Third Party Creditor Auto Reconcilliation

Auto Reconciliation is available for tickets on creditors other than BSP. Ticket numbers are matched to those in CCTE and exception reports generated for mismatched tickets.  The Auto Reconciliation process supports a CSV file format import.

Note: The Threshold and file setup is now available on this Creditor Reconciliation Screen.

• The agency supervisor can configure the “Creditor”, “File type” and “Threshold Amount” for Auto Reconciliation in a new tab Creditor Reconciliation under Setup on Setup-ONLY screen.

• The supervisor can add multiple creditors where Auto Reconciliation is required. Available File Types are:
  • BSP Airlines Account/Sales Data (*HOT*.dat).
  • CSV (*.csv) for all other creditors.

Set up within Creditor

Once the data is saved in the setup CCTE will automatically update the “Cyclic” value on the Creditor to

No and “Auto reconciliation” to Yes.

If a record is deleted from the Creditor Reconciliation screen it will automatically update the value of

“Auto reconciliation” to No on the Creditor screen.

The Auto Reconciliation setup is displayed on the Creditor Tab. A user can switch between Auto

Reconciliation and Cyclical payment types from the Creditor. The Threshold amount is a view only

information field.

If either the “Cyclic” or “Auto Reconciliation” is Yes then a button will appear (as in the screen

captures below).

• • “Auto Reconciliation” and “Cyclical” selection
    • If Cyclical is set to “Yes”, the Auto Reconciliation field will be disabled and value will be “No”.

• • • If Cyclical is set to “No”, the Auto Reconciliation field will be enabled and the user will be able to select the value from the “Auto Reconciliation” drop down.

• • • If “Cyclic” is set to Yes then by clicking on button it will open the cyclical payment screen. By default Auto Reconciliation will be set to No.

• • If “Auto Reconciliation” is Yes and a user clicks on the button; the Branch selection screen will open.  By default Cyclic will be set to No
  • “Threshold amount” is non–editable for the users and only relates to the “Auto reconciliation”

Note: By default both “Cyclical” and “Auto Reconciliation” will be set to “No”.

If the user changes the “Auto Reconciliation” value to Yes for a Creditor and this Creditor is not configured on the Creditor Auto Reconciliation tab under the supervisor settings, the user will be prompted with a message “Login to Supervisor to Configure Auto Reconciliation”.

• Click on to display Branch (es).

Note:  A single branch will only show that Branch, please See CCTE Accounts Management Multi Branch Guide, Answer 42425 in Ask Travelport  if Multi Branch agency.

• The user should select the file for reconciliation from the “Please select an input source...” screen

• Files that have been reconciled in the past one year can be viewed (from current date to one year prior) by clicking on the Retrieve History button.
• Previously reconciled files can be removed from the screen using the Clear History button.
• The required file is selected by double clicking the file or by clicking on Open File button and navigating to the location where the csv file is saved.

• File Reconciliation Process
  • Once a file is selected CCTE will validate the file for File Format and Creditor code.
  • When the import is complete the Reconciliation tab will be available:

• Upon clicking the Reconciliation tab, CCTE will reconcile the data based on “Ticket Number” and “Net Amount” of the transactions under that creditor.
  • Tickets matched for an exact amount, or those within the threshold will be automatically checked for Approval.
  • In case of conjunction tickets, the main ticket number will be matched and CCTE will match the 3 digit conjunction number. If both match, data will be reconciled otherwise tickets will be displayed in the exception reports.
  • Tickets with Status “A” (approved) in CCTE will not be reconciled.
  • If the amount doesn’t match, the transaction can be manually selected for approval within the reconciliation screen. Once approved and processed ACM/ADM transactions will be created in CCTE. The status of the approved records will change to Approved & Processed.

• • If the amount does not match and the difference falls outside the threshold limit the record will appear in the “Unapproved matching Entries Report”.

• Exception Reports
  • To view the exceptions click the Exception Report button once the reconciliation is complete. If there are no matching tickets that are unapproved, message will appear.

• • Available exception reports:
    • Unapproved Matching Entries Report: When the ticket number matches but user has not approved these transactions, the transactions will appear in this report:

If there are no Tickets to show on the Exception Report, a message will appear.

• • Non Matching Entry Exception Report: If the ticket number from the CCTE transaction and in the file doesn’t match, the transaction will be reported in this report. This Report can be printed or Saved, as required.

For example:

• • Duplicate Ticket Entries Report: If more than one ticket is found in CCTE for a corresponding ticket number in the import file, all the matching CCTE transactions will appear in this report.

For example:

If there are No Duplicate Tickets:

• • Approved Entries Report: A new report that will display all the approved transactions that are successfully reconciled. Required file format:

Example of .CSV file layout