Booth Renter Billing System - Envision Online · PDF fileBooth Renter Billing System Setup...

Booth Renter Billing SystemSetup Guide

Step by Step Instructions to Set Up Booth Rent /Self Employed Employees in the Envision Software

Booth Renter Billing SystemI

© 2015 Ennoview, Inc.

Table of ContentsPart I Booth Renter Billing System Setup 1

................................................................................................................................... 21 Charge Rental Fee & Pay Retail Commission

.......................................................................................................................................................... 2Setup Commission Plan

.......................................................................................................................................................... 4Create Client Profile

.......................................................................................................................................................... 4Adding an Independent Contractor / Booth Renter To The Employee List

.......................................................................................................................................................... 5Create a Rental Fee Item

.......................................................................................................................................................... 6Create a Service Revenue Item

.......................................................................................................................................................... 7Create a Retail Revenue Item

.......................................................................................................................................................... 8Running the Booth Renter Billing System

................................................................................................................................... 112 Charge Rental Fee & Wholesale Price

.......................................................................................................................................................... 11Setup Commission Plan

.......................................................................................................................................................... 13Create Client Profile

.......................................................................................................................................................... 13Adding an Independent Contractor / Booth Renter To The Employee List

.......................................................................................................................................................... 14Enter a Wholesale Price For Your Retail Products

.......................................................................................................................................................... 15Create a Rental Fee Item

.......................................................................................................................................................... 16Create a Service Revenue Item

.......................................................................................................................................................... 17Create a Retail Revenue Item

.......................................................................................................................................................... 18Running the Booth Renter Billing System

Part II Booth Renter Reports 21

................................................................................................................................... 211 Booth Renter Z-Out Report

................................................................................................................................... 222 Booth Renter Payments By Person / Type

................................................................................................................................... 223 Booth Renter/Self Employed Billing Report

................................................................................................................................... 234 Exclude Self Employed Employee Sales From Reports

Booth Renter Billing System Setup 1


Booth Renter Billing System Setup

There are multiple methods for handling Independent Contractors / Booth Renters and not all businesses usethe same procedures for this. Envision al lows you to use whichever method you prefer so that you can keeptrack of Service Sales (if you wish), Retail Sales and Rental Fees. Below are two different examples of howIndependent Contractor / Booth Renter sales and rental fees can be tracked in Envision. Whereas BoothRenters and Independent Contractors are not employees, this guide will refer to the "Employee List","Commission" screens, and various other screens with the word "Employee". This in no way means they are acommissioned employee, this is to allow Envision to track payments and/or appointments for the boothrenter / independent contractor.

1. Independent Contractor / Booth Renter - Pay Retail Commission & Charge Rental FeeUsed to bil l Booth Renters a rental fee and pay a percentage on retail.

o Retail: Retail items are sold through Envision and the Booth Renter receives a percentage of the retailsales.

o Services: Services are sold through Envision or not. All payment for services goes to Booth Renter.

o Rental Fee: Booth Renter is charged weekly or bi-weekly.

2. Booth Renter / Self Employed Billing SystemUsed to bil l Independent Contractors for Retail Costs (or Wholesale Price, whichever is set), a percent ofService Sales (if necessary) and rental fees. This is the recommended method.

o Retail: Retail items are sold through Envision and the Booth Renter receives all payment. Booth Renterswill be charged the "Unit Cost" or "Wholesale Price" for each retail item sold. This can be used if you sellretail to your Booth Renters at a sl ight markup of the product cost and they then sell that retail to theirclients at their own price. In this situation, you are acting as a vendor to your Booth Renters.

o Services: Services are sold through Envision or not. All payment for services goes to Booth Renter. Ifservice sales are tracked, Booth Renters can be charged a percentage of their services, a dollar amountper ticket or a dollar amount per service item.


1. Setup a Commission Plan for your Booth Renters that specifies the percentage that they will receiveof services that they complete.

2. Create a client profile for the booth renter.

3. The Booth Renter must be added to the Employee List.

4. Enter a "Wholesale Price" for your Retail Products.

5. Create a Rental Fee item in your Inventory List.

6. Create a Service Revenue item in your Inventory List.

7. Create a Retail Revenue item in your Inventory List.

8. Setup the Booth Renter / Independent Contractor's schedule in the Employee schedule (onlynecessary if the rental fee calculation is going to be based on their "Scheduled Work Days").

