Summary archive ready for invoicing
Refer: Respax Typical Invoice Process V1_0.doc
The normal process for archiving day tours or short extended tours is to archive and invoice once travel has been completed.
Once a booking has been archived in the Summary screen it cannot be changed at all except to add Diary notes to the booking.
If the booking is still travelling and may potentially need changes (component dates, pickup locations, addition travel added) then invoicing from the Summary screen is not advised.
At installation Trinity Software Australia assists the client to streamline the invoice process to suit their operations.
Please refer to those processes for your individual needs.
Once all the POB/Res/Agent export screens have been dealt with and all payments either cleared (POB) or ticked (Agent) or ticked and archived (Res) then the Summary screen can be used to complete the reconciliation and checking process before final booking archive and invoice printing.
Final check of POB/Res/Agent export screens should be done for the invoice period before moving to the Summary export screen.
POB screen – CLEAR
RES screen – MONEY ACCOUNTED FOR AND QA TICKED
(and archived if that is the customised client process)
.. archived will show payment lines in grey ..
AGENT screen – DETAILS COMPLETE AND QA TICKED
Summary screen
The Summary screen shows one line per booking with all the payment types summarised against the booking header detail.
This screen has a view feature that filters by payment line QA status which allows the QA status of each of the payment lines to be interrogated in this screen.
The QA Ready ‘tick’ is on by default when the screen if first loaded.
This ensures that initially the only bookings showing in the Summary screen are those that have been fully QA checked and ticked in the Res/Agent screens.
The following process ensures that all bookings travelling in the chosen invoice period will be verified completely before archive and none will be missed for invoice.
Select the Summary export screen
This will load the default QA Ready filter so that only bookings with fully checked and ticked payment lines will show in the screen initially.
Click on the Check All icon
This will put a QA tick next to all the bookings that have fully checked and ticked payment lines in all the other export screens.
Untick the QA Ready view option and Refresh the screen
This will show ALL the bookings travelling on the selected invoice range regardless of QA status. In this example it can be seen that there more bookings are showing in the screen.
That means that these bookings have NOT been VERIFIED as yet and need to be checked before ticking for archive.
Once these bookings have been checked and verified they can be QA ticked on the left hand side and then the period is ready for archive. [{BR]]
Select the Export button Confirm that the Tour Date range set in the screen is the period required for export.
By default this range will be the same as the range showing in the Summary archive screen. It may be convenient to verify and tick for QA one day at a time over the invoice period and then archive the whole period at once at the end. It is not necessary to view the whole range before archive but the date in the Export Packages/Components/Payments screen needs to be set to the range of the invoice period required.
For example
The export process will then archive any bookings with a QA tick in the range selected.
Click the Export Now button The export process will archive all bookings and payments and write a log with the text messages displayed.
Click OK, then close the Export Progress screen and Cancel out of the Export Packages/Components/Payments screen. The archive process is now complete ready for invoices to be printed.
Refresh the Summary export screen to see the now grey booking lines indicating fully archived bookings.
All ResPax clients have customised invoice reports.
The two standard reports in ResPax for invoices are Tax Invoice and Tax Statement.
Std - Tax Invoice report
This report shows one booking per page with financial entity data pulled from the financial entity organisation details in the organisation maintenance table.
Std – Tax Statement report
This report is exactly the same as the Std – Tax Invoice report but it collects all bookings for the period for one agent in a single invoice and totals the net owed at the bottom of each agent.
Exporting to text file for import into accounting packages
Text files can be created by the export process in ResPax and these files can then be imported into the client’s account package.
Format and creation of these text files is highly customised for each client and will therefore not be documented here.
Please contact Trinity Software Australia, the creators of ResPax for detailed information on export files..