Issue Documents

To mass issue invoices or vouchers, you need the appropriate user permits: Issue voucher, and Issue invoice

The Issue Documents tool allows you to mass issue invoices and vouchers/STK for groups of travel files. To mass issue invoices or vouchers/STK, you need to create a list of travel files using various filter options, such as Travel File Number, Start Date, End Date, Option Date or Balance.

To mass issue documents

1. In the Reservations System, in the menu bar, click Tools - Issue Documents



The Issue Documents page appears.



2. Filter the list of travel files:

   1. To filter according to travel files you opened, select My Travel Files, otherwise select All.

   2. If you want to filter according to travel files with an option date that is expiring in 24 hours, select Expiring in 24 hours.

   3. If you want to filter according to travel files containing transactions with the status OK, Sold out, or Cancelled confirmed, and the transaction is missing the Customer updated information.

   4. You can also filter according to the following criteria

      Field	Description
      Number	The range of travel file reference numbers
      Start Date From To	The range of travel file start dates
      End Date From To	The range of travel file end dates
      Option From To	The range of travel file option dates
      Balance From To	The travel file balance range
      Open Date From To	The date range of the travel file open date
      Name	The name of the first passenger in the travel file
      Status	The travel file status
      Travel Agent/Corporate Client/Direct Sale	The travel agent/corporate client the travel file is associated with, or Direct sale if the travel file is issued for a direct sale.
      Queues	The queues the travel file belongs to
      Advanced Definitions
      Type	The travel file type
      User	The user who opened the travel file
      Destination	The travel file destination
      User Type	The user type of the user who opened the travel file
      Branch	The branch where the travel file was opened
      Attribute	The travel file attribute
      Sub Status	The travel file sub-status

   5. To filter the travel files, click Filter.

3. To mass Issue Invoices for all the travel files that appear in the filter results:

1. Click Issue Invoices.

2. The following message is displayed.



3. To issue the invoice, click Yes, please continue this process.

The invoices are issued according to the default definitions defined in the Database Definitions.

Please note the following: If there is conflict in currencies, the invoice is issued in the travel file currency. If the Agent ref needs to be entered, this information is taken from the travel file (General information page), and if this information does not exist, the invoice is issued without the agent ref.

At the end of the process, a text file is displayed listing all the travel files for which invoices could not be issued.

4. To mass issue vouchers/STK, click Issue Vouchers/STK and repeat the previous step.

   The vouchers/STK are issued according to the definitions in the transaction (printing amounts, beneficiary, and value date), and the default remarks .

   Please note the following: If the voucher or STKs cannot be issued, the travel file remains in the Missing Vouchers queue. If you have the system set up so that invoices are issued when the voucher is issued, then invoices are also issued for the vouchers.

   At the end of the process, a text file is displayed listing all the travel files for which vouchers/STK could not be issued.

5. To mass issue invoices and vouchers/STK, click Issue Invoices & Vouchers/STK, and repeat step 3.

   When mass issuing documents, the documents are not displayed on the screen.

    

Please note the following:

• Issued invoices are saved in the cloud as PDF documents (as is the case for single invoices). Therefore, a certified copy will always be available.

• All multiple invoices issued together are sent automatically to the first passenger in the travel file or to the agent / corporate client of the travel file, unless the travel file is explicitly defined not to send invoices by e-mail (i.e. the option Automatically send invoice is unselected in the travel file General Info page).