New Commission Pay Reconciliation - Custom Import
Note: Please remove any rows in the file that do not contain values for Total Fare and Commission and any totals at the bottom if applicable.
To start a new reconciliation, click the Add Payment Reconciliation button from the Commission Pay Reconciliation search screen.
- Payment Source: Select Custom. The file format can .txt or .csv.
- A popup will appear to map the fields from the file.
In the file mapping section you will decide how you want your data to import into Tres. The Tres Columns column lists the fields within Tres that data can be imported into.
The Action column dictates how you want your data to import into Tres. The Import Value column is where you select the data to be imported based on your selections from the Action column.
- Ignore - data will not be imported into Tres.
- Map - map the field in Tres to data from your imported file.
- Constant - records imported will have the same value entered into the Import Value column.
Selecting Map as the Action will generate a Source Column dropdown menu in the Import Value column. The dropdown menu will display all column headers from your import file.
Fields available to Map are:
- Provider Name
- Traveler(s)
- Confirmation Number:**
- Total Fare** +
- Commission** +
- Start Date**
- Note
- Record Locator
- City
** Required fields.
+ The Total Fare and Commission amounts in the file must be number fields with decimals and not formatted as currency.
Selecting Constant as the Action will generate a Constant Value field in the Import Value column. Enter the data you want on all imported records.
Fields that are Constant are:
- Provider Name
- Traveler
- Note
- Record Locator
- City
- Travel Category**
**Required fields
As you make selections in the File Mapping section, a preview of the data from the first five records will display to the right in the Preview section. This gives you an idea of how your data will be imported.
Once you've finished mapping your data, click Start Import. A Payment Reconciliation added successfully! message will appear when the import is complete.
Select the supplier (make sure this is already created before your first reconciliation), select the bank account, the payment date, pay method and Check/EFT Number if applicable.
The reconciliation is now saved in an “In Progress” state. The lines in the grid that displays are the file records. During the Upload/Save process Tres reviews the records in the file and compares it to reservations within Tres and attempts to automatically reconcile records that match.
The reservations being matched must be Track Client Payment set to No, have the same Travel Category, and same Status (Confirmed or Cancelled). Tres will then match based on a Confirmation number. If a match is not found on Confirmation the process moves to a secondary match process of looking at the following fields in reservations:
- Traveler Name match first 4 chars of the name in the file
- Depart Date within +/- 3 days of date in the file
- Supplier Name
When Tres finds a match, the Status will be marked as Reconciled. Items listed as Unreconciled are records that Tres could not find a match. These items can be manually reconciled. See Manual Reconciliation section. There are 2 other Status values: Duplicates and Multiples.
Duplicates indicates there are more that one record that match with the same Tres Reservation. Delete the extra record in the file.
A Status of Multiples indicates that there More than one Tres Reservation matching a record. This indicates the Reservation was interfaced or entered more than once. One of the bookings should be marked with zero total fare and commission in Tres or should be deleted altogether.
Deleting a Record from the Grid
Click the check box on the line to be deleted. Only lines with commission amounts of $0 are able to be deleted. The delete button will active and when clicked will delete the row. Use this option to delete transactions that have zero amounts that are not to be recorded, or items that have a status of Duplicate that should be removed in order to make the correct items match.
Manual Reconciliation
To manually reconcile a reservation click the Reconcile icon in the action column associated with the reservation row.
The Traveler Name, Confirmation Number and Reservations Start date range default to the data received from the file. Adjust the Filters or add additional filters to narrow your search to the records you want
Any of the records in this screen can be viewed or edited by clicking the edit icon which will open the reservation in a new tab. When the correct Reservation is identified. Click the Reconcile button in actions and you are returned to the original Commission Pay Reconciliation screen and your reservation will show as Reconciled in the status column.
Save Reconciliation
Use the Save Reconciliation to save changes along the reconciliation process. This will save the reconciliation so the user can save current work and come back to it at a later time without having to redo all the steps. The reconciliation will show in the search screen with a Reconciled Status of No.
Save and Create Payment
This is used to complete the Commission Pay Reconciliation once all items possible have been either automatically or manually reconciled. All unreconciled items are added as reservations to a new trip that is created. The Trip name will be 'Missing reservations for payment'. A payment is created for the total amount in the file and the supplier balances will be closed for all reservations related to the reconciliation.