Creditor Accounting

The Front Office Creditor transactions of Ticket and Cheque Requisitions take place in the Trip file. The Back Office functions such as Creditor adjustments and approvals for payment are processed through the Creditor file.

The following transactions are available through the Creditor file:

• Adjustments
  Process accounting adjustments between Creditors or Cashbook accounts
• Payment
  Issue payments against Ticket or Cheque Requisitions
• Approval
  Select Ticket or Cheque requisition items to be paid
• Commission Receipts
  Process commission payments received from Creditors
• Bulk Payment
  Pay multiple files and multiple Creditors in one transaction

To carry out any of these transactions:

1. Open the relevant Creditor file and highlight the Accounting tab.
2. Click on the New button on the toolbar or press Ctrl+N and select the required transaction from the New Creditor Account Transaction window.

3. Click on OK to open an input screen.

 

Paying Creditors

Creditors can either be paid using the following methods:

• Directly from the Trip file via Ticket or Cheque Requisition screens. See CCTE Consultant User Guide.
• Creditor sales return using the Approval and Payment This method must be repeated for each individual creditor. If the Creditor does not allow Bulk Payment, then payment must be made using the Approval and Payment method.
• Using an online payment system (TIAS TIPS, Money Direct) using the Bulk Payment method to record multiple creditors payments in a single transaction.
• Using the Agency Credit Card. Please consult your accountant before commencing this method.

Approval & Payment Method

The Approval procedure must be carried out before a Creditor Payment can be made. The Approval screen allows the individual transactions which are to be paid to be selected.

The Approval window will display transactions from all branches or agencies. Multiple branches can be paid from one creditor payment transaction providing the payment is coming from one bank account, See CCTE Accounts Management Multi Branch Guide, Answer 42425 in Ask Travelport.

Clicking on the Agency header sorts the transactions by Agency or Branch.

• Open the required Creditor and click the Accounting tab.
• Click the New icon on the toolbar or press Ctrl+N for a new transaction. Select Approval from the scroll on the New Creditor Account Transaction box and click OK.
  • The Approval window will display all transactions, allowing them to be paid in one transaction.

• Complete the following fields as required:
  • Current Approvals
    The default is No, meaning only unapproved items are displayed. If this field is changed to Yes, all previously approved but unpaid items are shown.
  • Date Due
    Sorts transactions by the date when the Ticket or Cheque Requisitions were issued. When a date is entered, only transactions with dates prior or equal to the date specified will be displayed.
  • Period
    Where applicable, use the drop down list to select a specific Billing or Monthly period for which transactions are to be displayed.
  • Billing Cycle
    The default billing cycle for this Creditor.
  • Sort by
    Choose to have the transactions displayed in date or ticket number order.
  • Transactions
    Displays a list of transactions based upon the sort criteria specified in the previous fields. The Trip Balance column allows unpaid files to be viewed.
• Click on the items to be approved for payment, or click a highlighted item to deselect. Choose the Select All button at the bottom of the screen to select all items. If all items have been selected, this button changes to Deselect All.
• When finished select OK.

Payment

Prior to carrying out a Creditor Payment, the individual transactions which are to be paid must have been selected by carrying out the approval procedure. Approved transactions plus adjustments display for payment.

Payment can come from multiple branches as one payment, PROVIDED the payment only comes from one bank account for all branches, See CCTE Accounts Management Multi Branch Guide.

And Payment for an individual branch can only come from one account.

The Creditor Payment window will display transactions from all branches or agencies.

• Open the required Creditor and click the Accounting tab.
• Click the New icon on the toolbar or press Ctrl+N. Select Payment from the scroll on the New Creditor Account Transaction box and click OK.

• Complete the following fields as required:
  • PaymentType
    Select Cheque or Direct Deposit.
  • Reference
    Add the cheque number to be issued for this payment. The system advises if the cheque number has been previously used. For a Direct Debit, the Billing Period or other free format data can be used.
  • Amount
    (System generated). This field is calculated automatically, based on the items selected in the Transaction area.
  • Description
    If necessary, a free format description or comment can be added. This can be added per Branch.
  • Transactions
    This box displays a list of transactions which have been selected for payment through the Approval Screen. If no items appear it means that the Approval Screen has not been completed.
• Click the items that are to be included in the payment. Click the Select All button to highlight all items. After using the Select All button, it changes to a Deselect All function enabling changes to be made easily.
• Output to can be set to PRINT, PDF, PDF EMAIL.

• Click OK when finished. A prompt will display, asking if the user wishes to Save the transaction. Click Yes to proceed.

