Month-End Closing Checklist: Targets, Commissions and Collections

Month-end is when a distribution business finds out whether it was as good as it felt. It is also when arguments happen: a salesperson who believes the commission is short, an accountant who cannot match payments, a dealer who disputes a balance. A fixed closing order reduces all of that. The order matters because later steps depend on earlier ones: you cannot judge targets until the orders are clean, and you cannot pay commission until targets are judged. Here is a checklist built around gamitrack, in the sequence that works.

Step 1: Clean the order book (last working day)

Start with Orders. Filter for anything not in a final state: orders booked but never dispatched, dispatched but not delivered, and secondary orders still waiting for the dealer to fulfil.

For each one, decide whether it belongs to this month or next. Remember that commission and dealer targets rely on fulfilled secondary sales, so an order stuck at "waiting" can silently take money from a salesperson or a dealer. Chase the dealer, cancel the order if it is dead, or accept that it will count next month.

Then check Returns. Pending returns should be approved or rejected so credit notes land in the right month.

Step 2: Reconcile stock

Open Stock and compare movements with reality for the month:

• Confirm all production or purchase receipts are booked.
• Review damage and adjustment movements and ask for the reason on large ones.
• For dealers, use Dealer stock: monthly stock counts show expected closing against the counted stock, and the variance is your signal for leakage or unrecorded sales.

If you run a physical count, book differences as adjustments with a note, never by editing old entries. Stock movements are append-only, which is why they are trustworthy.

Step 3: Reconcile money

Open Payments and Invoices. Check:

1. Every payment received during the month is recorded and allocated.
2. Cheques received but not yet cleared are noted as such by your accountant.
3. The aging view reflects reality. Due days are counted from dispatch, so late dispatches shift due dates.

Open a few dealer statements and compare them with the dealer's own record. It is easier to settle a difference now than in a dealer meeting three months later. For credit follow-up tactics, see our guide to collecting payments on time.

Step 4: Judge targets

Open Targets. Officers have monthly targets with a daily pace, and dealers have annual targets split by Nepali fiscal quarter. Look at three things:

• Achievement by officer. Who hit the number, who was close, who was far?
• Pace. Who did most of their volume in the last three days? Late-month loading is a pattern to coach.
• Dealer quarter position. If the month closes a fiscal quarter, check progress now, because dealer scheme rewards often depend on it.

If your commission plan has a minimum achievement rule, an officer under that line may not earn commission, so the accuracy of Step 1 becomes very important.

Step 5: Review and finalise commissions

On the 1st, the system prepares month-end drafts. Open Commissions and work through them:

1. Check rates. Universal rates apply to everyone, and personal rates override for specific officers.
2. Check the base. Commission is on secondary orders only.
3. Check salaries. Monthly salaries are part of the earnings picture.
4. Apply adjustments. Add or deduct with a clear reason, such as an approved incentive or a reversal.
5. Finalise. The month is recomputed and posted once to the earnings ledger. Then record payouts as you pay.

Do not finalise in a hurry. A final month is not meant to be edited later; fixes go through adjustments.

Approved expense claims, which are paid through the same ledger, should also be settled at this point. The Expenses page in the app and the Help centre cover the approval flow.

Step 6: Publish the monthly agent report

Once finalised, print or share the monthly agent report for each officer. It shows the numbers behind the payout. Officers can also open the Earnings screen in the mobile app and see totals and history. Sharing early prevents a flurry of questions.

Step 7: Reset collections

Open Collections. Weekly collection plans compare planned with actual collection, with payments allocated against invoices. Review the month's weeks: which weeks fell short, which dealers or shops caused it? Then set next month's weekly plan with realistic amounts. Past weeks cannot be rewritten, which is deliberate: the plan you set is the plan you are judged against.

Step 8: Set next month's targets and pace

Create or update monthly targets for officers before the new month is a week old. Consider splitting by SKU or priority if your plan uses it. Share the numbers in the first sales meeting; running weekly sales meetings with real data explains how.

The checklist on one page

#	Task	Page	Owner
1	Clear stuck orders and pending returns	Orders, Returns	Operations
2	Book damages, adjustments, dealer stock counts	Stock, Dealer stock	Stock keeper
3	Reconcile payments and aging	Payments, Invoices	Accountant
4	Review targets and dealer quarter position	Targets	Sales manager
5	Review drafts, adjust, finalise, pay	Commissions	Owner or accountant
6	Share monthly agent reports	Commissions	Manager
7	Review collections, set next plan	Collections	Accountant
8	Set next month's targets	Targets	Sales manager

Habits that make the close easier

• Book things on the day they happen. A month-end that needs three days of data entry is a daily-entry problem.
• Keep one person accountable for the close and a calendar reminder for the 1st.
• Do a mini-close weekly: the weekly meeting is the best time to clear stuck orders.
• Keep VAT and invoice questions separate. For tax invoices see IRD VAT invoices for distributors.

Where to go next

Commissions, targets and collections are all part of the same workspace as orders and stock, which is why the close can be done from one place. See the plans on the pricing page and step-by-step instructions in the Help centre.