Reconciling for Invoicing and Exporting
Index
Overview
This How To document is designed to show you how to reconcile and deal with all monies so that they can be invoiced to prospective clients/agents/organisations.
Reconciling
The process of reconciling all monies collected and dealing with any no shows or uncollected monies should always be done before checking invoices. Since every booking is a balance of POB/Res/Agent payments then if any one of these payments is incorrect the amount to be invoiced is likely to be incorrect also.
The logical order of processing is to check for any outstanding POB amounts and deal with these first, then reconcile the ‘cash’ collected against the banking, then finally check vouchers against invoices. Once done then exporting is ready to go.
All reconciliation can be done from the export screens in the ResPax Export Manager.
Accounts - Financial Archive - Financial Entity - Select .. this will select which financial entity will be archived.
From here each export screen can be selected in order for reconciling.
Reconciling POB Payments
Select the POB button, choose the tour date to be reconciled using the calendar controls and click on the Refresh button to load the screen with POB payments with a tour date of this day.
There is a total POB amount to be collected at the bottom of the screen. If the amount collected on the day is equal to this amount then POB collections reconcile and all the POB payment lines can be ‘checked’ as OK for export using the ‘Check All’ button at the top of the screen.
If the amount collected on board does not equal the total amount in the POB screen it may be necessary to check off each of the payment lines against the collected amounts to reconcile in detail to find the missing amounts.
Alternatively, the exact payment details for the POB amount can be recorded in the booking (double click to open the booking and appy the correct payment type and amount directly, then commit the booking). This will remove the payment line from the screen and move it to the appropriate screen according to the payment line change made. Using this method of reconciliation, the POB screen should be clear once all amounts have be fully checked.
Reconcililng RES Payments
Select the RES button, choose the collected date to be reconciled using the calendar controls and click on the Refresh button to load the screen with RES payments with a collected date of this day.
There is a total RES amount to be collected at the bottom of the screen. If the amount collected on the day is equal to this amount then RES collections reconcile and all the RES payment lines can be ‘checked’ as OK for export using the ‘Check All’ button at the top of the screen.
If the amount collected on by RES does not equal the total amount in the RES screen it may be necessary to check off each of the payment lines against the collected amounts to reconcile in detail to find the missing amounts.
Once the banking is fully reconciled against reservations total collected amount then all the payment lines should be ‘Checked’ ready for export.
Reconciling Agent Payments (Invoices)
Select the AGENT button, choose the tour date to be reconciled using the calendar controls and click on the Refresh button to load the screen with AGENT payments with a tour date of this day.
This screen contains a lot of voucher information so it could be useful to adjust the width of the screen to make the most of your particular monitor.
You can close the Folder Items window if you are not using it by clicking on the ‘x’ in the top right hand corner of the window...
.. and get the Folder Items back by clicking on the All Agents message down arrow and push the push-pin. Each line in the AGENT screen is an agent payment line in bookings with a header tour date of this date.
The columns can be ordered for convenience, for example if you put all vouchers from the same agent together in a pile then you can click on the AgentCode column to order the agent by code alphabetically, then you can check off each voucher against each line individually.
Column widths can be adjusted to suit your data, for convenience.
The balance column is the invoice amount that will be exported to the accounts table in ResPax when the export is done. If all the data on the line matches the voucher and is complete, the payment line can be ‘checked’ in the QA column ready for export.
For example, if all the vouchers for agent code ATHEAD in the screen below all cross-check correctly against the vouchers, then they can be ticked ready for export.
This process is continued until all the agent payment lines in the screen have been checked and QA ticked. Again, the reconciliation process should include ALL records in the screen and any bookings which were ‘no shows’ or ‘not to be invoiced’ for any reason should be changed to the correct status where appropriate (cancelled or tour date changes or …) or at the very least can be left un-ticked so that they are not included in the export.
Once a booking is fully archived it cannot be changed in any way as the information has already been transferred to the accounts table.
Final Export in the Summary Screen
The final stage of invoicing is to export the bookings in the Summary screen which will fully archive the booking (lock them against any further changes – only Diary Notes can be added to a booking after it has been archived.).
There is a feature in the Summary export screen called QA Ready which acknowledges the QA status of all the payment lines in the booking displayed in the Summary screen.
For example, if a booking has 2 payment lines, 1 RES and 1 AGENT, if only 1 of these payment lines has been QA ticked in its appropriate export screen then that booking will not show in the Summary screen when the QA Ready box is checked.
The best use of this feature is as follows ..
Select the SUMMARY button, choose the tour date to be reconciled using the calendar controls, untick Components and tick QA Ready, then click on the Refresh button to load the screen with all the bookings with a tour date of this day.
The screen is now showing all the bookings where every payment line in the booking has already been QAd in another export screen.
Click on the Check All button which will check all the fully QAd bookings.