• The next dialogue box gives the opportunity to print the transaction. Select Yes or No as required.

• All transactions selected in this payment have the accounting status code automatically changed to P for paid. The reference field will show the detail of the Direct Debit or Cheque payments in the Payment summary line

Process Negative Creditor Payment

The Creditor Payments screen will allow Negative amount payments for all Creditors. The validation “Only Creditor ‘BSP’ may have a Negative payment” has been removed.

Negative Credit Payments can now be processed as normal and the remittance advice will be printed with the Negative amount.

The payment transaction will show the payment amount credit and associated GL Items entries will be as below–

• Creditor cashbook credited with payment amount
• Travel cashbook debited with payment amount

Note:    The status of the transactions processed will be updated to P.

Output to can be set to PRINT, PDF, PDF EMAIL.

Zero Amount - Creditor Payments

The Creditor Payments screen will allow Zero amount payments to be processed.

 There are four scenarios where this might be required:

• Single branch where mixed amounts total zero.
• Single branch where single transaction totals zero.
• Multiple branches where all the branches are zero.
  • See CCTE Accounts Management Multi Branch Guide.
• More frequently it would be where there are multiple branches with a mix or negative and positive but where there is still an amount owing to the creditor.

The users will now be able to process the Zero payments as normal.  The remittance advice will be printed for a Zero value.

“Payment transaction” will show the Zero amount debited and associated “GL Items” entries will be as below:

• Creditor cashbook will be debited with Zero amount.
• Travel cashbook will be credited with Zero amount.

Reversing a Payment (Cancelling a Cheque)

Only Confirmed Payments may be reversed. Once a payment has been reconciled to a Statement it cannot be reversed.

1. Open the required Creditor and click the Accounting tab to display the Summary Accounting Transactions screen.
2. Double click on the Payment to be reversed and select the Reverse button. A dialogue box displays, asking for confirmation of the reversal.
3. Select Yes or No as required.

The procedure of reversing a payment changes the transaction status back to Approved. This transaction can again be selected in the payment screen.

Reverse Payment-Negative Amount

Reversal is the same as standard Reversals.

Associated GL Items entries will be as below –

• Creditor cashbook debited with payment amount.
• Travel cashbook credited with payment amount.

Note:   All other post payment reversal processes for positive amount like below will remain the same even for Negative payments.

• Changing status of reversed transactions back to “A”.
• Changing original payment transaction status as “R”.
• Update reference field with cross reference of payment transaction number.
• Updated created in field of reversed payment transaction.

Reverse Payment- Zero Amount

A user is able to reverse the Payment of any Creditor when the payment amount is Zero. Reversal of the transaction will remain the same as standard reversals.

The payment reversal process will remain the same as standard reversals, the only difference being that Credit/Debit amounts will be Zero.

Associated “GL Items” entries will be as below

• Creditor cashbook credited with Zero amount
• Travel cashbook debited with Zero amount

Note: - All other post payment reversal processes for positive amount like below will remain the same as standard reversals even for Zero payments.

Completing the reversal will:

• Change the status of reversed transactions back to “A”.
• Change the original payment transaction status as “R”.
• Update the reference field with cross reference of payment transaction number.
• Updated the created in field of reversed payment transaction.

Bulk Payment

Bulk Payment enables the user to record the payment to multiple Creditors in one transaction in CCTE. The status codes are automatically updated from this one transaction to all files related to this payment. This single transaction can include any number of Creditor files and relate to any number of Trip files.

The Approval for Bulk Pay screen displays a list of all unpaid transactions for all Creditors allowing Bulk Pay from all agencies or branches in the network – See CCTE Accounts Management Multi Branch Guide, Answer 42425 in Ask Travelport.

Payment can come from multiple branches as one payment, PROVIDED the payment only comes from one bank account for all branches. And payment for an individual branch can only come from one account.

The actual electronic payment must still be completed using a travel industry online payment system (TIAS TIPS, Money Direct).

To set up a Creditor to use this function, tick Allow Bulk Payment on the Creditor tab.

Some Creditors, such as Consolidators, may be paid with electronic payments. If the need to pay a Bulk Payment Creditor by Cheque or Direct Deposit occurs, the payer may do so by opening the individual cheque or ticket requisition and clicking the Payment button.

Alternatively, if several transactions need to be paid to the same Creditor by cheque or direct deposit, from the accounting tab click on new and then the Approve option instead of Bulk Payment. Approve the transactions and then open the Payment screen to process the payment in the same way as a cheque or DD Creditor.

