The Debtor file is used to store information about your Debtors (i.e. companies that owe the agency money).
To establish a Debtor file, See CCTE Consultant User Guide, Answer 27133 in Ask Travelport.
Debtors with a balance can be displayed using the filter in MyCCT, See CCTE Consultant User Guide, Answer 27133 in Ask Travelport.
Cost Centers can be maintained on a Leisure Debtor and applied to Leisure Trips and Client files via a lookup. The lookup is activated in the supervisor settings.
Where the lookup is not activated a Cost Centre can be applied as free format text.
The Leisure Cost Centre lookup can be activated by an agency supervisor via a new security setting Show Leisure Cost Centre lookup under Setup-Only > Security tab page > Trip > Process menu.
Note: Only the user groups that are ticked will show the Cost Centre tab within the Debtor.
Note: Setup-Only > Main > Client Field Labels > Optional Field2 must be set to = 'Debtor Cost Centre'.
These Cost Centers can be applied to the Client and Trip file (associated to the Leisure Debtor) via the Cost Centre lookup if activated in security. This ensures the correct Cost Centers are applied to the Trip and Client modules.
Maintaining Cost Centres of Leisure Debtors
- Add, delete or modify the Leisure Debtor Cost Centres via Cost Centre tab.
- Under the Variable agency setup:
- This tab page is visible only on the Leisure Debtor files.
- Changing Debtor workflow will impact this tab page and changes must be saved.
- Data in this tab page will be retained should the workflow be changed from Leisure to Corporate. It will re-appear if the Debtor workflow is changed to Leisure again.
- To add a Cost Center click the New icon or CTRL +N or File -> New.
- To delete a Cost Center click the File -> Delete or CTRL + D.
- The “Cost Centre Code” and “Description” can be modified if required.
- To save the new Cost Centre or changes click the Save icon or CTRL +S or File -> Save.
Note:
- The Cost Centre will only be deleted if it is not linked to a Client or Trip file
- The Cost Centre can be modified even if it is linked to a Client or Trip file
- The Cost Centre Code must be unique for that Debtor but can be used on another Debtor
Adding Leisure Cost Centre in Client and Trip
In the Trip file -> “Cost Centre” and Client file -> “Debtor Cost Centre” – also See CCTE Consultant User Guide, Answer 27133 in Ask Travelport
- Double click or click F12 to access the Leisure Cost Centre Lookup. The lookup will open if activated in supervisor:
- Then select the required Cost Centre.
Note: Where the lookup is activated the Cost Centre can only be added via the lookup. All Cost Centers should be managed on the Leisure Debtor files
- Free format is permitted if the lookup is not activated
Debtor Tab
The Debtor transactions of Invoices and Credit Notes take place through the Trip file.
See CCTE Consultant User Guide, Answer 27133 in Ask Travelport.
Functions such as Debtor Receipts and Adjustments are processed through the Debtor file. When Payer is set within the Debtor file this will automatically populate on a Debtor Receipt.
Debtor Accounting Tab
The Debtor transactions of Invoices and Credit Notes take place through the Trip file.
See CCTE Consultant User Guide, Answer 27133 in Ask Travelport.
Functions such as Debtor Receipts and Adjustments are processed through the Debtor file.
Transactions available through the Debtor file are:
- Adjustment
Make accounting adjustments between Debtors or to a General Ledger account. - Allocation
Allows Debtor receipts to be allocated against specific Invoices and Credit Notes. - Receipt
Process payments received from Debtors and issue receipts if required. - Refunds to Debtor
Issue immediate refunds of credit balances to Debtors.
To carry out any of these transactions, open the relevant Debtor file, highlight the Accounting tab and click on the New icon to open the New Debtor Account Transaction window.
- Select the required transaction
- The Agency Field will default to your Branch name. If you are working on a database with multiple branches, please see CCTE Accounts Management Multi Branch Guide, Answer 42425 in Ask Travelport.
- Click OK to open an input screen.
Debtor Receipt
To complete a Debtor Receipt
- Open the required Debtor file and select the Accounting
- Click the New icon or press Ctrl+N for a new transaction and select The Agency Field will default to your Branch name. If you are working on a database with multiple branches, please see CCTE Accounts Management Multi Branch Guide, Answer 42425 in Ask Travelport.
- Click
- Complete the following fields:
- Printed Remarks
Add any free format remarks. These are printed on the Receipt. - Form of Payment
Depending on the Form of Payment Type selected, further fields may be displayed for the input of Cheque/Account details. If multiple forms of payment are to be used, select the Add button after completing the details of each payment type. - Type: Select the payment method.
- Payer: Enter the name of the person or company making the payment.
- Amount: Enter the full amount of the payment.
- Nbr: Enter the cheque or payment number if applicable
- Printed Remarks
- When the screen is complete, click OK. A prompt displays asking if you wish to Save the transaction. Click Yes or No as required.
The Allocation screen will be automatically displayed after the receipt has been completed, if there are outstanding invoices in the Debtor. For assistance with the allocation see “Debtor Receipt Allocation” in Module 6: Debtor File”
Debtor Refund
The Debtor Refund screen is used to issue immediate refunds of credit balance funds back to a Debtor, (e.g. issuing a cheque or direct credit into their Bank Account). This is an alternative to waiting for a Debtor to claim a credit balance from their monthly statement.
