Financial - BSP Reconciliation - Match Tickets

After importing a BSP file, you need to match the tickets in the BSP file.

I. Search for the Tickets

II. Match tickets

You can manage the ticket matching process using the following methods:

• Viewing the travel file

• Forcing tickets to match

• Redefining the document amend limits

• Rematching tickets

• Approving a refund

• Editing and approving a refund

• Cancelling refund approval

• Matching an Agency Debit Memo (ADM) or Agency Credit Memo (ACM)

• Hide/Unhide tickets

You can also:

• Unmatch tickets

III. Prepare a payment requisition

To search for tickets by status

1. Go to Financial – BSP Reconciliation - Match Tickets.

2. Use one or more of the following search parameters:

   Field	Description
   Value date/Until	Select the date range of the value date of the vouchers as defined in the BSP file.
   File Date/Until	Select the date range of the BSP statement file dates.
   From Ticket	Enter the first ticket number in the range.
   To Ticket	Enter the last ticket number in the range.
   Supplier	Select the airline from the drop-down list.
   Document	Select the document type from the drop-down list.
   Currency	Select the currency from the drop-down list.
   IATA No.	Select the IATA number of the branch(es).
   Branch	Select the branches the ticket belongs to. You can only select branches that share the IATA number you entered and that you have the permit to view. If you select All, BSP data belonging to all the branches that share the IATA number you selected is displayed.

3. Select one of the following ticket statuses:

   Option	Description
   Exclude Fully Matched	Default option. Display: All partially matched tickets All unmatched tickets Fully matched tickets are displayed as a total row for each currency.
   All	Display all tickets.
   Matched Only	Display only tickets in which all amounts and the currency match.
   Partially Matched	Display tickets that one or more of the amounts or the currency do not match.
   Unmatched	Display tickets that are in the BSP statement that cannot be found in the system.
   Hidden tickets	Display hidden unmatched or partially matched tickets

4. Click Find.

   The BSP data and the corresponding system data is displayed in the results section. The data is displayed side by side in the display color indicated below, in order to enable you to easily compare the amounts reported in the BSP statement to the amounts reported in your system data statement.

   Ticket Status	Display Color	Description
   Fully Matched	Green	A fully matched ticket or itemized refund requires that the following criteria match: All ticket numbers Total ticket amounts match the total number of all documents issued in the transaction Transaction amount Tax amount Commission amount All tickets in voucher exist in the BSP file
   Partially Matched	Pink	A partially matched ticket can be caused by: Discrepancies in the amounts (transaction amounts, taxes, or currency) Missing ticket(s)
   Unmatched	White	An unmatched ticket is a ticket that cannot be found in the system.

   If all other amounts match, but the commission amount on a ticket in the BSP is higher than the commission amount on the ticket in the system, the ticket is automatically amended with the higher BSP amount, and the ticket becomes fully matched. This happens even if the income type of the ticket in the system is No Commission.

   With 105 refunds, in the travel file, in the Refund Application dialog box, enter the BSP passenger reference number. The passenger reference number is a 13 digit number received from the BSP. The reference number starts with a three digit code for the airline, followed by 105, and then the rest of the code (for example, 1141051234567). Once the refund has been approved, when matching refunds, the system compares the number returned from the BSP with the number saved on the refund, and if these numbers (and ticket numbers and amounts) match, the row becomes fully matched and is highlighted in green.

   The following values are displayed in the results section:

   Shared Data
   Date	Date of the voucher
   AL #/AL code	In this column you can select to display the following information: Airline number Airline IATA code
   Ticket #	Number of the ticket
   BSP Data
   Amount	Amount of the ticket as reported by BSP
   Currency	Currency of the transaction as reported by BSP
   Tax	Amount of tax charged for the service as reported by BSP
   Commission	Amount of commission granted for the reservation as reported by BSP
   Net to Remit	Net amount of payment remittance as reported by BSP
   Type	Type of ticket as reported by BSP
   System Data
   Amount	Amount of the ticket as reported by the system
   Currency	Currency of the transaction as reported by the system
   Tax	Amount of tax charged for the service as reported by the system
   Commission	Amount of commission granted for the reservation as reported by the system
   Net to Remit	Net amount of payment remittance as reported by the system
   Ref/Branch	Reference number of the ticket in the system The branch the ticket belongs to

5. To locate a specific ticket number:

   1. Enter the ticket number in Locate Ticket # field.

   2. Click Locate.

      The ticket is surrounded with a red box.

To view the travel file

1. Search for the ticket.

2. Select the at the end of the ticket row.

3. Select View Travel File.  

The travel file of the selected ticket opens in the Reservations System in a new tab in the browser.

In the travel file you can amend the voucher, or cancel the voucher if necessary.  

To force tickets to match

1. Search for the ticket.

2. Select the at the end of the ticket row.

3. Select Force Match. The ticket row turns green to indicate that the tickets now match.

The original voucher is amended, the old parameter values are overwritten with the updated BSP data, and the row becomes green. This also occurs if there is a refund on the transaction. If there is markup it remains unchanged, and the selling price of the original transaction is updated to reflect the new supplier price.