9. Run the Booth Renter Bil l ing cycle.

Booth Renter Billing System2


Charge Rental Fee & Pay Retail Commission

1. Independent Contractor / Booth Renter - Retail Commission & Rental FeeUsed to bil l Booth Renters a rental fee and pay a percentage on retail.

o Retail: Retail items are sold through Envision and the Booth Renter receives a percentage of the retailsales.

o Services: Services are sold through Envision or not. All payment for services goes to Booth Renter.o Rental Fee: Booth Renter is charged weekly or bi-weekly.

Setup Commission PlanBefore using the Booth Renter / Self Employed Bil l ing System you will need to create a commission plan foryour Booth Renters / Independent Contractors.

1. Click on "Accounting" on the Menu Bar of Envision and select "Commission Plans" from the menu.

2. Click on the "New" button at the top of the Commission Plans l ist.

3. Enter a name for the commission plan in the "Commission Plan Description" field at the top of the screen.

4. Select the Retail tab.

5. Set the Plan Type to Straight Scale Commission if you pay a flat commission percentage.

6. Leave the "From Sales" field under the "Level 1" column set to "zero".

7. Enter "99999999" in the "To Sales" field.

8. Enter the percentage that the Booth Renter / Independent Contractor will receive when they complete a

service in the "Percent %" field under the "Level 1" column.



9. Choose to exclude commission overrides and various deductions, if desired.

10. Save the Commission Plan.

For this method you will need to set a retail commission plan only.



Create Client ProfileBefore using the Booth Renter / Self Employed Bil l ing System, you will need to add the Booth Renter /Independent Contractor to your Client List.

1. Click on "Client" on the Menu Bar of Envision and select "Client List" from the menu.

2. Click the "New" button on the List Tool Bar at the top of the Client List.

3. Enter the Booth Renter's contact information under the Address Tab and set any other preferred settingsunder the other tabs.

If you choose to check the "This client is an Employee" checkbox, the booth renter will onlybe charged the employee price for items they purchase.

Adding an Independent Contractor / Booth Renter To The Employee ListBefore using the Booth Renter / Self Employed Bil l ing System, you will need to add the Booth Renter /Independent Contractor to your Employee List and set specific settings for Booth Renters / IndependentContractors.

1. Click on "Employee" on the Menu Bar of Envision and select "Employee List" from the menu.

2. Click the "New" button on the List Tool Bar at the top of the Employee List.

3. Enter the Booth Renter's contact information under the Address Tab and set any other necessary settingsunder the other tabs.

4. Click on the "Payroll" tab to set Booth Renter / Self Employed settings.

5. Select the commission plan that you created for your Booth Renters / Independent Contractors in the "Commission Plan" field.

6. Enter the "Daily Booth Rental Fee" that you charge this Booth Renter / Independent Contractor. If youcharge for the entire week or month, you will need to determine how much this rent costs per day.



7. Select the "Employee Client Link". This Booth Renter / Independent Contractor must be added to your ClientList before selecting them here. The reason for setting this is so that the program will know which client toselect when it creates a bil l for the Booth Renter / Independent Contractor.

8. Check the "Self Employed / Independent Contractor" check box so that this Booth Renter / IndependentContractor's sales are not included in your sales totals.

9. Click the "Save" button on the right.

Setup the Booth Renter / Independent Contractor's schedule in the Employee schedule (onlynecessary if the rental fee calculation is going to be based on their "Scheduled Work Days").

Create a Rental Fee ItemThe Booth Renter / Self Employed Bil l ing System creates a ticket in the Sales Register for the items that a BoothRenter / Independent Contractor must pay for. The items that will be included in the ticket must be createdbefore you are able to use the Bil l ing System.

1. Click on "Inventory" on the Menu Bar of Envision and select "Services" from the menu.

2. Click on the "New" button on the List Tool Bar to add an item to the l ist.

3. Enter a name for the rental fee in the "Item Id" and "Description" fields.

4. Set a department if you wish.




Create a Service Revenue ItemThe Booth Renter / Self Employed Bil l ing System creates a ticket in the Sales Register for the items that a BoothRenter / Independent Contractor must pay for. The items that will be included in the ticket must be createdbefore you are able to use the Bil l ing System.



