Travel Files - Accounting Section

Section Header

Click on this icon to filter the documents displayed in the Accounting section. You can filter documents according to:

• Documents that credit the travel file balance

• Documents that debit the travel file balance

• The specific document type

The Total row is automatically updated after you filter the documents.

Incentive

Click on this button to view a dialog box listing the incentives owed to the user.

This button is only enabled for the user associated with the travel file and users with the permit Perform actions in User/Freelancer Incentive module.

Voucher/Ticket

Click this button to issue vouchers or tickets for all transactions missing these documents

Invoice

Invoice

Click this button to issue an invoice for all transactions and transaction fees missing an invoice in the travel file.

If you have transactions in multiple currencies an error message is displayed, and you will need to issue multiple invoices using the Invoice Definitions page.

Invoice Definitions

Select this option to access the Invoice Definitions page.

For Selected Passengers

Select this option to issue an invoice. When issuing the invoice, you have the option to issue it for a single passenger or a select number of passenger, depending on their percentage in the travel file.

Receipt

Issue receipt

Select this option to issue a general receipt in the travel file.

By default the receipt amount is the Left to pay amount.

In a travel file associated with a specific travel agent/corporate client, if you issue a receipt using this button, the receipt will be issued as if it were for a direct sale. Any travel agent/corporate client specific Credit Card Usage transaction fees and installment fee terms will not be applied.

Requires Activation by project manager. When issuing the receipt, you have the option of adding a beneficiary who is only saved on the receipt, or selecting from the existing customers saved in the system.

You can also create a new beneficiary and save them in the system as a paying customer for future use.

Payment by client

Select this option to open a dialog box from which you can send payment request e-mails to customers. An auto email is sent to the branch that is linked to the travel file after the passenger (B2C) has made a payment. This email is generated for both successful and failed payments. The address to which the email is sent is taken from Setup - My Company - Branches.

Promo code/gift card

Select this option to open a dialog box in which a gift card or promo code can be redeemed.

Issue Documents

Repay

Select this option to issue a repay (refund) document to the passengers. The repay is a payment requisition.

Gift Card

Select this option to issue a gift card, which will be e-mailed to a passenger.

The fields in the Gift Card page are initialized as follows:

• For: The name of the first passenger in the travel file

• Email (top): The e-mail address of the first passenger in the travel file

• Personal Message: The default personal message defined in the Gift card settings.

• From: The branch name of the branch attached to the travel file.

• Email (bottom): The sender e-mail defined in Website Definitions - Email Notification

Credit Travel File (C/D)

Select this option to issue a credit note in the travel file.

The credit note credits the travel file and debits another travel file in the system.

To issue a credit note, the following conditions need to be met:

• Both travel files need to share the same currency

• Both travel files need to share at least one customer or be associated with the same travel agent/corporate client account.

Debit Travel File (D/C)

Select this option to issue a debit note in the travel file.

The debit note debits the travel file and credits another travel file in the system.

To issue a debit note, the following conditions need to be met:

• Both travel files need to share the same currency

• Both travel files need to share at least one customer or be associated with the same travel agent/corporate client account.

General Reduction

Select this option to issue a credit note that offers a general reduction to the travel file.

The credit note credits the travel file, and debits another general account used for this purpose, such as General Discounts.

Profit

Click this button to open the Travel File Profit page. This page displays the profit in the travel file including a detailed breakdown of how that profit is calculated. The profit is based on the transactions and the documents that have been issued in the travel file.

Display cancelled documents

Select this option to display cancelled documents in the Accounting section table.

Display all documents

Select this option to display all uncancelled documents issued in the travel file in the Accounting section table.

Travel file currency/ System currency toggle

Click this button to choose between Travel File currency (this is the default display option) and System currency.

The selected currency affects the Debit and Credit columns.

The choice between the currencies is only displayed if the two currencies (travel file and system currency) are different.

Exclude from auto-payment

Only relevant when working with CreditGuard.

Select this option to prevent transfer receipts from being automatically issued for confirmed transactions.

This button is only displayed if the option Automatically issue transfer receipts for confirmed transactions is selected in Setup - Database Definitions - Documents - Receipt.

Section Table

Document type

The document type

Ref

The document reference number. For most types of documents, the reference number is also a link, which can be used to display the document.

Issue Date

The issue date of the document

Due Date

The value date of the document

Debit

The amount in which the travel file and/or left to pay amount are debited.

Credit

The amount in which the travel file and/or left to pay amount are credited.

Amount

The document amount in the currency in which it was issued.

Details

Relevant document information.

