The five debtor documents available from the Documents option on the menu bar are:
- Fax Letter. See CCTE Consultant User Guide, Answer 27133 in Ask Travelport.
- Visa Letter. See CCTE Consultant User Guide, Answer 27133 in Ask Travelport.
- Open Item Statement
- Balance Brought Forward
- CCCF statement
With the exception of Visa Letter, the retrieved documents will relate to the opened Debtor file.
Open Item Statement
An Open Item Statement lists all Receipts, Invoices and Credit Notes that have not been fully allocated during the current period. An aged balance break-up is also included.
The Debtor Open Item and Balance Brought Forward Statements can be exported to a preformatted Excel spreadsheet with the branch logo and details included. The documents can be emailed from CCTE. Narratives can be attached to the Debtor document. See Narratives.
The Debtor Open Item Statement can be saved by clicking on Save As button and saving in desired location with a specific name.
If the user wishes to use another method to produce the Debtor Open Item Statement, select which method to Generate, this can be to Excel, Excel Email, PDF, PDF Email or Print.
If Narratives have been created to attach to this Document this field can be ticked in order to retrieve these to add to the Open Item Statement. Once selected Generate a second time.
To generate an email, an email address must be contained in the Debtor, and email must be configured by Supervisor in your Branch settings, See Email.
- On clicking the Generate button with option EXCEL selected, the statement will be saved in a pre-defined Excel spreadsheet format at the “Document Save” location
- On clicking the Generate button with option EXCEL EMAIL selected, the statement will be saved in a pre-defined Excel spreadsheet format at the “Document Save” location and will also be emailed
Balance Brought Forward
The Balance Brought Forward document includes the brought forward opening balance from the previous period and then lists all outstanding items for the current accounting period.
CCCF Statement
The CCCF Statement provides a list of all charges where the agent has acted on behalf of the supplier, using the credit cards stored against the debtor.
This is not included as a part of the End of Month Reports and need to be run separately. The CCCF Statement lists CCCF Receipts and CCCF Refunds.
In order for Documents/CCCF Statement to be produced for a Debtor, the company credit card details must exist in both the client and the debtor files.
For details to appear on this document, In a Trip file a Receipt CCCF needs to be created using Card button and select applicable card to be used. Receipt CCCF or Refund CCCF are the only transactions that appear on the CCCF Statement document and only when the Card button is used on creation of this transaction.
There is no money actually transferred anywhere as this receipt does not incur any accounting it is for recording purposes only, and the ticket/cheque that it relates to should also show 0.00 value.
Enter a date range and select the Subtotal By field, then click on Retrieve to display this report.
CCCF Statement allows Output to PDF, PDF Email or Print.
Narratives can also be added to this document.