3. Enter a name for the Service Revenue fee in the "Item Id" and "Description" fields.





Create a Retail Revenue ItemThe Booth Renter / Self Employed Bil l ing System creates a ticket in the Sales Register for the items that a BoothRenter / Independent Contractor must pay for. The items that will be included in the ticket must be createdbefore you are able to use the Bil l ing System.



3. Enter a name for the Retail Revenue Fee in the "Item Id" and "Description" fields.





Running the Booth Renter Billing SystemThe Booth Renter / Self Employed Bil l ing System will automatically create a ticket in the Sales Register for theBooth Renter / Independent Contractor's bil l . The bil l wil l include their daily booth rent.

1. Click on "Accounting" on the Menu Bar of Envision and select "Booth Renter / Self Employed Billing

System" from the menu.

2. This screen will open after selection.



3. Select the "Starting Bill Date" and "Ending Bill Date" by clicking on the drop down arrows.

4. Select the Booth Renter / Independent Contractor. Only the employees that have the "Self Employed /Independent Contractor" check box checked in the Employee List will show up here when you click on thedrop down arrow. Leave this box blank to create bil ls for all Booth Rental employees.

5. Select how you would l ike the Rental Fee calculated. If you have setup an Employee Schedule for yourBooth Renters / Independent Contractors, then you can choose the "Scheduled Work Days" option if youwould l ike their rental fee calculated on the amount of days that they were scheduled for. Select the "Daysin Date Range" option if you have chosen to not setup a schedule for the Booth Renter and would l ike theRental Fee calculated on the amount of days in the date range selected above.

6. Select the "Inhouse Sales Id". This is an employee in your Employee List that is not real. It is necessary toselect an employee for each item in a sales transaction. This employee is used for items that no one willget commission or credit for.

7. Select your "Rental Fee" item from your Inventory List.

8. Select your "Service Revenue" item from your Inventory List.

9. Select your "Retail Revenue" item from your Inventory List.

10.Click the "Ok" button. You will receive the following prompts.

Selecting Options: The next time you use the Billing System, you will only need to select the daterange and the Booth Renter. The program will remember your last settings for the other fields.



11.Click on the "Sales Register" button on the Tool Bar of Envision.

12.Click on the "View On Hold" button in the lower right hand corner and select the Booth Renter /

Independent Contractor's ticket out of the l ist to restore it.

With this method, you will need to remove both the Service Revenue Fee and the RetailRevenue Fee from the ticket.

13.Verify that the amounts are correct and click the "Sale / Cash Out" button in the lower right hand corner of

the Sales Register.

14.Select the type of payment that the Booth Renter / Independent Contractor will be using to pay for their bil l .

15.Click the "Cash Out" button.

To calculate the percentage of retail sales due to the Booth Renter, you will need to run apayroll for the time period.



Charge Rental Fee & Wholesale Price

2. Booth Renter / Self Employed Billing SystemUsed to bil l Independent Contractors for Retail Costs (or Wholesale Price, whichever is set), a percent ofService Sales (if necessary) and rental fees.

o Retail: Retail items are sold through Envision and the Booth Renter receives all payment. Booth Renterswill be charged the "Unit Cost" or "Wholesale Price" for each retail item sold. This can be used if you sellretail to your Booth Renters at a sl ight markup of the product cost and they then sell that retail to theirclients at their own price. In this situation, you are acting as a vendor to your Booth Renters.

o Services: Services are sold through Envision or not. All payment for services goes to Booth Renter. Ifservice sales are tracked, Booth Renters can be charged a percentage of their services, a dollar amountper ticket or a dollar amount per service item.


Setup Commission PlanBefore using the Booth Renter / Self Employed Bil l ing System you will need to create a commission plan foryour Booth Renters / Independent Contractors.

1. Click on "Accounting" on the Menu Bar of Envision and select "Commission Plans" from the menu.

2. Click on the "New" button at the top of the Commission Plans l ist.

3. Enter a name for the commission plan in the "Commission Plan Description" field at the top of the screen.

4. Leave the Plan Type set to Straight Scale Commission if you pay a flat commission percentage.

5. Leave the "From Sales" field under the "Level 1" column set to "zero".

6. Enter "99999999" in the "To Sales" field.



7. Enter the percentage that the Booth Renter / Independent Contractor will receive when they complete a

service in the "Percent %" field under the "Level 1" column.

