Recalculate and Freeze Statements
Learning Objectives
After completing this unit, you’ll be able to:
- Describe how to recalculate individual and all statements.
- Explain the procedures for freezing and unfreezing statements.
- Identify the impact of changes on frozen statements.
Following a data import or changes to plans or commission logic, it’s essential to recalculate statements to ensure accurate commission amounts. Spiff provides the functionality to recalculate both individual statements and all statements simultaneously. Additionally, managing the freezing of statements and establishing a process for when statements are frozen is crucial.
Recalculating Statements
To recalculate an individual statement:
- Navigate to the statement you want to recalculate.
- Click the recalculation icon
. This refreshes the selected statement for the current period shown at the top of the screen.
- If the icon spins for more than a few minutes, refresh the page. A timestamp below the rep name/plan name indicates the last recalculation time.
Note: This action does not sync new data from data sources, and any overwrites to statement calculations remain.
To recalculate all statements:
- Click the Global Sync icon
[alt text: global sync icon] in the top right corner of the screen.
- Select Global Recalculate to update all statements for all users and periods, unless a statement is frozen.
- To also resync new data from a connector, choose Sync Connectors & Recalculation.
The time required for a Global Sync depends on the data volume and the number of statements. The spinning icon indicates that a sync or recalculation is in progress. To enhance efficiency, freeze statements at the end of the period to avoid recalculating historical data unnecessarily.
Note: Alternatively, click Calculate in Designer to recalculate based on period, plan, or rep. For details, see the linked article in the resource section.
Freezing Statements
Freezing statements is essential for maintaining stable and accurate commission amounts after they’ve been finalized.
To freeze an individual statement:
- Navigate to the specific statement.
- Click the Freeze toggle
[alt text: freeze toggle]. This action locks the commission statement, ensuring that future recalculations don’t alter the displayed amounts or fields.
Note: To freeze statements from different periods, you need to access the respective rep’s statement and use the freeze icon accordingly.
To freeze multiple statements:
- Go to the admin commissions page for the desired period.
- Click the Freeze toggle to lock all statements for that period.
Note: If you want to apply freezing to specific groups of statements, use the filters available in the top right corner of the company commission page. This allows you to narrow down the visible statements and apply the freeze action only to the selected groups.
Automating Statement Freezes
To streamline the process and avoid manual oversight, it’s recommended to enable automatic statement freezes. This can be set up under Admin | Settings | Statement Period Management. When you activate this feature, statements automatically freeze at the end of each period, helping to prevent recalculations from affecting past periods. However, you can manually unfreeze statements if necessary via the Commissions page.
Impact of Actions on Frozen Statements
Certain actions, such as deleting plan assignments, changing statement designs, or renaming plans, affects frozen statements. Deleting plan assignments removes all historical statements for that rep and plan, while changes in statement design and plan names are reflected in frozen statements.
Partially Frozen Periods
When some statements within a period are frozen and others are not, the Freeze toggle is grayed out but still offers the option to freeze all remaining unfrozen statements on the page.
New Plan Assignments
If new plan assignments are added after all statements in a period have been frozen, new unfrozen statements are created for the newly assigned reps. As a result, the Freeze toggle becomes active again, allowing you to freeze all statements in the period. This process only applies to statements currently generated or filtered on the page.
Accidentally Unfreezing Statements
If a statement is accidentally unfrozen, it does not automatically recalculate with new data or logic until the next scheduled sync or a manual recalculation is performed. If detected promptly, the statement can be refrozen with minimal impact.
System Activity Log
The System Activity Log provides detailed records of freezing and unfreezing actions on a statement-by-statement basis, allowing you to track changes effectively.
Approvals
Be cautious when handling approvals. If you unfreeze statements for a period where approvals were applied, all previous approvals will be lost and cannot be recovered. This includes the approval status of each commission and any records of which commissions were approved or rejected during that period.
Effective Dates and Frozen Statements
Frozen statements remain intact even if effective dates for a plan are changed. However, unfrozen statements that fall outside of the new effective dates are deleted. If you unfreeze and recalculate these statements, they may disappear if they no longer fit within the updated date range.
You explored Salesforce Spiff functionalities for commission management, including navigation of the Commission Page, interpretation of Rep Statements, and management of Payout Rules. Insights into recalculating and freezing statements ensure you can maintain accurate and stable commission data. With this knowledge, you’re equipped to efficiently handle Salesforce Spiff statements, ensuring transparency and accuracy in compensation processes.
Resources
- Salesforce Spiff: Recalculating Statements (login credentials required)
- Salesforce Spiff: Statement Period Management (login credentials required)
- Salesforce Spiff: System Activity Log (login credentials required)
- Salesforce Spiff: Statement Approvals (login credentials required)
- Salesforce Spiff: Effective Dates for Team and Plan Assignments (login credentials required)