Searching for financial documents in a supplier account

This topic explains how to search for financial documents in a supplier account.

You can search for vouchers and refunds pending for reconciliation, financial documents pending for final payment, specific payment requisitions, receipts or remittances, or all documents.

If you saved selected documents in a previous session, you can search for Selected Only documents.

• How

1. Go to Financial - Supplier Reconciliation.

   

2. Enter the search parameters.

Field	Description
Supplier	Select the supplier account.
Currency	Select the currency in which the documents were issued
Branch	Select the branch where the document was issued. You can only select the branches you have the user permit to view.
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
Vouchers and refunds for reconciliation	Default. Select this radio button to display vouchers and refunds that are not yet reconciled
Pending for final payment	Select this radio button to display payment requisitions and debit notes that are not covered by a remittance and credit notes and tax invoices that need to be covered by a receipt.
Documents Covered By	Select this radio button to search for a specific payment requisition, receipt, transfer receipt or remittance, and select the document type and enter the document number.
All documents	Select this radio button to search for all financial documents.
Selected only	Select this option to search for financial documents that were previously selected and then saved (using the Save Selection button)
Include tickets	Select this option if the supplier has tickets, and you want to include them in the data displayed in your search results. By default this option is not selected, which means that the system does not search for tickets, effectively shortening the duration of the search.

3. Click Find.

   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 - the date on which the document was issued
Type	The document type: VCH for vouchers, PRQ for payment requisitions, RMT for remittances, REF for refunds, TXI for tax invoices, RCT for receipts, C/D for credit notes and D/C for debit notes.
Ref	The document reference number
Value	The value date -  the date the document needs to be paid
Travel File/Branch/Reservation/Supp Invoice/Income Type/Ticket Number/VAT percent.	Click on the hamburger menu () to display: Travel File: The travel file number Branch: The branch where the document was issued Reservation: The reservation number Supplier Invoice: The supplier invoice number Income Type: The income type for the transaction (for example, markup including VAT) Ticket Number: The ticket number VAT percent: If you are using the Agents method - The VAT percentage on the commission. If you are using the Sales and Purchases method - the VAT on the service type. VAT is only displayed when the income type is Commission Plus VAT or Commission including VAT.
Service Name/Passenger Name/Leading Carrier	Click on the hamburger menu () to display: Service Name: The service name as it appears on the transaction for which a voucher had been issued. Passenger Name: The name of the first passenger on the transaction's passenger's list. Leading Carrier: The service provider
Start/End	Click on the hamburger menu () to display: Start: The start date of the transaction End: The end date of the transaction
Commission/Net to Pay/Published/Tax/ Net/Net +Tax/Net remit -VAT	Click on the hamburger menu () to display: Commission: The commission amount earned from the supplier Net to Pay: The net amount that needs to be paid to the supplier including airport/port taxes (taken from the Net to Remit field in the transaction. Published: The supplier price Tax: The airport/port tax amount Net: The net amount minus tax and minus commission Net + Tax: The net amount plus tax and minus commission Net remit - VAT: The gross amount plus tax minus commission minus VAT on commission
Commission/Published/Tax/ Net/Net +Tax/Net remit -VAT	The menu is the same as the previous column allowing you to view two different options at the same time
Amount	The total amount on the document, including airport/port taxes and commissions (taken from the Total to Supplier field in the transaction)
Curr.	The currency on the document
Cover	The covering document. For example,  a payment requisition (PRQ) covers a voucher (VCH), and is covered by a remittance (RMT).

• In the Amount column, amounts that credit the supplier are in green (including negative amounts), debit amounts are in red, and vouchers covered by a payment requisition are black.

• At the bottom of the page, a line is displayed listing the number of selected documents, an active link to allow you to select all documents, and an active link that allows you to unselect all. For example,

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• Select All is allowed only when all selected documents are of the same currency.

• If you are interested in locating a specific voucher or ticket from the displayed documents, type the voucher reference number in the field, and click Locate.  If the voucher is found, it is highlighted. If the voucher is not found, a message is displayed informing the user that the desired entry was not found.

Related links

• Financial - Supplier Reconciliation