A list of all Creditors allowing Bulk Payments can be viewed in the Bulk Payment Creditors folder in MyCCT.

Creditor files can be opened from this screen by clicking on the Creditor ID.

 

Creating a Bulk Payment

• Open any Bulk Payment Creditor file and click on the Accounting tab.
• Press Ctrl+N or select New from the Toolbar.
• Select Bulk Payment in the Transaction window and click OK.

• The Approval for Bulk Payment screen displays a list of all unpaid transactions for all Creditors accepting Bulk Payment.

• Choose which Creditors to pay by highlighting them in the top left box or by selecting individual transactions in the lower main approval screen. To select all transactions for all Creditors, click the Select All button.
• After the approval process is complete the user can choose one of the following:
  • Save, Close and Pay Later
    This option saves all highlighted transactions as approved. The next time the Bulk payment screen is opened; all previously approved transactions remain highlighted, awaiting payment.
  • Proceed to Pay
    This option opens the Payment screen showing each Creditors total payment separately.
• Select the Bulk Payment type from the drop down box (e.g. Money Direct).
• Enter the Reference number and add any relevant remarks for each individual creditor in the Description fields.

• Changes to the payment can still be made by:
  • Unticking a Creditor.
  • Removing the highlight from any individual transaction (the total amount to the Creditor is adjusted accordingly).
• Output to can be set to PRINT, PDF, PDF EMAIL.

• Click Generate when finished. A prompt will display, asking if the user wishes to Save the transaction.
• Click Yes to proceed.

Approval Options

1. View transactions previously approved by opening the Bulk Payment Screen. Previously approved transactions are highlighted. Click on Proceed to Pay to process the payment.
2. To unapprove a transaction, click on it to remove the highlight or click on the Creditor to remove the highlight from all transactions for that Creditor.

Viewing the Bulk Payment

• In the Creditor File

The Bulk Payment details, including a unique Transaction ID for each branch in each Creditor, is transposed into each Creditor included in this payment.

Clicking on the Transaction line in the Accounting screen displays transactions included in the Bulk Payment (for this Creditor file only). Each Cheque requisition attached to this payment has its status automatically changed to P for paid.

• In the Trip File

The transaction status is automatically changed to P for Paid status.

• In the Cashbook Accounting Screen

Bulk Payments are displayed in the Cashbook Accounting screen as separate payments with their own transaction numbers.

• In the Bank Statement Screen

The Bulk Payment is displayed as one total amount but separate transaction numbers for each Creditor.

• In the Detailed Bank Reconciliation Report

Bulk Payment items are displayed as separate Creditor payments with their own transaction numbers.

Reversing a Bulk Payment

1. Redisplay the payment in the Creditor and click on the Reverse button.
2. Click Yes in the dialogue box asking if the user wishes to proceed with this reversal.

The accounting summary screen below shows the reversed payment. Each Cheque requisition attached to this payment has its status automatically changed back to A for approved.

Bulk Payment- Negative Amount

The Bulk Payments screen will allow Negative amount payments for all Creditors.  The current validation “Only Creditor ‘BSP’ may have a Negative payment” has been removed.

Negative Credit Payments can now be processed as normal and the remittance advice will be printed with the Negative amount.

The payment transaction will show the payment amount credit and associated GL Items entries will be as below–

• Creditor cashbook credited with payment amount
• Travel cashbook debited with payment amount

Note:   The status of the transactions processed will be updated to P.

Bulk Payment - Zero Amount

A user is able to process a Zero amount payment from the Bulk Payment screen.

There are five scenarios where this might be required:

• Single branch were mixed amounts total zero.
• Single branch where single transaction totals zero.
• Multiple branches where all the branches are zero.  See CCTE Accounts Management Multi Branch Guide.
• Multiple branches where total of all the branches is equal to zero (mix of positive and negative transactions).

The user is able to process the Zero payments as normal. Remittance advice will be printed with a Zero amount.

“Payment transaction” will show a Zero amount debit and associated “GL Items” entries will be as below:

• Creditor cashbook debited with Zero amount
• Travel cashbook credited with Zero amount

Note:  The status of the transactions processed will be updated to P.

Cyclical Payments

Payment to Creditors can be recorded using a new method called Cyclical payment if this field has been selected as Yes on the Creditor tab.  It is an easy way to complete the Approval process for multiple transactions to a single Creditor from one screen.  Another main function of this screen is to approve and to create ADM’s / ACM’s where applicable.  The Payment of the items approved in the Cyclical window still needs to be completed in the normal manner as it does for any other approval.

