Accounting. Training Guide

Transcription

1 Accunting Training Guide

2 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 2 Cntents Page Prfrma / Custmer Invice..3 Hw t Generate the Custmer Invice Reprt 6 Receipts 7 Hw t Shw the Receipt n the Custmer Invice 8 Purchase Order / Supplier Invice. 9 Payments..11

3 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 3 Prfrma / Custmer Invice Befre a new Accunting Dcument can be created in Travelgic, the Qutatin has t be in a lcked state. (Yu will knw if the qute is nt lcked if the Financial screen is greyed ut. G t File and click n State t change the state f the qutatin.) G t the Qutatin and click n the Financial tab Click n the New Dcument buttn and select either: 1) Prfrma Invice r 2) Custmer Invice In Travelgic yu create bth in the same manner, as fllws: Once yu have selected either Prfrma r Custmer Invice, yu will see the fllwing screen: The Currency will default t the hme currency f Travelgic ; by clicking n the drp dwn list, yu can select an alternative currency, prvided it has been set up as an Accunting Currency in Settings

4 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 4 2. The Dcument Date will be set accrding t the system accunting settings (i.e. Current Date, Start Date r End Date f travel) 3. The Dcument Number is autmatically generated in Travelgic nce the dcument is saved 4. The Descriptin field defaults t Custmer (r Prfrma) Invice; this is a free text field and can be edited if need be 5. The Reference shws the Qutatin Number; this field can als be edited if need be 6. The Creatin Date shws and saves the date the invice is created 7. The Exchange Rate shws the rate that has been captured in this Travelgic Qutatin Next, click n the Add Qutatin Services buttn in the tp rw The fllwing screen will appear: All services that are ticked will be included in yur invice; a. Services that have been cnfirmed are already ticked and will be autmatically included b. Feel free t un-tick services t exclude them frm yur invice Nte the rw f buttns at the tp f the screen: 2. Standard: this is the default setting f the invice and will add the Sell r Ttal amunt f the services t yur invice 3. Cst Price: click this buttn t add the Cst price f the service instead f the Sell prices 4. Cmmissin Earned: use this setting when invicing a Supplier fr cmmissin due t yu

5 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 5 5. Calculate Cmmissin Items: this setting is applicable t Agent s Cmmissin a. Use this setting t deduct the yur agent s cmmissin frm the sell price f the services allwing yu t invice a Nett amunt (rack less cmmissin) t the agent b. Nte that this is a default setting, i.e. this buttn is autmatically activated; click this buttn t de-activate it if yu are invicing yur Agent the Rack amunt 6. Use these cnvenient buttns t Select r De-select ALL services Click OK t add these services t yur invice: Ntice the general ledger accunt numbers in the first clumn (nly if integrated with Patel) Click Save & Clse t generate the invice:

6 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 6 T Generate a Prfrma / Custmer Invice Reprt Fllw these steps t generate a Prfrma r Custmer Invice Reprt (i.e. dcument) t send t yur client: Click n the File menu buttn, select Reprts, then Custmer Invice On the Run Custmer Invice screen, yu have the fllwing ptins: Hide Reprt heading Shw wrd Tax in Heading Shw Dcument Creatin Date Shw Dcument Date Shw Sales Cde Shw Cnsultant Name Shw Dcument Ntes Hide Cmpany Tax Number Hide Signed and Date sectin [ use these ptins t select what infrmatin yu wuld like t have displayed n yur invice ] Shw Passenger Names Shw Additinal Client Infrmatin Shw Client Terms ** Hide Grup Name Shw Accunt Cde Shw Agent Cntact Hide Client Tax Number [ use these ptins t select what Client Infrmatin yu wuld like t have displayed n yur invice ] ** See the training guide fr Clients fr mre inf n hw t set up Client payment terms Shw Services [ tick this ptin t shw a list f the qutatin services ] Grup By Service Type [ tick this ptin t list services by their Type ] Hide Cmmissin Line Items [ tick t hide cmmissin line item breakdwn ] Shw Service Dates Shw Meal Basis Name Shw Meal Basis Descriptin Shw Meal Basis Cde Shw Pricing Shw Service Line Items Shw Ttal Cst as per Itinerary [ tick this ptin t shw Ttal Cst f the Itinerary ] Shw Service Pricing and Ttal Cst as per Itinerary Shw Price including Tax

