Update

1. Run your standard Sales Journal edit run.
2. Review the Audit Lines: The Sales Journal report will explicitly break down each line item, listing all active finder's fee tiers side-by-side along with the precise calculated dollar amounts routing to each assigned vendor.
3. Verify the G/L Impact: Ensure the accrued liabilities match your expectations based on the total invoice volumes before selecting Update to commit the journal to the general ledger.

Processing Payouts: The Finder's Fee Report

To audit, track, and extract outstanding multi-fee payouts for your vendors, utilize the dedicated reporting module. This process reads directly from the compiled transaction data in the system files.

Navigation: DB Distributor > Order Processing > Reports > Order Reports > Finder’s Fee

1. Select the tab desired, whether you want to run and sort the report by Salesperson or by Vendor.
2. Paid Invoices Only: Check this box to pull data strictly for fully paid invoices. This directly aligns with your Cash Basis parameter setting.
3. Column Exclusion: Check the box to Eliminate Cost and GP columns if you are formatting this printout for external distribution to third parties. Leaving it unchecked provides excellent additional internal audit data.
4. Review your Output Options and click Print Report.

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