Sales Person Setup

Path

iVendNext Desk → Retail → Setup → Sales Person

POS Profile: iVendNext Desk → Point of Sale → POS Profile

Retail Settings: iVendNext Desk → Retail → Settings → Retail Settings

Prerequisites

Before you configure the Sales Person feature, ensure the following are in place:

• You have the Retail Manager role in iVendNext Desk.
• Cashier user accounts are already created in iVendNext.
• POS Profiles for the relevant terminals are configured.
• If you plan to use the HR module linkage, Employee records are linked to the corresponding user accounts.

How to Create a Sales Person Record

1. Navigate to Sales Person in the Retail Setup section of iVendNext Desk.
2. Click New to open a blank Sales Person form.
3. Enter the Sales Person Name.
4. In the User field, link the cashier's iVendNext user account directly to this record. This is the preferred method for stores where the HR module is not in scope. Alternatively, if your organisation uses the HR module, link the Employee field to the corresponding employee record — the user link on that employee record connects the identity.
5. Optionally, set the Store/Warehouse field to restrict this sales person to a specific location. When this field is populated, the sales person will only appear in assignment lists and searches for transactions at that warehouse. Leave the field blank to make the sales person available at all stores.
6. Enter the Commission Rate — the percentage of the allocated transaction value used to calculate the estimated commission for this person. This is the default rate and applies when no Commission Rule overrides it.
7. Ensure the record is in an active state (not disabled). An inactive Sales Person record cannot be assigned to any transaction.
8. Save the record.

Features

Store and Warehouse Availability

By default, a Sales Person is available for assignment at any store or warehouse across the organisation. When you populate the Store/Warehouse field on a Sales Person record, that person becomes available only at the specified location. They will not appear in the assignment dialog, barcode scan results, or POS Profile default options at any other store.

This filtering applies consistently across all assignment methods — manual dialog, barcode scan, and the POS Profile default field. A manager configuring a POS Profile at a different store will not see sales persons restricted to another location.

POS Profile Configuration

Two fields on the POS Profile shape how Sales Person assignment behaves for the terminals using that profile.

Default Sales Person is an optional field that specifies which Sales Person is automatically assigned to new transactions when the logged-in cashier does not have their own Sales Person record. This is the second step in the auto-assignment cascade. For example, if a store has a manager who earns commission on all transactions processed by cashiers who are not themselves sales persons, that manager can be set here. Every new transaction at terminals using this profile will carry that person's assignment by default.

Sales Person Mode controls whether the assignment dialog appears automatically at the start of every transaction. In Manual mode — the default — assignment relies on the auto-assignment cascade and optional cashier-initiated changes. In Automatic mode, the Sales Person Assignment Dialog opens at the start of every new transaction before any items are added, prompting the cashier to confirm or select a sales person as the first step in the transaction.

Automatic mode is suited to retail formats where every transaction must be attributed to a specific person — fine jewellery, luxury goods, specialist electronics — and where explicit attribution is a required step rather than an optional one.

Retail Settings Flags

Four flags in Retail Settings govern how the Sales Person feature behaves across all POS transactions at the organisation level.

Auto Add Cashier as Sales Person — When enabled, the system automatically assigns the logged-in cashier as the sales person on every new transaction, provided the cashier has an active Sales Person record linked to their user account. This is the highest priority step in the auto-assignment cascade and is the most common configuration for stores where cashiers are also the sales associates.

Allow Multiple Sales Person on Transaction — When enabled, more than one sales person can be assigned to the same transaction. Each person receives an allocation percentage, and the percentages must sum to 100%. When disabled, only one sales person per transaction is permitted and the option to add a second person is not shown in the assignment dialog.

Mandatory Sales Person per Transaction — When enabled, a transaction cannot be submitted without at least one sales person assigned. The system blocks submission with a clear message if the cashier attempts to complete a transaction with no attribution. Use this flag to ensure commission data is captured on every transaction without exception.

Warn if Transaction has no Sales Person — A softer alternative to the mandatory flag. When enabled, the system displays a non-blocking warning when a transaction with no sales person is submitted. The cashier can acknowledge the warning and proceed. This is suitable for stores that want to encourage consistent attribution without creating a hard block.

Auto-Assignment at the POS

When a new POS transaction is opened, iVendNext POS runs through an automatic assignment sequence before the cashier adds any items.

First, if Auto Add Cashier as Sales Person is enabled and the logged-in cashier has an active Sales Person record linked to their user account that is eligible for the current store, the cashier is assigned automatically with 100% allocation. No prompt appears.

If the first condition is not met, the system checks whether the POS Profile has a Default Sales Person configured. If it does, and that person is eligible for the current store, they are assigned with 100% allocation.

If neither condition is met, the transaction opens with no sales person. Depending on the flags in Retail Settings, the cashier may see a warning at submission or be blocked from completing the transaction.

If a new transaction already has a sales person from another source — for example, copied from the customer record — the cascade does not overwrite the existing assignment.

Manual Assignment via the Sales Person Dialog

At any point before submission, you can open the Sales Person Assignment Dialog by tapping the Sales Person widget in the POS transaction header. The dialog contains a search-and-add field. Typing into it filters the list of eligible sales persons at the current store.

When you select a person from the results, the behaviour depends on whether Allow Multiple Sales Person on Transaction is enabled. If only one sales person is allowed, the selected person replaces the current assignment with 100% allocation. If multiple are allowed, the selected person is added to the existing list and the system auto-distributes allocation percentages equally. You can then adjust individual percentages manually. If an adjustment would push the total above 100%, the system clamps the value automatically. To remove a sales person, use the Remove control on their row in the dialog.

Barcode Scan Assignment

For stores where sales associates carry personalised barcodes on a badge or card, assignment by scan is the fastest method. When Allow Sales Person Scanning is enabled in Retail Settings, the POS scan flow recognises sales person barcodes alongside item barcodes.

Each Sales Person record that should be scannable has a Barcode field where you enter the associate's barcode value. When a cashier scans that barcode at the POS, the system matches it against the Sales Person barcode list and assigns the matched person to the transaction immediately, with a brief confirmation message. If the scanned barcode matches a Sales Person whose Store/Warehouse restriction does not include the current store, the scan is rejected with an explanatory message and the transaction continues unchanged.

Multi-Person Allocation

When multiple sales persons are assigned to a transaction, the Multi-Person Allocation Mode setting determines how commission is calculated.

In Total mode — the default — the allocation percentages across all assigned persons must sum to exactly 100%. Each person earns their share of the commission calculated on the transaction's net total.

In Each mode, each assigned person earns commission independently as their own percentage of the transaction net total. The 100% sum constraint does not apply. This suits arrangements where multiple associates contribute independently and each should be rewarded in full for their contribution.

Return and Commission Behaviour

Use Original Sales Person on Returns determines whether a return inherits the sales person assignment from the original transaction or is assigned to the cashier currently processing the return. The default is to use the original sales person, maintaining attribution continuity. If a sales person from the original transaction has since been deactivated, they are automatically excluded from the return's assignment. If this causes the total allocation to drop below 100%, the cashier is prompted to correct it before the return can be submitted.

Exclude Returns from Commission — When enabled, return transactions do not generate negative commission entries. Sales person rows are still recorded on the return for audit purposes, but no commission deduction is calculated.