Reconciling documents between two travel agent/corporate client accounts

This topic explains how to reconcile documents between two travel agent/corporate client accounts.

If you have two travel agents/corporate clients that have invoices that need to be reconciled together, you can issue a credit note to reconcile the documents on both sides.

For example, travel agent/corporate client A and travel agent/corporate client B both have invoices that need to be paid for. Travel agent/corporate client A is also paying for travel agent/corporate client B's invoices. To do this the debit in travel agent/corporate client B's account needs to be moved to travel agent/corporate client A's account. This is accomplished with a credit note that credits travel agent/corporate client B and debits travel agent/corporate client A.

A credit note credits one account and debits another.

• On the side issuing the credit note (the account that is credited): The credit note can be used to cover invoices and statements in the travel agent/corporate client account.

• On the side receiving the credit note (the account that is debited): A receipt is issued for the credit note and the invoices and statements that need to be covered in the second account.

ACI documents issued during the reconciliation are issued in the invoice currency by default. If an ACI is issued for multiple invoices in different currencies, the ACI is issued in the Travel Agent's currency.

• 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
All documents	Select this radio button to search for all financial documents issued to a specific travel agent/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 travel agent/corporate client, 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 hamburger menu () 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 invoices and statements you want to issue a credit note for.

   	You can save your selection for future use.
   	The invoices and statements must be in the same currency as the account that will be receiving the credit note.

7. At the bottom of the results, click Credit note.

   The Credit Note Definitions page appears.

   

8. Enter the credit note definitions.

Field	Description
For	Enter free text to be displayed on the credit note
Value date	Select the value date of the credit note from the drop-down list.
Remark	Enter a remark to be displayed at the bottom of the credit note.

Note that the Beneficiary field is initialized with the name of the account to whom the credit note will be issued, and the Amount field is initialized with the amount and currency of the invoices. These fields cannot be edited.

9. In the Debit Account field, select the travel agent/corporate client account that is going to be debited by the credit note.

10. Click Generate Credit Note.

The credit note is displayed.



11. Click Back to reconciliation.

The invoices and statements are now covered by the credit note, and for each document a link to the credit note appears in the Cover column.



12. Repeat steps 2-5 for the travel agent/corporate client whose account was debited by the credit note.

    

13. Select the credit note, and the invoices or statements you want to reconcile.

14. At the bottom of the results, click Receipt.

    All the documents need to be in the same currency.

    The Receipt Definitions page appears.

    

15. Enter the receipt definitions:

Field	Description
Beneficiary	The beneficiary information is taken from the travel agent/corporate client account. Click Edit to edit the existing beneficiary, or New to create a new beneficiary.
For	Enter free text to be displayed on the receipt (for example, July payment).
Amount	The amount is initialized with the total amounts of the documents you selected. The currency is the same as the documents selected. If relevant, change the payment amount received and/or select a different currency from the drop-down list. The amount has to be greater than zero. If relevant, if you received an amount 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. If you enter an amount that is different from the invoice amount, the Additional Documents to Generate section is displayed. If you edit the amount, the Additional Documents to Generate section is displayed. If there are differences in amounts between the receipt and covered documents that fall within the force match limit, the documents will become fully covered. The Force Match Limit is used for defining the percentage according to which documents in different currencies become fully covered, even though there are differences between the amount of the covering document and the amount of the covered documents. Differences in amounts can occur as a result of exchange rate differences or when the travel agent/corporate client sends partial payment.
Remark	Enter a remark to be displayed at the bottom of the receipt..

Click here for a detailed example on changing the currency rate. 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.

Click here for a detailed example on the Force Match Limit. The Travel agent/corporate client reconciliation force match limit is 1%. In the travel agent/corporate client account there is an invoice for 1,000 GBP. The 1,000 GBP equals 1,123.97 EUR (which you can view in the Change Rate dialog box). You received payment from the travel agent/corporate client for 1,125 EUR. As a result, in the receipt definitions page you change the receipt amount to 1,125 EUR. When issuing the receipt, the receipt will fully cover the invoice.

16. 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: You can pay in installments using checks, and a receipt can be issued for multiple checks. Each row in the table represents a single check.

    Each check is displayed as a separate row in the receipt, and in the cashier module.

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

    2. In the Branch field, enter the branch number that appears on the check.

    3. In the Account field, enter the account number that appears on the check.

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

    5. In the Amount field, enter the amount of the check.

    6. In the Value date field, select the date that appears on the check.

       • To add a new check, click Click here to add a new item.

       • A new row appears where you can enter the check details.

       • To copy a check, in the row of the check you want to copy, click the Copy icon

       • A new row appears with the same details as the previous check, the check number  and month are advanced by one.

       • To delete a check, click the Delete icon .

    • Bank Transfer:

    The Bank, Branch, Account, IBAN and SWIFT code fields 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 receipt currency.

17. Optional. If there are differences between the receipt amount and the invoice amount, and you don't want to save the receipt for future reconciliation, you can generate an additional credit or debit note (depending on the receipt amount) to balance the invoice.

    

    1. In the Additional Documents to Generate section, select CD or DC (the option displayed is determined according to the receipt amount).

    2. In the Account field, select the account to be credited or debited.

18. Click Generate Receipt.

    If you selected Credit Card as the payment method, you are redirected to a payment gateway. Enter the credit card details, and click Continue. Please note that a transfer receipt that is issued through a payment gateway cannot be cancelled. If there is a relevant Credit Card Usage transaction fee rule, the amount of the fee is added to the amount on which the receipt is going to be issued. The value date, for transfer receipts issued for credit card payments is end of the month (EOM) + 2. For example, if the issue date is July 20, the value date is August 2.

    The receipt is displayed.

    

    The credit note, and the invoices or statements are now covered by the receipt, and for each document a link to the receipt appears in the Cover column. If the invoices or statements amounts are lower than the receipt amount, the remaining balance of the receipt appears in the Left to Pay column.

    If the receipt overcovers the documents, it can still be used to cover additional documents. You can also click Add Note to add an internal note in which you can enter the reason for the difference and the remaining balance.

Related links

• Financial - Travel Agent/Corporate Client Reconciliation

• Reconciling invoices or statements in a travel agent/corporate client account in a single currency

• Reconciling invoices or statements in a travel agent/corporate client account in multiple currencies

• Reconciling invoices or statements in a travel agent/corporate client account using an existing receipt