Reconciling for Invoicing and Exporting
Index
Download the whole PDF document: Invoice_process.pdf
Preparing for invoice
Before archiving and invoicing in Respax all payments need to be checked and verified.
Each booking balances the Pax Total with all payments (otherwise the booking will not commit).
If one of the payments in the booking is incorrect then it is likely that any other payment in the booking is also incorrect so all payments must be verified before invoice.
Daily Cash Reconciliation
It is normal practice that cash taken in bookings is reconciled as part of the banking process.
Reports are run in Respax that are balanced against the cash till before banking (these are most usually customised on a client by client basis).
Std – Banking – Detailed
The total cash collected must equal the amount banked.
The money in these reports is reconciled by payment date, regardless of tour date.
All revenue in advance is reconciled this way.
Res export screen
The total money in the res export screen must equal the amount banked which will also equal the amount shown in the Std – Banking – Detailed report.
It is advisable to export the res screen daily once checked against the banking. This locks the res payments in the booking so that changes in res payment lines cannot be made by mistake once the cash has been reconciled. The booking is not locked and can continue to ‘travel’ but no changes can be made to the reconciled cash payments.
Daily clearing of ‘No Shows’ and potentially uncollected money
All POB payment lines left in bookings on the day of travel indicate either bookings that are No Shows or money that has not been collected.
Std – Banking – Detailed
The outstanding POB payments show on the standard banking report as uncollected money. The ‘no show’ process should include viewing this report to ensure all monies owed are collected on travelling passengers and that genuine no shows are dealt with appropriately (cancel or fix booking travel date).
POB export screen
The POB export screen shows POB payment lines still in bookings on travel date.
This screen should be clear of all payments before daily cash reconciliation and periodical invoicing.
Voucher and invoice balancing
Vouchers should be verified against each booking to confirm balance to pay and commission amounts,
and also that correct details are entered into the voucher field to be verified by agents for payment.
Agent export screen
The agent export screen shows all agent payment lines in each booking.
If the Voucher, Agent Code, Pax Name, Tour Date, Commission and Balance are all correct the QA tick can be placed on the left hand side, ready for archive.
If any correction need to be made to the booking it can be opened from this screen by double clicking on the line in the agent export screen.
The changes can then be committed.
NOTE: The agent export screen MUST be Refreshed to show the changes. These screens are NOT DYNAMIC.
Invoice Summary Report
This report reflects the invoice detail that will be exported to the accounts table in ResPax.
This report should be run BEFORE bookings are archived because no changes can be made once payment lines have been archived.
It is most useful to run the Invoice Summary report as a final check before archive when all the voucher and invoice checking has been completed in the Agent export screen. The report will show where the QA tick is missing on the right hand side, indicating that this particular payment line has not yet been checked for archive.
Invoices can only printed from within Respax from archived bookings and/or payment lines. Once archived these CANNOT be changed (Respax assumes this information is now in the client’s accounting system) so please check carefully!