Issuing a remittance to a travel agent/corporate client

This topic explains how to issue a remittance to a travel agent/corporate client.

A remittance is issued when you want to authorize payment to a travel agent/corporate client for credit invoices that are owed to that travel agent/corporate client (for example, because of a refund).

If you want the credit invoices to be covered by a separate account, you need to issue a debit note.

• How

1. Go to Financial - Travel Agent/Corporate Client Reconciliation.

   

2. Enter the search parameters.

Field	Description
Travel Agent/Corporate Client	Select the travel agent/corporate client. If the user does not have the permit Perform accounting actions for all branches, only the travel agents/corporate clients attached to the user's branch are displayed.
Branch	The branch associated with the travel agent/corporate client. You can only select the branches you have the user permit to view.
Invoice currency	Select the relevant invoice currency
Issue Date Until	Enter the date range in which a financial document is issued
Value Date Until	Enter the date range in which a financial document is valued
Travel file currency	Select the relevant travel file currency
Pending for reconciliation	Select this radio button to display financial documents that are not yet reconciled, such as invoices not covered by a receipt, or receipts that do not fully cover invoices.
Documents covered by	Select this radio button to search for a specific document (receipt, transfer receipt, remittance, statement and credit note) including the documents it covers, and from the drop-down list select the document type and enter the document number. For example: Search for a specific receipt and all the invoices covered by that receipt.
All documents	Select this radio button to search for all financial documents issued to a specific travel agent or corporate client.
Selected only	Select this option to only display documents that were previously selected and then saved (using the Save Selection button)

If you do not select a travel agent/corporate client, you are going to be required to enter an issue date or value date range. The date range is limited to six months.

3. Select Pending for reconciliation.

4. Click Find.

   If you did not search for a specific travel agent/corporate client, a preview list of all the relevant travel agents/corporate clients is displayed.

The preview list contains the following columns:

Column	Description
Travel Agent/Corporate Client Name	The name of the travel agent/corporate client
Balance	The travel agent/corporate client balance.
Reduction	The total amount of reductions owed to the travel agent/corporate client.
Left to Pay	The total amount that is left to pay by the travel agent/corporate client according to the search parameters you entered previously.
Curr	The currency in which the travel agent/corporate client account is handled. All amounts in the preview list are displayed in this currency. Documents issued in different currencies are converted using the rate of exchange on the document. If there is no rate of exchange on the document, the rate of exchange on the date the document is issued is used.

If you did search for a specific corporate client or travel agent, skip to the result of step 5.



5. Click on the row of the travel agent/corporate client whose documents you want to display.

   The financial documents are displayed in the results section with the data you requested.

   

The results section contains the following columns:

Column	Description
Issue	The issue date
Type	The document type: INV = invoice, RCT = Receipt, TXI = Tax Invoice, PRQ = payment requisition, RMT = Remittance, TRC = Transfer Receipt, STT = statement
Ref	The document reference number
Value	The value date
Travel File	The travel file number of the travel file the document was issued in.
For/R. Agent/Branch/ amount in <account currency>/Amount in <system currency>	In this column you can select by clicking on the icon with the three bars () to display: The documents' beneficiary The reserving travel agent/corporate client The branch where the document was issued The amount in the travel agent/corporate client account's currency The amount in the system currency
Tax	The tax amount
Net	The net amount on the document
Comm/Reduct	The commission/reduction granted to the travel agent/corporate client
Amount	The total amount on the document
Curr.	The currency on the document
Cover	The covering document

6. Select the negative invoice(s) you want to issue a remittance for.

   You can save your selection for future use.

7. Click Remittance.

   The Remittance Definitions page appears.

   

8. Enter the remittance definitions:

Field	Description
For	Enter free text to be displayed on the remittance. (for example, July refund).
Amount	The remittance amount cannot be edited. The remittance is initialized with the same currency as the as the invoice currency. If relevant change the currency by selecting a different  currency from the drop-down list. If relevant, if you are issuing payment in a different currency that when converted does not equal the amount on the documents you selected, change the currency rate.   This action is dependent on the relevant user permit.
Print <sys currency> value	Select this option to print the system currency value on the remittance.
Remark	Enter a remark to be displayed at the bottom of the remittance.

Note that the Beneficiary field is initialized with the name of the account to whom the remittance will be issued.

Click here for more information on changing the currency rate. For example, you have invoices that total 1500 USD, which equals 1115 EUR. You receive in payment 1110 EUR, which equals 1490 USD. You have the option of changing the conversion rate so that 1110 EURO equals 1500 USD. To change the currency conversion rate: Click Change rate. The Change rate dialog box appears. In the Currency column, select the currency of the payment received. In the Amount column, change the amount in the currency of the documents being covered.The conversion rate, in the Rate column is updated automatically. Click OK.

9. In the Payment Method field, select one of the following forms of payment:

   • Credit Card

   • Cash: In the Details field, enter free text associated with the payment.

   • Check:

   1. In the Payment Currency field, select the currency in which you want to pay the remittance. You can choose between the supplier currency, the travel file currency, or the system currency.

   2. Mandatory. In the Bank field, enter the name of the bank that appears on the check.

   3. Mandatory. In the Check number field, enter the check number that appears on the check.

   4. In the Value date field, select the value date of the remittance check.

   • Bank Transfer:

   The Bank, Branch, Account, IBAN and SWIFT code are initialized from the account. Review this information and change as necessary.

   1. In the Reference field, enter the reference number of the transfer.

   2. In the Value date field, select the date of the transfer.

   3. In the Receiving Bank field, select the bank account receiving the transfer from the drop-down list. The bank accounts displayed are those managed with the remittance currency.

If you select bank transfer, the remittance will be issued as a Payment Order. Payment order is an international banking term that refers to a directive to a bank or other financial institution from a bank account holder instructing the bank to make a payment or series of payments to a third party.

10. Click Generate Remittance.

    If you selected Credit Card as the payment method, you are redirected to a payment gateway. Enter the credit card details, and click Continue. A remittance that is issued through a payment gateway cannot be cancelled.

    The remittance is displayed.

    

    The negative invoices are now covered by the remittance, and a link to the remittance appears in the Cover column.

Related links

• Financial - Travel Agent/Corporate Client Reconciliation