This procedure is carried out within each Creditor by clicking on the $ button.  This button only becomes available on the file after the Cyclical field has been set to Yes.

Clicking on this button will open a blank Cyclical Payments screen.

The screen is void of transactions until a date range is entered.  The Transaction From/To fields are at the bottom of the screen. Overtype these fields with the dates required and click on the Retrieve button.

Displaying data

All outstanding transactions for this date range in the current creditor will be retrieved.

The dual columns (rows on top of one another) display the following:

Display Method

Each transaction is sorted by Branch, followed by Ticket Type, Sales Code, Service Type and then Supplier.  Columns can also be sorted by clicking the column headers; the first click sorts the list in ascending order the second click, in descending order.

How to complete the approval Process

• Click on Cyclical Creditor sign.
• Add dates.

• Click on Retrieve button.
• Select any Creditor amounts to be paid.

Each SYS Payable amount has a small box marked Approve beside it.

Tick this box to Approve the transaction for Payment.  When the box is ticked, the Amount Payable field will automatically populate with the same figure as Sys Payable figure.

Creditor Amounts Payable which do not match “Sys Payable” amount

When a transaction is to be approved but the amount posted is not equal to the amount payable, the original transaction may be altered.

To alter a payment amount, do not click the Approve box.  Instead, type the figure in the Amount Payable box and the Approve box will then automatically populate with a tick after the user  tabs out of the Amount Payable box.

Once all required items have been entered, click the Approve button at the bottom of the screen.

The screen title does not change after the Approval button has been clicked but the status of each transaction will change from Approve to Approved and Processed.

No further action is required in this window so the user can close this screen.

This Approval action will change the status of all processed transactions under the Accounting tab to A for Approved.

Amended Amounts

Any amounts which were altered as they did not match the SYS Payable amount will automatically post an ADM or ACM entry (for the difference) from the Creditor to the original Trip file transaction.  This is not an airline generated ADM or ACM, the code is used for its accounting functionality only in this circumstance.

On the Trip File ADM or ACM will appear in Accounting Tab, does not affect Trip Balance, this adjusts Commission automatically.

Note:   The Cyclical tool completes the Approval process only.  The consultant must still complete a Payment transaction in the normal manner.  When the Payment window is displayed all Approved transactions will be displayed including those approved using the Cyclical tool and any others previously approved in the normal manner.

ACM and ADM Transactions created by the Cyclical Payments processing will be available to include in the Payment.

Commission Receipts

The following procedures are used to receipt commission from Creditors.  There are two types of commission received from Creditors, processed by using either:

• Commission Receipt - Open Item
• Commission Receipt - Other

Commission Receipt - Open Item

This receipt is used where commission is received from a Creditor after payment has been made by credit card and the creditor acted as merchant, (i.e. when a CCF or QCC transaction was originally completed.)

When a branch is selected at the New Creditor Account Transaction window, the user must selecting which branch the transaction is to be completed in, not the transactions the user will be able to view.

The Commission Receipt Open Item screen will show transactions from all Agencies entered in the database with any Access rights, including, Home, Access, Read Only and No Role.

A Receipt should only include multiple branches if the branches selected share one bank account.

How to Receipt Commission - Open Item

• Open the required Creditor file and click the Accounting Click the New icon on the toolbar or press Ctrl+N.
• Select Commission Receipt - Open Item from the scroll and click OK.

• Complete the following fields:
  • Description
    Free format description as required.
  • Form of Payment
    Complete in the normal manner. The amount field must equal the total items selected in order to save the transaction.
  • Transactions
    The screen below displays a list of all outstanding commission amounts for a Creditor.
    • The transaction area can be sorted by different columns by clicking on the heading (e.g. click Ticket Nbr to sort the screen by Ticket Number). To view all transactions relating to a Creditor, click the Show All button.

• Click the items to be receipted or use the Select All button. After the Select All button has been used, the button changes to Deselect All.
• There is no Approval stage with the Commission Receipt Open Item. When the user clicks on the OK button the transaction is both approved and paid
• A prompt displays, asking if the user wishes to Save this transaction. Click Yes to proceed

No GST option is available on this Window as all GST calculations relating to this transaction would have been made when the original Ticket or Cheque Requisition was completed.

Only one Commission Receipt Open Item will be recorded under the Accounting tab even is multiple branches were selected in the Transaction area.

Receipting Monies from a Creditor

All transactions relating to the open Creditor file can be displayed in the Commission Receipt Open Item by ticking the Show All box in the bottom left hand corner. When a Commission Receipt Open Item is initially opened this box is not ticked so the user can only see credit card related items (CCF/QCC CRF transactions). When the Show All box is ticked all other transaction types will be displayed including ADMs and ACMs.

