The Creditor Adjustment screen is used to transfer funds to or from other Creditors or General Ledger accounts, or to load opening balances for a financial cutover.
The Type of Adjustment available for selection depends on the type of transactions.
A Journal Adjustment appears with a Payment, whereas Open Item Variance appears in Commission Receipt - Open Item screen.
Completing a Creditor Adjustment
- Open the required Creditor file and click on the Accounting tab.
- Click on the New icon on the toolbar or press Ctrl+N. Select Adjustment and click OK.
- Complete the following fields:
- From/To
Select if the funds are to be adjusted From or To this Creditor.
From debits this creditor, To credits this creditor. - Type Code
Select one of the following from the Type Code drop down box. - Transfer
Transfers funds between Creditors. Once Transfer has been selected an additional field, From (Debit) Creditor Id, is displayed. The Creditor code for the balancing entry is then inserted. - Take Up
Take Up is only selected when accounting balances are manually entered. This should only ever be used when entering a Financial Take-up. - Journal
Transfer to/from General Ledger. Journal displays an additional field of From (Debit) Account Id, where the GL account code for the balancing entry is selected. - Open Item Variance
Permits the write off or gain of small variances between commission expected and the amount actually received.
Open Item Variance displays an additional field of From (Debit) Account Id, where the GL account code for the balancing entry is selected.
- From/To
Large variances should be rectified by reversing the original Ticket/Cheque Requisition then re-issuing for the correct amount of commission received, as Open Item Variances will not appear in Sales reports.
GST
- If a Type Code of Journal or Open Item Variance is selected, then the GST option box will be displayed. If GST is selected as Yes, the GST Amount and Total fields will be displayed.
- Complete the following fields:
- Amount
Enter the adjustment amount. If this is a Journal or Open Item Variance adjustment and GST is applicable, enter the amount exclusive of GST in this field. Alternatively, leave the Amount field blank and enter the GST Inclusive amount in the Total. - GST
Select either Yes or No. - GST Amount
System Generated calculation based on the entry in the Amount or Total fields. - Total
When GST is applicable, enter the GST inclusive amount into this field. Alternatively, leave the Total field blank and enter the GST exclusive amount in the Amount field. - Remark
Remark is a mandatory field. Enter an explanation for the adjustment.
- Amount
- When finished click on OK
Deactivate Creditors
A Creditor may be deactivated by un-ticking the Active box on the Creditor tab. This Creditor will no longer appear in the Search windows for any Creditor fields or be able to be entered in the Creditor field on any new transactions.
The possible responses to deactivating a Creditor depend on whether it has accounting transactions in progress and whether it has been selected as the default Creditor in the Supplier table. These possible responses have been displayed below.
Creditor with no attachments
This prompt will be displayed for a Creditor which has no Suppliers attached and no unpaid Ticket or Cheque Requisitions.
Creditor with payments owing
This prompt indicates the Creditor has unpaid accounting transactions. It is still possible to deactivate the Creditor however it will not be possible to create new transactions to the Creditor (E.g. Payments).
Creditor with a Supplier linked
This prompt indicates the Creditor has been attached to Suppliers. The Creditor cannot be deactivated until the Creditor is removed from all suppliers in the Supplier table.
To all of the above responses select Yes to deactivate the Creditor or No to abort the process.
Deactivated Creditors and Reports
Deactivated Creditors will still be able to be selected in all reports both from the Menu bar and in the MyCCT reports.
New transactions
If a consultant tries to create a Quote, Ticket or Cheque Requisition for a de-activated Creditor the Table Maintenance window will automatically be displayed. The de-activated Creditor will not be listed in this Creditor Search window.
Previously created transactions
Ticket a Cheque requisitions linked to a deactivated Creditor cannot be reversed or paid.
Prompts will displayed similar to those shown in these screens.
Saved Quotes
If a Quote is opened and it contains a deactivated creditor the following response is received.
Click OK on the prompt to set focus to the Creditor Id field. A new Creditor can then be selected and the Quote Saved.
Alternatively the Quote can be Deleted or the Quote screen can be closed by selecting Cancel. If the Quote is closed the same prompt will be displayed the next time the Quote is opened.
Invoices from Quote
When trying to create an Invoice from a Quote with a deactivated Creditor the following prompt will be displayed when the user tries to save the Invoice. Click OK at this prompt and amend your Creditor selection in the Quote.
Credit Note from Quote
When creating a Credit Note from Quote should a Quote be selected that has a deactivated Creditor on save the following prompt will be displayed. Click OK at this prompt and amend your Creditor selection in the Quote.
Creditor Documents
The only documents available from the Creditor file are the Fax and Visa letters. See CCTE Consultant User Guide, Answer 27133 in Ask Travelport.