• Invoice: The receipt with which the invoice is reconciled.

• Receipt/Treceipt: The receipt beneficiary (For field).

• Tax Invoice: The reason the tax invoice was issued (voucher or transaction fee)

• Credit Note: If issued for a general reduction, the account that is debited

• Refund: The supplier that is credited.

Actions button ()

Select this option to cancel the invoice.

Select this option to cancel an invoice by issuing a credit invoice.

A credit invoice is an invoice issued with the same negative amount as the original invoice, allowing the two documents to cancel each other out.

This option is useful for when you can’t cancel an invoice after it has been issued (for legal or accounting reasons).

Invert Credit Invoice

This option is only available for invoices initially issued with a negative amount (credit invoice).

Invoices can be issued as credit invoices when the transaction is defined as Credit Supp (the travel agent/corporate client pays the supplier directly) and the travel agent/corporate client receives a commission/reduction.

When this option is selected, the invoice is inverted to a positive amount. Inverted invoices are linked to the original credit invoice, and are treated by the system as if they had originally been issued for a positive amount (the same as a cash invoice or a travel agent/corporate client credit invoice).

Payment

Select this option to issue a receipt for the invoice.

Promo Code/ Gift Card

Select this option to issue a gift card to cover the invoice.

Payment by agent

Select this option if a travel agent/corporate client is covering the invoice.

Payment by passenger

Select this option if a passenger associated with a travel agents/corporate clients is personally covering the invoice.

Payment by office's CC

Payment by passenger's CC

In the B2B channel, 2 options appear under the invoice menu:

• Payment by office’s CC - payment is carried out using the travel agency’s credit card.

• Payment by passenger's CC - payment is carried out using the passenger's credit card.

The display of these options is dependent on the Payment options settings under the Travel agent account  -  Advanced Information  -  Cash Basis Payment Options.

If the invoice includes a commission:

• Payment made by the office credit card will be for the net amount (commission automatically deducted).

• Payment made using the passenger credit card will be for the full gross amount and the commission (ACI) will remain in the Travel Agent Reconciliation module for further reconciliation.

Reconcile

Select this option to reconcile an invoice with an existing receipt in the travel file.

Repay to Agent

Select this option to pay the agent commission from the travel file. Choosing this option opens a dialog for issuing a payment requisition (PRQ), followed by a remittance (RMT) for the commission.

Select this option to display the payment requisition.

Select this option to confirm the payment requisition.

Select this option to cancel the payment requisition.

Display

Select this option to display the refund.

Edit Transaction

Select this option to edit the transaction in which the refund was issued.

Cancel Refund

Select this option to cancel the refund.

Approve Refund

Select this option to approve the refund.

Send RCT

Select this option to display the receipt.

The default print parameters are those that were selected when the receipt was issued.

Undo reconcile

If the receipt is reconciled with an invoice, select this option to undo the reconciliation.

Repay

Select this option to issue a refund to customers (RMT). This option is only enabled for users that have the permit Issue remittance advice.

View Beneficiary Details

Send TRC

Select this option to display the Treceipt.

The default print parameters are those that were selected when the receipt was issued.

Cancel RCT

Select this option to cancel the receipt.

If you cancel a receipt that was issued for a credit card payment, then any Credit Card Usage transaction fees and installment fees are also deleted and the tax invoices are cancelled.

This only applies if:

• A tax invoice was automatically issued

• An invoice for the fees was not issued

Repay

Select this option to issue a refund to the passenger.

This option is only available for receipts issued for payments made with a credit card using the Credit 2000 interface.

Display

Select this option to display the credit note.

Cancel C/D

Select this option to cancel the credit note.

You cannot cancel the credit note, if the contra debit note has been reconciled.

Display

Select this option to display the credit note.

Cancel D/C

Select this option to cancel the debit note.

You cannot cancel the debit note, if the contra credit note has been reconciled.

Select this option to display the tax invoice.

Select this option to edit the transaction in which the tax invoice was issued.

Select this option to cancel the tax invoice.

Select this option to display the payment requisition.

Select this option to edit the transaction in which the payment requisition was issued.

Select this option to cancel the payment requisition.

Select this option to display the voucher.

Select this option to edit the transaction in which the voucher was issued.

Select this option to cancel the voucher.

Display button ()

Click on this button to display the document.

This button is only available for cancelled documents.

Total

The total amounts that debit the travel file balance and credit the travel file balance. Only displayed documents are included in the calculation.

The total row does not include documents that do not affect the travel file balance (unapproved refunds, invoices that do not credit the travel file).