By ticking the Show All box it becomes possible to receipt both commission and a refund back from a Creditor in the same transaction.

The receipt to refund (RFT) can then be ticked to receipt the commission (CCF, QCC) all in one transaction.

Commission Receipt - Other

Used where commission is received from a Creditor after the client has paid direct (e.g. Car rental, Hotel accommodation), or an override payment.

The amount received is not applied to any Trip file. The system automatically creates two balancing transactions on the Creditor file. This ensures that the sales and commission are recorded on the Sales reports.

Receipting Commission or Overrides in the Creditor Account

Hotel commissions may be receipted in individual creditor files or in a HOTELCOMM Creditor created for receipting of sundry commissions. If the commission was flagged in the Trip file it can be cross-referenced from this window.

• Open the required Creditor file and click the Accounting tab.
• Click the New icon on the toolbar or press Ctrl+N.
• Select Commission Receipt - Other from the scroll and click OK.

• In the Commission Receipt -Other screen, select the type of commission being receipted:
  • For commission being received from Creditors after a client has paid the operator direct (e.g. car rental), select Commission.
  • For override payments from Creditors, select Override.

• For Commission, complete the following fields:
  • Sales Code
    Select Domestic, International or Sundry.
  • GST
    Select Yes or No.
  • Service Type
    Select Flight, Hotel, Tour, etc.
  • Amount
    System generated total of all forms of payment entered.
  • Supplier Id
    Select the supplier code.
  • GST Value
    System generated GST calculation.
  • Sales Value
    Input the gross value of the sale.
  • Amount (ex GST)
    System generated calculation of the amount field less GST, where applicable.
  • Departure Date
    Input the date the service commenced.
  • Form of Payment
    Complete the form of payment details in the normal manner.
• When complete select OK

Override

For Override complete the following fields:

• Sales Code
  Select Domestic, International, or Sundry.
• Service Type
  Select Flight, Hotel, etc.
• Amount
  System generated total of all forms of payment entered.
• Supplier Id
  Select the supplier code.
• GL Allocation Account
  Use F12 to select the GL account to be credited. The Add button may be used if the payment is to be spread over more than one GL account. The total allocation must equal the Amount field.
• Amount excl.
  Amount exclusive of GST.
• GST
  Check this box when GST is applicable. When checked, the system automatically calculates the applicable GST amount.
• GST Amt
  System generated GST calculation. This calculation only takes place after the GST box has been checked.
• Amount Incl.
  Amount inclusive of GST. On this screen, either complete the Amount excl. field or the Amount Incl. field. If the GST box is checked, then the system will automatically complete the remaining fields.
• Form of Payment
  Complete the form of payment details in the normal manner.

When complete select OK.

 

Receipting Hotel Commissions which have been Tracked

The MyCCT Hotel Commission Tracking functionality allows agents to monitor outstanding commissions due.

• There are two ways to flag commission as received:
  • In MyCCT, access Hotel Commission Tracking. Click into the Hotel booking(s) and change the status from Pending to Received. Enter the amount, date (defaults to today's date) and variation reason (if any). Click OK.  This process does not initiate a receipt transaction.
  • Monies received from Tracked Hotels can also be flagged as received by completing a Commission Receipt - Other Only one item can be receipted at a time if different suppliers have been input.

• Enter all fields as previously described.
• Click on the Hotel Commission Flag to display a list of all accommodation segments with the status Pending.

• • Enter the Actual amount of the commission received.
  • The system defaults to today's date, however this may be backdated if required.
  • Any variation to the expected amount can be recorded by selecting one of the Variation reasons.

• Complete the Commission Receipt - Other in the normal manner
• To view the details, click the Commission Flag icon on the saved Receipt

The Commission Tracking fields change from Pending to Received in the Trip file as soon as an amount is flagged as receipted in this screen:

Multiple items can be receipted at the same time when using the same supplier; however Sales Code, Service Type and Supplier Id fields should be completed before clicking on the flag and tagging the respective amounts.

Note:  Sales Value is total Sale of all the Hotel stays so if it is necessary to calculate this figure a Hotel Report (Reports/Trip/Hotel & Car Reports) may supply the information required, or it may be on the statement received from the Hotel.  Exchange rates may also need to be calculated to give an accurate value.   The Sales Value does not generate to any other financial transactions.

For details on how to enter a hotel segment with flagged commission, see CCTE Consultant User Guide, Answer 27133 in Ask Travelport.