- Open the BSP Creditor. Click on Reports/Creditors/BSP Reconciliation.
- The BSP Reconciliation Report screen will appear with the Select File window open. Navigate to the Look In folder required (e.g. BSP) - this will be the folder the user saved the electronic file into. The billing file to be imported into CCTE will be available to select.
- Click on the DAT file so that it becomes the File Name, and then click Open. The Billing will then open into the CCTE - BSP Reconciliation window. The BSP File tab displays the Electronic (DAT) file in text format.
- The screen will open at the Translated BSP Figures tab. This converts the content of the DAT file into a CCTE-readable format.
This tab can be referred to by the user when reconciling tickets to CrossCheck Travel Enterprise. Fares, Commission and Amount Payable figures per ticket are displayed. A detailed Tax breakdown can be achieved by clicking on the total taxes amount in the Taxes Cash or Taxes Credit column. Please note that the GST for both Fare and Taxes is included in this total as the 'UO' tax.
The total of the Balance Payable column should be noted in this screen as it is the total payable to BSP. In our example this figure is $4011.28.
- Click on the BSP Reconciliation tab at the bottom of the window.
An automatic match between the BSP Billing received and the transactions entered into CCTE will be produced.
The system will display a prompt indicating how many tickets have been found in CrossCheck Travel Enterprise (compared with the HOT file) for that billing period and will be displayed on screen.
The number of tickets found should be noted, as not all tickets may have been entered into CrossCheck Travel Enterprise. Click OK to close this screen.
The BSP Reconciliation tab will now display BSP Ticket information.
Reading the BSP Reconciliation Screen
The content of the BSP Reconciliation tab is colour coded, and contains information as follows:
- Blue - Tickets in the electronic BSP billing file.
- Green -Tickets that have been entered into CrossCheck Travel Enterprise.
- Brown - Highlights any differences between the CCTE and BSP tickets.
To appear in the BSP Reconciliation screen, the CCTE (green) tickets must meet the following criteria:
- Be a Confirmed (C) or Approved (A) transaction - i.e. Ticket cannot have Unconfirmed (U), Paid (P), Commission Received (O), Reversed (R) or Cancelled (X) Status.
- Be linked to the BSP Creditor in the Ticket Requisition screen.
- Have the correct Ticket issue Date (ie. falls within the BSP Billing period being reconciled).
If all three criteria are not met, the CCTE ticket will not display in the Electronic Approval screen.
The electronic BSP and CCTE Ticket information is displayed in the standard BSP Return format:
- Supplier Numeric Code/Ticket Number - Ticket Number
- Conj - Conjunction ticket number in CCTE (if applicable)
- Exch - Exchange ticket number in CCTE (if applicable)
- Transaction Values (Cash or Credit) - Fare Excluding GST
- Taxes (Cash or Credit) - Taxes Excluding GST
- Commission Rate - Commission Percentage
- Commission Amount - Commission on Ticket Excluding GST
- Commission Tax - GST On Commission
- Balance Payable - Balance (Net) Payable to BSP
- The Trip/Tranx column then provides further detail of the CCTE ticket including Trip Code, Transaction ID, Transaction Date and Ticket Issue Date
Using the Screen to Reconcile BSP
The BSP Reconciliation tab gives the user the opportunity to compare and Approve CCTE tickets with the BSP Return in the one screen.
Generally, when comparing to the electronic BSP return, each CCTE ticket will fall into one of the following categories:
- Match the Return Balance Payable
- Require reversal and re-entry
- Require reversal due to incorrect entry (i.e. appear in CCTE but not on BSP)
- Not display for reconciliation (i.e. appear in BSP file but not in CCTE)
- Require Adjustment
This document will now look at how BSP tickets can be approved, and how discrepancies may be discovered and rectified.
When applying the fixes discussed in this document, the user can either exit the reconciliation screen and apply them immediately (before returning to the screen) or; make note of all issues and rectify all of them at once before returning to the screen.
Tickets Matching the Return Balance Payable
When a ticket in CCTE is found to meet the matching criteria it will display above the BSP ticket.
Beside each ticket displayed, there is a box the user can tick to indicate whether each transaction should be approved.