8. Choose to exclude commission overrides and various deductions, if desired.

9. Save the Commission Plan.

Note: With this method, you will only need to set a service commission plan only.



Create Client ProfileBefore using the Booth Renter / Self Employed Bil l ing System, you will need to add the Booth Renter /Independent Contractor to your Client List.

1. Click on "Client" on the Menu Bar of Envision and select "Client List" from the menu.

2. Click the "New" button on the List Tool Bar at the top of the Client List.

3. Enter the Booth Renter's contact information under the Address Tab and set any other preferred settingsunder the other tabs.

If you choose to check the "This client is an Employee" checkbox, the booth renter will onlybe charged the employee price for items they purchase.

Adding an Independent Contractor / Booth Renter To The Employee ListBefore using the Booth Renter / Self Employed Bil l ing System, you will need to add the Booth Renter /Independent Contractor to your Employee List and set specific settings for Booth Renters / IndependentContractors.

1. Click on "Employee" on the Menu Bar of Envision and select "Employee List" from the menu.

2. Click the "New" button on the List Tool Bar at the top of the Employee List.

3. Enter the Booth Renter's contact information under the Address Tab and set any other necessary settingsunder the other tabs.

4. Click on the "Payroll" tab to set Booth Renter / Self Employed settings.

5. Select the commission plan that you created for your Booth Renters / Independent Contractors in the "Commission Plan" field.

6. Enter the "Daily Booth Rental Fee" that you charge this Booth Renter / Independent Contractor. If youcharge for the entire week or month, you will need to determine how much this rent costs per day.



7. Select the "Employee Client Link". This Booth Renter / Independent Contractor must be added to your ClientList before selecting them here. The reason for setting this is so that the program will know which client toselect when it creates a bil l for the Booth Renter / Independent Contractor.

8. Check the "Self Employed / Independent Contractor" check box so that this Booth Renter / IndependentContractor's sales are not included in your sales totals.


Setup the Booth Renter / Independent Contractor's schedule in the Employee schedule (onlynecessary if the rental fee calculation is going to be based on their "Scheduled Work Days").

Enter a Wholesale Price For Your Retail ProductsYou may wish to enter wholesale prices for your retail items. Setting a wholesale price on an item designatesthat amount as the product's Unit Cost for your booth renters. This is used when booth renters sell productsfrom your inventory and receive payment directly.

1. Click on "Inventory" on the Menu Bar of Envision and select "Retail Products" from the menu.

2. Double click on top of a retail item to edit it or cl ick on the "New" button on the List Tool Bar to add anitem to the l ist.

3. Enter the cost that the Booth Renter / Independent Contractor must pay for the product in the "WholesalePrice" field in the "Product Pricing Table". This is the amount that they will be charged if the product was soldduring the period that they are being bil led for.

In the image above, the business's cost is $12.50 for this item. If a booth renter sells theitem (for $25.00) and retains the money, the business wants to recoup $17.50 from thebooth renter.

If a Wholesale Price is not entered, the booth renter's Unit Cost will equal the business'sUnit Cost.



Create a Rental Fee ItemThe Booth Renter / Self Employed Bil l ing System creates a ticket in the Sales Register for the items that a BoothRenter / Independent Contractor must pay for. The items that will be included in the ticket must be createdbefore you are able to use the Bil l ing System.



3. Enter a name for the rental fee in the "Item Id" and "Description" fields.





Create a Service Revenue ItemThe Booth Renter / Self Employed Bil l ing System creates a ticket in the Sales Register for the items that a BoothRenter / Independent Contractor must pay for. The items that will be included in the ticket must be createdbefore you are able to use the Bil l ing System.



3. Enter a name for the Service Revenue fee in the "Item Id" and "Description" fields.





Create a Retail Revenue ItemThe Booth Renter / Self Employed Bil l ing System creates a ticket in the Sales Register for the items that a BoothRenter / Independent Contractor must pay for. The items that will be included in the ticket must be createdbefore you are able to use the Bil l ing System.



