In circumstances where a group is formed for a specific purpose, but individuals may choose their own departure dates, side tours, hotel, etc., the procedures described below will enable tracking of transactions relating to the group as a whole.
These procedures will assist with maintenance of group travel and provide reporting of purchases, sales, trip deposits, advanced deposits to creditors and sales figures for specific group.
Creditor Payments
Sometimes there may be a need to pay deposits to creditors before any monies are received from group members. This will require a twostep procedure.
- Open the Cashbook Travel account, and click on the Accounting tab.
- Open a new Miscellaneous Payment. Allocate the payment to the account number 60030 for Creditor Suspense:
- Open the relevant Creditor, click on the Accounting tab and open a new Adjustment and complete it as follows:
- From/To Select From
- Type Code
- Select Journal and in the To (Credit) Account Id field, select the Creditor Suspense account: 60030.
- Amount
- Complete the Total field with the fee inclusive of GST if relevant.
- GST
- Select No.
- Remark
- Enter a remark to explain this adjustment, and click on OK.
- Any money still owing to the creditor will show as a credit balance on the bottom left hand side of the Accounting tab. When future payments are made to the creditor the deposit amount can be included as part of the allocation prior to generating the payment.
- To ensure this process has been carried out correctly open the Cashbook Travel account and click on the Chart of Accounts tab and check that the Creditor Suspense account is blank (i.e. not showing any balance in the debit or credit columns).
MyCCT and Groups
Groups names can be recorded on the Trip file in the Group Name field or in the Marketing Code field and Sales reports created using the MyCCT reports.
My Files and Groups
Separate Trip files belonging to the one Group can now be added to a folder under MyCCT which allows easier access to the files without searching. This area is called My Files.
Please see the My Files section under Module 3 – MyCCT, CCTE Consultant User Guide, Answer 27133 in Ask Travelport.
Groups and Menu Bar Reports
Group names can be recorded on the Trip file in the Group Name field or in the Marketing Code field and Sales reports created using the MyCCT reports.
To be able to report on a group using the menu bar reports, the group name will need to be recorded as the Destination on the Trip file. To do so the user will need to complete the steps described below.
- To enable reporting on the groups, set up each group as City Code.
- From the Tools menu, select Tables, then City Codes.
- Click on the New button and create a unique code for each group which can be easily recognised and remembered.
- A new Trip file must be created for each individual member of the group to enable tracking of sales, issue of documents and refunds, and receipts specific to each passenger. The new group 'city code' should be entered in the Destination field.
Group Reporting
- To report on the group, select Reports from the menu bar, then Sales and then Commissions and Profitability
- Enter the City Code allocated to group (e.g. GOLF) in the Primary Destination field. Complete any other fields as required and click on the Retrieve button
- This report will display detail about the group including percentage profit for each trip and for the group as a whole and can be exported to Excel for further analysis
MyCCT Group Reporting
The user can report on the Group name entered in the Destination field from the MyCCT Reports by following the steps below.
Note: As an Agency Manager/Supervisor the user has the ability to schedule an automated refresh of data for MyCCTE Reports (Sales & Debtor). This section details the requirements to configure the frequency and time of the automated refresh of MyCCT Reports (Sales and Debtor) – see MyCCTE Automated Report Data Refresh (All)within this Guide and File\Data Operation\Refresh Sales Summary Data
- Data refresh needs to be run so that this updates all Sales to be included in the Report – this done from File\Data Operations\Refresh Sales Summary
- Update Sales Summary Data should they be set for the required period, including today’s date. Click on Create.
- Create Sales Summary screen will appear, Click Yes to run.
- When this refresh is complete, close the screen and continue to design Report as below steps.
- Tick the Include box next to Primary Destination.
- Under the Where heading double click the box and select =.
- Click on the icon and in the list, select the Group name.
- Click OK
All other fields can now be selected depending on what is required on the report. For more information please see Module 8: Reports, Accounts Management Guide.