Groups in Trams Back Office: Part 4 - Closing a Group

This is part 4 of 6 in our series on managing groups in Trams Back Office.

Regardless of which method you chose for operating your Group (Option #1 - Accounting as Departing, or Option #2 – Accounting as Payments are Received), closing the Group comes down to applying all the payments to all open invoices and vouchers. 

Steps to Close Group for Option #1-Accounting as Departing if you use a Single Vendor 

1. Make sure all client payments are currently sitting as vouchers (exceptions would be ARC/BSP tickets and credit card payments processed by the Vendor).
2. Create invoices for client, Submit to is Supplier, Total Fare is equal to the amount of the client vouchers, and Commission is set to zero. (Be sure to include the Group name on the invoices.) 
3. Enter a Payment Received, leaving the Amount set to zero. The Payment Method is set to Cash, Profile Type is client, and Client Name is the Group name (the Group profile you created when setting up your Group.)  
4. On the Clients Setting tab, check All Clients.
5. Click the Global Settings tab, and in the Invoice Group field, select the Group name from the drop-down menu. Click Query. 
6. Once all vouchers and all invoices are displayed, click Close All. This zeroes all client invoices and vouchers.  There should be no remaining balance. 
7. Enter a Payment Made, leaving the Amount set to zero. The Payment Method is set to Cash, Profile Type is vendor, and the Vendor Name is the Group name (the Group profile you created when setting up your Group.)  Click Query. 
8. When all invoices and vouchers are displayed, click Close All button (there should be a balance left over).
9. When prompted, create a Voucher for the remaining amount--this is your profit.
10. Create a Sales Invoice. The client is your Group profile, the Submit to is Supplier, the Total Fare is zero, and the commission amount is the amount of your profit (should equal to the voucher created previously step).    
11. Repeat step 7 to close the invoice.

Steps to Close Group Option #1-Accounting as Departing if you use Multiple Vendors 

1. Make sure all client payments are currently sitting as vouchers (exceptions would be ARC/BSP tickets and credit card payments processed by the vendor).
2. Create invoices for client with Submit to set to Supplier, Total Fare equals the amount of the client vouchers, and the Commission is set to zero. The vendor on these invoices is the Group vendor (be sure to include the Group name on the invoices). 
3. Enter a Payment Received, leaving the Amount set to zero. Set the Payment Method to Cash, Profile Type to client, the Client Name is the Group name (the Group profile you created when setting up your Group).  
4. On the Clients Setting tab, check All Clients.
5. Click the Global Settings tab in the Invoice Group field, and select the Group name from the drop-down menu. Click Query.
6. Once all vouchers and all invoices are displayed, click Close All. This zeros out all client invoices and vouchers.  There should be no remaining balance. 
7. Create a Refund Invoice. The client on the invoice is the Group client.  The Submit to field is Supplier.  The Total Fare is equal to the amount of all the money collected from the clients (obtain this amount from the Vendor Balances Core Report).  The Commission is set to zero, and be sure to add the Group name in the Group field. 
8. Create a Sales Invoice. The Client on the invoice is the Group client.  The Submit to is Supplier.  Create a booking for each vendor that you have sent money to.  For each vendor the Total Fare is equal to the amount you have paid that vendor.  Commission is set to zero, and be sure to enter the Group name in the Group field. 
9. Enter a Payment Received, leaving the amount set to zero, and set the Payment Method to Cash, the Profile Type to Client. The Client Name is the Group name.  Click Query and close both the Refund and Sales invoices.  
10. Enter a Payment Made, leaving the Amount set to zero, the Payment Method to Cash, Profile Type to Vendor, and the Vendor Name to the Group name (the Group profile you created when setting up your Group).
11. On the Vendor Settings tab, check All Vendors.
12. Click the Global Settings tab, and in the invoice Group field, select your Group name from the drop-down menu. Click Query.
13. When all invoices and vouchers are displayed, click Close All (there should be a balance left over).
14. When prompted create a voucher for the remaining amount, create a voucher. This is your profit. 
15. Create a Sales Invoice. The Client is the Group client, the Submit To is Supplier, the Total Fare is zero, and Commission amount is the amount of your profit (should equal to the voucher created in step 14).    
16. Enter a Payment Made, leaving the Amount set to zero, the Payment Method to Cash, and the Profile Type to Vendor. The Vendor Name is the Group name (the Group profile you created when setting up your Group). Click Query.  Close both the voucher and the invoice to close the Group. 

Steps to Close Group Option #2 - Accounting as Payments are Received if you use a Single Vendor 

1. Enter a Payment Made, leaving the Amount set to zero, setting the Payment Method to Cash, the Profile Type is Vendor, and the Vendor Name is the Group name (the Group profile you created when setting up your Group.) Click Query. 
2. When all invoices and vouchers are displayed, click Close All (there should be a balance left over).
3. When prompted, create a voucher for the remaining amount, as this is your profit.
4. Create a sales invoice. The Client is your Group client, the Submit To is supplier, the Total Fare is zero, and the Commission Amount is the amount of your profit (should equal to the voucher created in step 3). 
5. Repeat step 1 to close the Group.

Steps to Close Group Option #2 - Accounting as Payments are Received if you use Multiple Vendors 

1. Create a refund invoice. The Client on the invoice is the Group client.  The Submit To is Supplier.  The Total Fare is equal to the amount of all the money collected from the clients (You can get this amount from the vendor balances core report).  Commission is set to zero, and be sure to add the Group name in the Group field.
2. Create a sales invoice. The Client on the invoice is the Group client.  The Submit To is supplier.  Create a booking for each vendor that you have sent money too.  For each vendor the total fare is equal to the amount you have paid that vendor.  Commission is set to zero, Be sure to enter the Group name in the Group field. 
3. Enter a Payment Received, leaving the Amount set to zero, setting Payment Method to Cash, the Profile Type is Client, and the Client Name is the Group name. Click Query and close both the refund and sales invoice.  
4. Enter a Payment Made, leaving the Amount set to zero, setting the Payment Method to Cash, the Profile Type is Vendor, the Vendor Name is the Group name (the Group profile you created when setting up your Group.) 
5. On the Vendor settings tab, check the box next to all vendors.
6. Click the Global Settings tab, and in the Invoice Group field, select your Group name from the pull-down menu. Click Query.
7. When all invoices and vouchers are displayed, click Close All (there should be a balance left over). 
8. When prompted, create a voucher for the remaining amount, as this is your profit.
9. Create a sales invoice. The Client is your Group client, the Submit To is Supplier, the Total Fare is zero, and the Commission is the amount of your profit (should equal to the voucher created in step 8).    
10. Enter a Payment Made, leaving Amount set to zero, setting Payment Method to Cash, the Profile Type is Vendor, and the Vendor Name is the Group name (the Group profile you created when setting up your Group.) Click Query. Close both the voucher and the invoice to close the Group. 

Related Articles:

Groups in Trams Back Office: Part 1 – Setting Up Your Group

Groups in Trams Back Office: Part 2 – Handling Profiles for Groups

Groups in Trams Back Office: Part 3 - Group Invoices and Payments

Groups in Trams Back Office: Part 5 - UDIDS

Groups in Trams Back Office: Part 6 - Reports