To complete a Debtor Refund
- Open the required Debtor file and select the Accounting
- Click the New icon or press Ctrl+N for a new transaction and choose Refund to Debtor. The Agency Field will default to your Branch name. If you are working on a database with multiple branches, please see CCTE Accounts Management Multi Branch Guide, Answer 42425 in Ask Travelport.
- Click OK.
- Complete the following fields:
- Remark
Add free format remarks if required. - Form of Payment
Depending on the Form of Payment Type, further fields may be displayed for the input of Cheque/Account details. If multiple forms of payment are to be used, select the Add button after completing the details of each refund type. - Type: Select the refund method.
- Payee: Complete the name of the Debtor being refunded.
- Amount: Enter the payment method.
- Nbr: Enter the cheque or payment number if applicable
- Remark
- When the screen is completed click OK.
- A prompt displays asking if you wish to save the transaction. Select Yes to save the Refund. A further prompt then asks if you wish to print the receipt. Select Yes or No as required.
The Allocation screen will be automatically displayed after the refund has been completed. For assistance with the allocation see “Debtor Receipt Allocation” in Module 6: Debtor File”
Debtor Adjustment
The Debtor Adjustment screen is used to transfer funds to or from other Debtors or General Ledger accounts, or to load opening balances for a financial cutover.
To complete a Debtor Adjustment
- Open the required Debtor file, select the Accounting tab
- Click the New icon or press Ctrl+N for a new transaction and choose Adjustment. The Agency Field will default to your Branch name. If the user is working on a database with multiple branches, please see CCTE Accounts Management Multi Branch Guide, Answer 42425 in Ask Travelport
- Click OK.
- Complete the Adjustments screen by completing the following fields:
- From (Credit)
Click this radio button if funds are being deducted from this Debtor. - To (Debit)
Click this radio button if entering funds into this Debtor. - Type Code
Select one of the following from the adjustment Type drop down list:
- From (Credit)
- Amount
Enter the amount of the adjustment. If this is a Journal adjustment and GST is applicable, enter the amount Exclusive of GST, as the system automatically adds the GST to the amount when the GST box is Yes. - GST
- Yes if GST is applicable to the transaction.
- No if GST is not applicable to the transaction.
- GST Amount
This figure is system generated when GST Yes has been selected. It is based on either the GST exclusive figure entered in the Amount field or the GST Inclusive amount entered into the Total field. - Total
This figure is system generated when an Amount field has been completed and GST is Yes, or the GST Inclusive figure can be entered in this field when the Amount field has been left blank. - Remark
This mandatory field has free format text.
- When finished click OK. The Allocation screen will be automatically displayed depending on the type of Adjustment. Allocate the Adjustment as previously described
If the user is attempting to carry out a Journal Adjustment to/from the Debtor Control Account, a prompt will be displayed warning that this transaction may make the control account out of balance with the file totals.
If this error message is displayed the user should NOT proceed with the adjustment. Click No to the message and contact the Travelport Help Desk for further advice.
Adjustments do not have a Reverse option and should not be created without thorough training in this area.
Debtor Allocation
The Allocation screen is used to fully or partially allocate a Debtor payment to one or more specific outstanding invoices. This allows a record to be kept of which invoices have been paid.
The Allocation screen will be displayed automatically after a receipt has been entered. It can also be opened independently as a new transaction using Ctrl+N in the Accounting tab.
The Select a Transaction area of the screen displays a list of credit transactions (e.g. Receipts or Credit Notes), which are either unallocated, or partially allocated. Highlight the item to be allocated.
The Transactions section displays a list of transactions which have not been fully allocated. The user can now choose to allocate using either of the following methods:
Manual Allocation
- Highlight each Invoice to be paid and enter the dollar amount of the allocation into the Allocation field of each one. When finished select OK.
- A prompt will be displayed asking if the user wishes to continue. Select Yes to continue, or if unsure, select No to ignore the allocation.
- Upon selecting Yes, another prompt displays asking if the user wishes to complete another. allocation. Select Yes to redisplay the Allocation screen and start again, or select No to close the Allocation screen.
Automatic Allocation
Highlight each invoice to be paid and press the Auto Allocate button. The Allocation fields are then completed automatically up to the value of the payment. Depending on the payment amount, the final invoice may not be fully allocated.
The Accounting tab screen shows those invoices that have been allocated with the $ symbol in the status column.
The bold C indicates an invoice that has been partially allocated.
Unallocate
The Unallocate button allows for an error to be quickly and easily corrected. A user might have accidentally selected the wrong file when matching the receipt.
To begin this process click on the Unallocate button in the bottom left corner of the Accounting summary screen.
The Unallocation window will open with the allocated transactions showing in the top half of the screen:
Click on the item required in the top half of the screen in order to display the allocated transactions in the bottom part of the screen.
Highlight the transaction required and click on OK. This receipt will now be available for another allocation.
Click OK at this prompt to complete the Unallocation process.