3. Enter a name for the Retail Revenue Fee in the "Item Id" and "Description" fields.





Running the Booth Renter Billing SystemThe Booth Renter / Self Employed Bil l ing System will automatically create a ticket in the Sales Register for theBooth Renter / Independent Contractor's bil l . The bil l wil l include their daily booth rent, a percent of servicesrendered as determined by their commission plan, and retail product charges for products that they havesold, as determined by the wholesale pricing.

1. Click on "Accounting" on the Menu Bar of Envision and select "Booth Renter / Self Employed Billing

System" from the menu.

2. This screen will open after selection.



3. Select the "Starting Bill Date" and "Ending Bill Date" by clicking on the drop down arrows.

4. Select the Booth Renter / Independent Contractor. Only the employees that have the "Self Employed /Independent Contractor" check box checked in the Employee List will show up here when you click on thedrop down arrow. Leave this box blank to create bil ls for all Booth Rental employees.

5. Select how you would l ike the Rental Fee calculated. If you have setup an Employee Schedule for yourBooth Renters / Independent Contractors, then you can choose the "Scheduled Work Days" option if youwould l ike their rental fee calculated on the amount of days that they were scheduled for. Select the "Daysin Date Range" option if you have chosen to not setup a schedule for the Booth Renter and would l ike theRental Fee calculated on the amount of days in the date range selected above.

6. Select the "Inhouse Sales Id". This is an employee in your Employee List that is not real. It is necessary toselect an employee for each item in a sales transaction. This employee is used for items that no one willget commission or credit for.

7. Select your "Rental Fee" item from your Inventory List.

8. Select your "Service Revenue" item from your Inventory List.

9. Select your "Retail Revenue" item from your Inventory List.

10.Click the "Ok" button. You will receive the following prompts.

Selecting Options: The next time you use the Billing System, you will only need to select thedate range and the Booth Renter. The program will remember your last settings for the otherfields.



11.Click on the "Sales Register" button on the Tool Bar of Envision.

12.Click on the "View On Hold" button in the lower right hand corner and select the Booth Renter /

Independent Contractor's ticket out of the l ist to restore it.

The Rental Fee will calculate on your selection during billing of "scheduled work days" or "daysin date range".

The Retail Revenue Fee will equal the "Wholesale Prices" of all retail items sold. (If Wholesaleprices are not set, this will equal the "Cost" of items sold.)

The Service Revenue Fee will equal any amount less than 100%, as set in the commission plan.

For Example:This booth renter's service commission is set to 97%. After running the Booth Renter BillingCycle, the Service Revenue Fee is equal to 3% of services performed by the booth renter.

13.Verify that the amounts are correct and click the "Sale / Cash Out" button in the lower right hand corner of

the Sales Register.

14.Select the type of payment that the Booth Renter / Independent Contractor will be using to pay for their bil l .

15.Click the "Cash Out" button.



Booth Renter Reports

Booth Renter Z-Out Report

The Booth Renter / Self Employed Z-out Report will give a breakdown of payments received, whether themonies are for sales, tips, or taxes. This report will also show how much the product sold under the rentercost. This report can be found by choosing the Report drop-down menu at the top of the program, thenchoosing the POS Report Menu.

Selecting the "Display sales detail on report" will show a sales detail (shown below).



Booth Renter Payments By Person / Type

The Booth Renter - Payments by Person / Type report gives a detailed view of how clients paid. This report canbe run for all or a single employee. This report can be found by choosing the Report drop-down menu at thetop of the program, then choosing the POS Report Menu.

Booth Renter/Self Employed Billing Report

This report shows a summary of booth renter bil l ing. This report can be run for all or a single employee. TheBooth Renter/Self Employed Bil l ing System Report can be found by choosing the Report drop-down menu at thetop of the program, then choosing the Accounting Report Menu.

Booth Renter Reports 23


Exclude Self Employed Employee Sales From Reports

1. Click on "Company" on the Menu Bar of Envision and select "Setup Program Preferences".

2. Scroll to the bottom and select "Payroll Options".

3. Click the box to Exclude Self Employed Employees from Sales Reports.

This will exclude self employed employees from the sales reports.

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