Exporting to Accounts
Index
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.
POB 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 to 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 the bookings are 'No Shows' or that money has not been collected yet.
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, Passenger 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 corrections need to be made to the bookings they can be opened from this screen by double clicking on the line in this screen. The changes can then be committed.
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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!
Summary Archive Ready for Invoicing
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 is one more booking at the bottom of the list that was not previously showing in the screen. That means that this booking has NOT been VERIFIED as yet and needs to be checked before ticking for archive.
Once the last booking has been checked and verified it can be QA ticked on the left hand side and then the period is ready for archive. 
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.