To match tickets by redefining the document amend limits

The BSP document amend limits are defined in the Database Definitions.  These limits enable the amounts in the transactions and vouchers to be automatically amended within the defined limits. Anything beyond these limits, requires a forced match or a manual update in the travel file.

You can also amend these limits for selected tickets.

1. Search for the ticket.

2. Select the checkbox next to the ticket you want to match.

3. Click Match selected.

4. Enter one or more of the following values: 

   Field	Description
   Gross	Enter the gross value range of the tickets.
   Net	Enter the net value range of the tickets.
   Tax	Enter the tax value range of the tickets.

5. Click OK.

   The ticket row will turn green to indicate that the tickets now match.

The original voucher is amended, previously defined parameter values are overwritten, and the row becomes green.

If after redefining the document amend limits there are any tickets that are still partially matched (pink), a *.txt file is created by the system listing the tickets and the reason they could not be fully matched.

To rematch tickets

1. Define new BSP definition amend limits. See Setup - Database Definitions - BSP.

2. Select the at the end of the ticket row.

3. Select Re-Match. The ticket row turns green to indicate that the tickets now match.
   The ticket is matched according to the newly defined definitions.
   The original voucher is amended, previously defined parameter values are overwritten, and the row becomes green.

   If after the rematch the ticket is partially matched, a *.txt file is created by the system listing the ticket and the reason it could not be fully matched.

To unmatch tickets

1. Search for the ticket.

2. Select the at the end of the ticket row.

3. Select Unmatch. The ticket row turns white to indicate that the tickets no longer match.

To prepare a payment requisition

You can prepare a payment requisition for all of the tickets, or some of the tickets. You need to prepare a separate payment requisition for each currency. If you are preparing multiple payment requisitions, a remittance can be generated to cover all the payment requisitions in Financial - Supplier Reconciliation.

If the tickets and refunds are filtered according to a specific branch, the PRQ and any additional documents issued are going to be attached to that branch, and not the branch of the user issuing the document.

1. Select the tickets you wish to pay.

   If multiple tickets were issued for a single transaction, selecting one of the tickets automatically selects all the other tickets issued for that transaction, and if they are not all matched an error message is displayed. Unselecting one of the tickets, automatically unselects all the other tickets on that transaction.

   To select all the tickets, click Select All.

2. Click Payment Requisition.

3. Proceed to Financial - BSP Reconciliation - Prepare Payment.

To approve a refund

Refunds that meet all the fully matched criteria are approved automatically.

This is like a force match. When approving a refund, the original document changes to match the amounts according to the BSP data. You can only approve unconfirmed refunds.

1. Select the refunds, you want to approve.

2. Select the at the end of the ticket row.

3. Select Approve Refund.

The refund is approved, the old parameter values are overwritten, and the row becomes green.

To edit and approve a refund

You can only edit and approve unconfirmed refunds.

1. Select the refunds, you want to approve.

2. Select the at the end of the ticket row.

3. Select Approve Refund.

   The Approve Refund dialog box appears.

4. If necessary, in the Value Date field, edit the value date.

5. Edit the amounts as necessary.

6. Click Approve.

   The refund is approved and the row becomes green.

To cancel refund approval

You can cancel refund approval for refunds that have not yet been paid or imported into the general ledger.

1. Select the refunds that need their approval cancelled.

2. Select the at the end of the ticket row.

3. Select Cancel Approval.

The approval is cancelled, and the row becomes pink.

To match an Agency Debit Memo (ADM) or Agency Credit Memo (ACM)

ADMs and ACMs are reconciled by creating a vouchered general transaction in the travel files with the tickets for which the ADM/ACM was issued.

1. Select the at the end of the row for the ADM/ACM document, and select Add General Service.

The New General Service dialog box is displayed.

2. Enter the information on each ticket for which an ADM/ACM was issued.

   The total amounts need to match the information in the row above the table.

3. Click Create Service.

A general service is created for the ADM/ACM in the appropriate travel file(s), and a voucher is automatically issued to the BSP.

Hide/Unhide Tickets

You can hide partially matched (pink) or unmatched (white) tickets from being displayed in the search results.

1. Select the partially matched or unmatched ticket rows.

2. At the bottom of the table, click Hide.

   These rows are no longer displayed in the search results.

   You can search for hidden rows by selecting Hidden in the search parameters, and to unhide the hidden rows, click Unhide.

To exclude fully matched tickets

Exclude Fully Matched is used in offices that issue large amounts of tickets.

If you selected Exclude Fully Matched, fully matched tickets are displayed as a total row for each currency.

1. The total row contains the following information:

1. •  Instead of the first three columns on the left, there appears a Total for <currency>.

   • The Amount, Tax, Comm, and Net to Remit columns contain total amounts of all the relevant tickets.

   • The Type (the total row can include both vouchers and refunds) and Ref (the total row does not refer to a specific travel file) columns are empty

2. Selecting a total row of fully matched tickets is the same as selecting all the fully matched tickets included in the total row.

3.  Any payment requisition issued for a total is for the total amount, and all tickets included in that total row are covered.

4. In the drop-down menu at the end of a total row, clicking Display opens a dialog box listing all the tickets included in the total row in a table. The table in the dialog box contains the View  transaction and View travel file options for each row.

5. Manually matching partially matched and unmatched tickets does not automatically add them to the total row. You need to search for the tickets again.