Open topic with navigation

(continued from Accounts Summary)

Booking Invoice

Screen Shot 113: Invoice Header Screen

Agent

Accept the Agent defaulted from the Booking Header. If necessary, an invoice can be issued to a different agent by selecting the agent from the drop-down list.

Date

This is the Transaction Date and determines the Transaction Period. The default date here will depend on an accounting system setting. The default transaction date could be either today’s date, the booking travel date, the date of the last service in the booking or a date based on the current accounting period. The default date can be overridden if a different date is required on the invoice. The transaction date cannot be in a closed accounting period.

Reference

This invoice number is automatically generated by Tourplan. A system setting will normally dictate that the invoice number cannot be changed.

Currency

The invoice currency defaulted from the booking Header. This may be changed for the invoice if required. Only currencies that are attached to the agent are available. (Also see "By Service Sell Currency" below.)

Currency Subcode

This will default to the currency sub code from the booking header. (See discussion under Agent Currencies, Booking Currencies, Service Currencies & Invoice Currency.)

Payment Due Date

Defaulted from the standard payment terms set up for this Agent. This may be overridden.

Branch, Department & Account

Unless instructed otherwise, these should be left blank as these values are automatically set based on the booking reference branch & department values.

Consolidate Linked PCMs (Greyed Out)

If the Booking has Linked PCMs in it, this checkbox will become active. Checking this box will show the total of a linked PCM as one invoice line as opposed to a line for each service in the PCM.

By Service Sell Currency

In addition to being able to invoice in any currency that is attached to the agent, ticking this checkbox will invoice only those services whose sell currency matches the currency selected from the currency dropdown above. If (e.g.) there are services in the booking whose sell currency is USD and the booking currency is ZAR, then selecting USD from the currency dropdown and ticking this checkbox will only invoice those services with USD as the sell currency.

Screen Shot 114: Invoice Lines Screen

All available column headings are displayed in this screen.

The invoice lines are output in the same order as the services are in the booking.

Item Description

This is obtained from the Service Option ‘Invoice Text 1’ field. If this field is blank, the Supplier Name is used.

Qty (1) Qty (2)

The first ‘Qty’ displayed per service is the quantity of first charge units for the service. In the example above, the first service (Tourplan Vehicle Services ) is one Car, and the second service (Crowne Plaza) is two Rooms. The second “Qty” displayed is the second charge unit and in the case of the above example for the Tourplan Vehicle Services service is the number of days hire – 4 and for the Crowne Plaza, the number of nights – 1.

To change the details of a service double click the invoice line, and the following Invoice Line Detail screen will appear.

Screen Shot 115: Invoice Line Detail Screen

Any information in this screen (except the Debit Posting detail) can be edited.

Transaction Item

These two lines of text are the Service Option Invoice Text Lines 1 & 2. If these lines have not been completed, or are blank in the service, Invoice Text 1 defaults to the Supplier Name and Invoice Text 2 defaults to the Service Description.

Quantities

The first and second charge units as displayed in the Invoice Lines Screen (Screen Shot 114: Invoice Lines Screen.)

Unit Price

This figure is calculated during invoice creation. It is the result of (Extended Price/ (FCU*SCU)) – i.e., 529.00/2 = 264.50.

Extended Price

The Service Line Retail value

Less Commission

Any commission already attached to the booking will display in these two commission fields.

Nett

Extended Price less commission amount

Tax

The total tax component for the service.

Item Total

The total tax inclusive value of the invoice line.

Debit Posting

The General Ledger account to which the debit side of the transaction will be posted. This will be the default Debtors Control Account as set up in the General Ledger INI settings.

Credit Posting

The General Ledger account to which the credit side of the transaction will be posted. This will be the default Revenue Account as set up in the General Ledger INI settings.

Audit Button

Clicking this button will display an audit listing for the General Ledger postings for the invoice line.

When any line editing has been completed, click the OK button on the Invoice Line Detail dialogue.

To save the invoice, click the ‘Save’ button in Button Bar. This will open a dialogue box to print the invoice.

Screen Shot 116: Print Invoice Dialogue

Print Now

Check this box to print the invoice now.

Output Style

‘Formatted Text’ is the default setting.

Use Document Format

Select an invoice format to use for this invoice from the drop-down list. These invoice message formats must previously have been setup in the Tourplan Messaging module.

Set booking Status To

The booking Status to one of the codes in the drop-down list e.g. it could be changed to IN = Invoiced.

Clicking OK will open the Invoice in the message-editing window. By default, for audit and security reasons, the can not be edited.

The invoice can be output to Fax, Email and Print or sent to a file.

Screen Shot 117: Accounts Summary Screen After Invoicing

All available column headings display in this scroll screen.

The Accounts Summary screen displays all Debtors transactions for a booking i.e. Invoices, Credit Notes and Receipts. Additional booking invoices can be issued using the Invoice button; and non-booking related invoices (‘General’) can be issued. Invoices can be reprinted via the Print button.

Agent

The invoiced Agents agent code

Date

The transaction date from the transaction header

Reference

The transaction reference as generated by Tourplan e.g. the Invoice number.

Apply

Tourplan is an Open Item accounting system and therefore this is the transaction number against which this transaction has been applied. For an invoice, the Apply field will be the same as the Reference field. For Credit Notes and Receipts, the Apply field will contain the invoice number to which the receipt or credit note applies.

Tran

The type of transaction e.g. INV = Invoice; CRD = Credit Note, REC = Cash Receipt

Currency

The currency of this transaction

Tran Amount

The amount of the transaction in Booking Currency.

Bkg. Amount

The amount of the transaction in Invoice Currency. These two amounts could be different if the currency was changed at the invoice stage.

Booking Totals (xxx)

Note that these amounts are all in the booking currency (xxx) as specified in the Booking Header.

The first column shows the booking totals and the amount still to be invoiced to the Agent.

The second column totals the Invoice transactions less the total credits and receipts to provide the amount due to be paid by the Agent.

(continued in Automatic Receipting)

Open topic with navigation