Those transactions with a tick in the box will be approved for payment when the Approve button at the bottom of the screen is pressed (This usually occurs once all possible tickets have been reconciled).
A tick will automatically appear in the Approve box beside each ticket if the CCTE and Electronic file Balance Payable match.
No action is usually required for these tickets as they are considered to be correct and will be approved when the 'Approve' button is pressed at the bottom of the screen.
Tickets Requiring Reversal and Re-Entry
It is assumed that when the balance payable of a CCTE ticket displays a difference higher than fifty cents to the BSP return that the discrepancy will be rectified with a transaction reversal and re-entry rather than an adjustment.
When a discrepancy like this occurs, the screen will display the difference between the balance payable figures in brown. The Approve box will not be ticked.
The Ticket Number, Transaction ID, Issue Date and Balance Payable of the incorrect ticket(s) should be noted, as should the discrepancy (and what is required to fix it).
To fix the discrepancy in the example above we would take note of the following information:
- Ticket Number – 081 9900998278
- Transaction ID - T000000498 (though it is only necessary to note T498)
- Issue Date – 17 May 2010
- Balance Payable (BSP) - $2533.20
- To fix – Fare amount should be $2039.00 not $2044.00
To find the tickets, use the Transaction Search function. This can be accessed by clicking the Transaction Search button on the toolbar, by going to Options - Transaction Search (on the menu bar) or by using SHIFT+F11 keys on the keyboard.
Once this screen appears, type the Transaction ID into the search box and click OK.
The system search should retrieve the ticket (and the trip file the ticket has been entered onto).
This ticket will now need to be reversed and re-entered with the correct data.
The new ticket entered in its place must have the same Issue Date of the ticket to be reversed. The Transaction Date can remain as at the current date. In this example, the Issue Date was 17/05/2010.
The re-entered ticket in the example would look as follows:
Before confirming the ticket, the Nett incl. GST figure should be checked to ensure that this new ticket will have a matching balance payable to the electronic BSP file.
Tickets Requiring Reversal Due to Incorrect Entry
Unpaired CCTE tickets show in the normal Creditor Approval screen. This means that whilst the CCTE ticket has all the necessary criteria to appear in the current billing (i.e. Creditor, Issue Date and Status C or A) the ticket is not on the current billing file according to BSP.
Another way to check is to periodically run the Reports/Creditor/Cheques/Cheques to Pay report to look for tickets entered into CCTE but that have not appeared on a BSP file. These tickets should be investigated and reversed if necessary.
Tickets Not Displaying (Missing Tickets)
There may be tickets missing from CCTE (i.e. tickets on the file cannot be found in CCTE).
To find out which tickets are missing, the user may, run an Exception Report or scan the BSP Reconciliation screen for missing sequential ticket numbers.
It should be noted that Conjunction Tickets will be detected as 'missing'. These are discussed later in this document.
In our example, the 'missing' ticket is:
- 081 9900998284
Missing tickets are likely to fall into one of the following categories:
- Ticket has been entered into CCTE but is not a 'C' or 'A' status transaction i.e. Ticket is Unconfirmed (U), Paid (P), Commission Received (O), Reversed (R) or Cancelled (X) Status.
- Ticket has been entered into CCTE but is not linked to the BSP Creditor in the Ticket Requisition screen.
- Ticket has been entered into CCTE but does not have the correct Ticket issue Date (i.e. it falls within the incorrect BSP Billing period).
- Conjunction Tickets.
- Ticket has not been entered/downloaded into CCTE.
To resolve this issue:
- Select Reports - Trip - Unconfirmed Tickets to run the Unconfirmed Ticket Report
- This report is designed to show tickets which have been downloaded from Travelport+ Host but not confirmed as yet - i.e. the ticket(s) with a 'U' status.
- In our example, there is one unconfirmed ticket present. This can be accessed by clicking on the Trip Code hyperlink on the report.
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- When the trip file opens, proceed to the Accounting tab. Double-click into the 'U' status ticket.
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- Confirm all details are correct and check financial data matches that noted from the return. Click OK on the ticket and save.
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- Do this for each Unconfirmed Ticket on the report.
- Search for the Tickets
- If a ticket has been entered into CCTE with the incorrect details, it may still be found by using Transaction Search (mentioned earlier in this document) by Ticket Number.
