The Creditor file is used to store contact details and to carry out accounting functions relating to companies to whom the agency owes money. In most instances, Creditors would be travel wholesalers and BSP.
The creation and accounting in the Creditor file is often only carried out by the office manager or supervisor.
Creditor file can be opened from the Creditor icon on the CCTE standard toolbar or from the MyCCT menus using the search or preset filters.
A drop-down selection box at the top of the Creditor file window allows easy selection and switching between files once the window is open.
Click on the + sign next to the Creditor icon in the MyCCT menu and select from the filters which have categorized Creditors according to their payment periods. A list of files will be displayed in the Work area and any file can be opened by clicking on the Creditor Id hyperlink.
Creating a Creditor
To create a new Creditor file, click on the New button on the toolbar. The File Select window will open. Select Creditor and click OK.
A blank Creditor file will open with the mandatory fields highlighted in blue.
Creditor Tab
- Enter the full Creditor Name and a Creditor ID, ensuring the Creditor ID has not been used previously. All other fields are optional.
- The recommended procedure is to fill in all mandatory fields and click the Save button on the standard toolbar, and then complete all other fields as required. Upon clicking Save, a prompt confirms if more information is to be entered.
- Click Yes to continue and enter a mailing address. This address appears on any remittance advice generated for this creditor.
- While entering Address and Phone information, Ctrl+N can be used to create additional lines.
To access a list of options for the Phone Type field, press F12 or double click the field and select the appropriate code from the list. Indicate the primary address and phone number for contact by placing a tick in the Primary option against the appropriate line.
- While entering Address and Phone information, Ctrl+N can be used to create additional lines.
- Select the Billing Cycle from the drop-down list within the Details This field is used to indicate when the bill is normally received.
- Select the Payment Type. See eNett Instructions below.
- Enter the ABN and Extension numbers
eNett Payment System
Selecting the eNett Payment Type will reveal the eNett CN field, which is non mandatory and is solely used to store the eNett Client Number if using the eNett Payment system.
eNett ECN number must be saved in Tables\Bank Account details if using eNett payments.
Also, if selecting the eNett Payment Type, an extra box will appear on screen titled eNett Extract Use.
Within the eNett Payment Use box are three options which will determine the way that Creditor or Supplier Codes are extracted into the eNett Extraction Files.
Use the Open Creditor Code
In the previous example, the code SLV is the Creditor Code being updated and this is the code displayed as the Use the open 'Creditor Code' option. This will be the most commonly utilized method of extracting Creditor data so it is the default selection within this screen.
Use Supplier
This setup would be used when a single Creditor Code is used in CCTE to cater for payments for two different but allied travel companies e.g. GLOBUS COSMOS.
The eNett Payment extraction will select the Supplier Code that was saved into the Cheque Requisition or Ticket that is being uploaded to eNett for Payment.
Use this Creditor
Selecting the 'Use this Creditor' radio button, will display a list of other Creditors that have already been designated with a Payment Type of eNett. From the available list, an alternative Creditor will then need be selected. When Tickets or Cheque Requisitions are generated for payment through eNett, the extraction file will be updated with the nominated 'alternative' Creditor saved into the Creditor profile.
The MyCCT Creditors options have also been altered to reflect the changes in the Creditor Payment Type field:
Docs Tab
CCTE will save the document at the location when it is saved or emailed as WORD or PDF. It will also record the history of the documents which were saved, printed or emailed. The history will display in the DOCS tab page on CREDITOR profiles for its documents. The documents can be viewed by clicking on the hyperlink.
Accounting Tab
The Accounting tab is only available after the Creditor file has been initially saved. All transactions relating to this Creditor will be displayed in this screen.
The Debit and Credit columns have totals, and the Balance of the file is shown in the bottom left corner.
In the lower right corner of the window, two buttons are available for selecting the viewing period for the transaction display.
Comments Tab
The Comments tab can be used for storing any comments about the Creditor file. This field is free text and is for reference only, as the comments do not appear on any report or documentation produced for the Creditor.
Workflow Action Items
The Workflow Action Items tab lists all the action items associated with the current Creditor.
Important Notes
The Important Notes icon is used to display and edit important notes for the Creditor.
Deleting Creditor Files
Creditor files created by a user can only be deleted if no financial transactions have been attached to the file.
- Open the relevant Creditor file.
- Click on the Creditor Name or on the Creditor ID code.
- Select Delete from the file heading on the menu bar (Ctrl+D).
- A dialogue box will be displayed to confirm the deletion. Click on Yes to permanently delete the Creditor.
- If the Creditor file has associated financial transactions, a warning prompt will be displayed and the Creditor cannot be deleted.