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Commission Transfer

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Commission Transfer

There are two options available to agents for working out the transfer of commission amounts from the CrossCheck Travel Enterprise operating system.

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Trust Account Reconciliation Report

This option is suitable for those agents running 1 bank account within CCTE. By default, only the Manager is able to access this report. In order for other consultant types to have access, it must be selected within the Supervisor login of CCTE under the Security tab/General/Reports area.

To access this report, go to Reports/Cashbook/Trust Account Reconciliation Report.

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An end date can be entered if applicable. If entered, the report will retrieve data up to and including this date. By default, the Suppress Zeros box is checked. Any accounts a zero balance will be omitted from the report if it is checked.

To generate the report data, click the Retrieve button.   

An error message may be received if account categories have not been configured against all P&L accounts. This will indicate which accounts have missing category data that should be updated.

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When OK or on the ‘X’ is selected the report screen will close and the Cashbook Account table will open (Tools/Tables/Cashbook Accounts). Categories can be set against the accounts and saved.

 

Reconciliation Calculation

The calculation of Commission available is based on:

  • Income and Expenses Year-to-Date (of criteria field)
  • Previous Years’ Commissions (Unappropriated Profits)
  • Previously transferred Commissions

IMPORTANT NOTE: The current report commission calculation does not support the use of non-Travel bank accounts. If the agent accounts for Income or Expenses in CCTE that are related to another bank account (e.g. Operating, General or Other), the Trust Account Reconciliation Report values should be output to Excel and re-calculated to determine the agency Travel Bank account-related commissions.

Details of Part 1: Profit and Loss Statement

Income and Expense category accounts appear in Part 1 of the report under their respective headings.

Balances will display as follows:

  • Income accounts: Positive Value if in Credit. If in debit, will display in red as a negative value.
  • Expense accounts: Positive Value if in Debit. If in credit, will display in red as a negative value.
  • The Commission Adjustment account will dynamically display under Income if in Credit or Expense if in Debit.
  • Commission Previously Transferred: Positive Value if in Debit. If in credit, will display in red as a negative value.
  • Unappropriated Profit: Positive Value if in Credit. If in debit, will display in red as a negative value.
  • Regardless of whether the balance in the Income or Expense area shows a positive or negative value, the first column will always display as ‘Plus’. Commission Previously Transferred will always show as ‘Less’ and Unappropriated Profit will always show as ‘Plus’.

Details of Part 2: Trust Account Reconciliation

Balance Sheet category accounts appear in Part 2 of the report. Balances display as follows:

  • All non-Travel (Bank) accounts: Positive Value if in Credit with the word ‘Plus’ at the start of the row. If in debit, will display as a negative with the word ‘Less’ at the start of the row. All balances are added together with the negatives automatically reducing the balance.
  • If no Debtor Control account value is present, two subtotals will appear instead of one. The values are not accounted for twice and one can be ignored.
  • The ‘Commission Avail as above’ amount will show as a positive value if commission is available to transfer. If in debit the amount will display as a negative and in red.
  • Trust (Bank) Account Balance: Positive Value if in Debit. If in Credit, will display as a negative in red.

Once the report is retrieved the results can be analysed to determine the amount of Commission to be transferred, keeping in mind any values owed to, and by, third parties.

Report Output Functions

The following output options are available; Print, PDF, Create XLS.

If saved into Excel, users should also note:

  • Formulas will not come across – this will be text only
  • Amendments are possible, but manual recalculation of the formulas and values will be required

Commission Transfer Transaction

The transaction to transfer Commission from the Travel account can be initiated from the report results screen, via the ‘Create Misc Payment/Receipt’ button. This button will be disabled under the following conditions:

  • The report has not been retrieved yet.
  • Comm Avail to Transfer figure is zero.

A Miscellaneous Payment or Receipt transaction screen, based on the amount showing in the ‘Comm Avail for Transfer’ field will generate, and:

  • If a credit amount, create a Miscellaneous Payment (i.e. a Commission Transfer) or
  • If a debit amount, create a Miscellaneous Receipt (i.e. a Commission Recall. If this is the case the user will receive an additional prompt to warn the commission is a negative.)

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Fields will be automatically populated in the transaction for:

  • Consultant - the logged in user
  • Date - today’s transaction date, which can be backdated if required
  • Remark - ‘Commission Transfer as at’ date of report retrieval
  • Account - 40100; Transfer Commission from Travel
  • Amount Incl - the value in ‘Comm Avail for Transfer’ which can be changed if required

The form of payment details should be manually updated.

 

Trust Account Reconciliation Spreadsheet

This option is suitable for those agencies running multiple bank accounts in CCTE.

To calculate the commission available for transfer first print out the Account Trial Balance. Do not enter a start date, only an end date (if required).

The amounts listed against each account should then be transposed on to the Trust Account Reconciliation spreadsheet. This spreadsheet is available under CCTE Documents on the Travelport Customer Portal.

Alternatively, contact the Travelport Helpdesk who can provide you with a copy.

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Once the amounts have been added, the difference should be nil, providing the user has used all figures on the trial balance.

Note: Sufficient funds should be left in your trust account to cover the debtor control, any outstanding balances and any commission owed by creditors.

Please contact your accountant for further advice.

 

Transferring Commission

A cheque needs to be raised on the Travel account for the commission as follows:

  • Open the Cashbook Travel account, display the Accounting tab and press Ctrl+N for a new transaction.
  • Choose Misc Payment and click on OK.
  • Complete the following fields:
    • GL Allocation
      • Input account number (Account #) 40100 – Transfer Commission from Travel
      • Input the Commission amount.
    • Form of Payment
      • Complete the payment details for payment to your General bank account.
  • When finished select OK.
  • If the user runs a General Bank account as a CrossCheck Travel Enterprise Cashbook account it is necessary to complete a Miscellaneous Receipt and deposit the cheque into the General bank account.

Miscellaneous Receipt for Commission in the General Account

  • Open the Cashbook Travel account, display the Accounting tab and press Ctrl+N for a new transaction.
  • Choose Miscellaneous Receipt and click on OK.
  • Complete the following fields:
    • GL Allocation
      • Input account number (Account #)e.g. 40200 – Transfer Commission to General
      • Input the Commission $ amount.
    • Form of Payment
      • Complete the payment details for receipt into your General bank account.
  • When finished select OK.

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