- To search by Ticket Number, open the Transaction Search screen and click on the 'Ticket Nbr...' box.
- Enter the ticket number the user is searching for (without Supplier Number).
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- Click OK
If the ticket has been entered into the system, it will open on the screen. If it has been entered but subsequently reversed, the user may see several tickets appear in the lower section of the search screen to select. If the ticket is not in the system a prompt 'Transaction Not Found' will display.
If the ticket is found in the search, its' omission from the reconciliation screen should be investigated and steps taken to fix the issue (i.e. reversal and re-entry with the correct details).
If the issue date falls outside the period being reconciled, the ticket would need to be reversed and re-entered (with the correct issue date) to appear in the BSP Reconciliation screen.
081 3693838385- Incorrect Creditor
The Creditor displayed on this ticket is CONCORDE. This would need to be reversed and re-entered as a BSP ticket.
- Conjunction Tickets
- Conjunction tickets, while noted in the reconciliation screen, will be recognised as a 'missing' ticket number.
- 'Missing' conjunction tickets have 0.00 values showing against the ticket in the 'Translated BSP Figures' screen.
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- If the ticket has been entered into CCTE, the conjunction number will show in the BSP Reconciliation tab directly below the ticket number prior to the 'missing' ticket.
- No action (i.e. entry or reversal) is required to be taken for these missing tickets.
- In our example, tickets 801 and 803 are conjunction tickets and therefore do not need to be actioned, even though they will still register as missing from the reconciliation.
- Tickets not Entered/Downloaded
- In our example, ticket 081 9900998284 does not appear to have been entered into CCTE at all (i.e. it cannot be found in a search/is not unconfirmed/is not a conjunction ticket).
- The missing ticket would be investigated and the appropriate booking file downloaded or trip found in CCTE.
- The ticket could then be confirmed / entered.
Tickets Requiring Adjustment
It is assumed that when a CCTE ticket matches a BSP return ticket within fifty cents (i.e. the balance payable of the CCTE ticket is 1-50 cents different to that of the electronic file) the discrepancy will be rectified with an adjustment rather than a reversal and re-entry.
When a discrepancy like this occurs, the screen will display the difference between the tickets' balance payable figures in brown; however the Approve box will still automatically be ticked.
As there may be several tickets which require adjustment, the screen will also display a running total of the return discrepancy in a column on the far right.
The total discrepancy will be displayed at the top of the BSP Reconciliation tab. This Total Variance should be noted as this will indicate the adjustment amount (and Debit or Credit posting) that is necessary before processing the payment.
In the example above, the total adjustment that will need to be posted for this billing before payment can be made will be a Debit of two dollars, i.e.
This adjustment can be entered immediately or once all possible tickets have been approved.
- Once all tickets have been amended as per the above suggestions, the BSP reconciliation screen should be re-entered.
- Several checks should be made on this screen before proceeding with the approval:
- Scroll quickly through the screen to ensure all transactions present are ticked for Approval.
- Confirm that the 'Finished matching' ticket area at the bottom of the screen is the Total number of tickets less any 'missing' conjunction tickets.
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- Confirm that the 'Total Approved' amount at the top of the screen plus/less the Total Variance Adjustment amount displayed below it is equal to the Total Balance Payable
In our example below:
All transactions present are ticked for approval.
The system found 23 out of 25 tickets. As 2 tickets were 'conjunction' we can safely assume we have found all outstanding values.
The Total Approved amount is $20974.97, requiring a credit adjustment of $0.02. Therefore $20974.97 plus $0.02 = $20974.99.
This equals the Total Balance payable figure on the bottom of the Translated BSP figures tab.
- Approve the tickets.
To approve all tickets shown, go to the bottom right of the screen and click the 'Approve' button.
Close the X at the top of the screen to exit.
- Enter the Adjustment for the variance amount (if not done so already)
- Enter the Payment
Go to the accounting screen of the BSP Creditor. Create a new transaction type (Ctrl+N) - select Payment.
Check that the payment amount is correct (as per the Balance Payable of the BSP file). If the amount is incorrect, review the BSP Reconciliation screen to find where the difference may be.
Once the Balance Payable equals the figure in the payment screen, enter the payment details as normal.