7 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 7 Hide wrd Nett in Price Clum Shw Tax Clumn Shw Exchange Rate Clum Shw Tax Breakdwn Shw Grss Ttals Shw Tax in Ttals Shw Cmmissin Summary [ tick this ptin t shw Agents Cmmissin ] Shw Cmmissin in Ttals Sectin Shw Ttal Payments [ tick this ptin t shw a ttal f all receipts linked t this invice ] Shw Payments Summary [ tick this ptin t shw a list f all receipts linked t this invice] Receipt Once yu receive payment frm yur client; yu can capture this as a Receipt in Travelgic and must link it t the applicable prfrma / custmer invice In the Financial screen, select the applicable Prfrma r Custmer Invice, click n the New Entry buttn and select New Receipt Yu will be asked if yu wuld like t link the receipt t the client dcument yu have highlighted If yu click Yes: (Recmmended) The receipt will be autmatically based n the details, ttals and qutatin services f the selected invice Hwever the Descriptin as well as the Amunt Inclusive fields may be edited eg. enter depsit amunt if that is what was received frm client.

8 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 8 If yu click N t linking the Receipt t the client dcument: Yu will be required t manually add the services t the receipt Click Link Qutatin Services buttn and select the services If all the details are crrect, click Save r Save & Clse Hw t ensure the Receipt reflects n the Custmer Invice Reprt Yu can nw reflect this receipt n the Custmer Invice Reprt t: 1) advise yur client f the balance f payment due, if applicable, OR 2) in this case, full payment has been made When running the Custmer Invice Reprt, g t the Payment tab Select bth the check bxes: Shw Ttal Payments will shw the Ttal Amunt f the receipts linked t this invice Shw Payments Summary will shw a list f the Receipts linked t this invice

9 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 9 Purchase Order / Supplier Invice Click n the New Dcument buttn t create a new Purchase Order r Supplier Invice Supplier: click n the search buttn ( ) t call up a list f the suppliers in the qute Frm the list, select the supplier that yu need t invice, click OK 2. The Currency shws the default currency f the supplier 3. The Dcument Date will be set accrding t the system accunting settings (i.e. Current Date, Start Date r End Date f travel) 4. The Dcument Number is autmatically generated in Travelgic nce the dcument is saved 5. The Descriptin field defaults t the Supplier Name; this is a free text field and can be edited if need be 6. The Reference shws the Qutatin Number; this field can als be edited if need be 7. Select a Payment Methd frm the drp dwn list 8. The Creatin Date shws and saves the date the invice is created 9. The Exchange Rate shws the rate that has been captured in this Travelgic Qutatin

10 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 10 Click n Add Qutatin Services buttn t add line items t yur invice: All services that are ticked will be included in the invice Nte the rw f buttns at the tp f the screen: 2. Standard: this is the default setting and will add the Cst amunt f the supplier s services t yur invice 3. Calculate Cmmissin Items: this setting is applicable t the Cmmissin yu earn n a supplier service Use this setting t deduct the cmmissin frm the price f the services allwing yu t capture the Nett amunt (less cmmissin) wing t the supplier Nte that this is a default setting, i.e. this buttn is autmatically activated; click this buttn t deactivate it if yu are capturing the full amunt f the supplier (in this case yu will invice the supplier fr the cmmissin wing t yu at a later date) 4. Use these cnvenient buttns t Select r De-select ALL services Click OK t add these services t yur invice:

11 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 11 Ntice the general ledger accunt numbers in the first clumn (nly if integrated t Pastel) Click Save & Clse t generate the invice: Payments Once yu have made a payment t the supplier; yu can capture the Payment in Travelgic and link it t the applicable purchase rder / supplier invice In the Financial screen in yur qutatin, select the applicable Purchase Order r Supplier Invice, click n the New Entry buttn and select New Payment Yu will be asked if yu wuld like t link the receipt t the client dcument yu have highlighted If yu click Yes (Recmmended): The payment will be autmatically generated based n the details, ttals and qutatin services f the selected invice Yu may edit the Reference r Descriptin fields If all the details are crrect, click Save r Save & Clse

12 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 12 If yu click N t linking the Receipt t the client dcument: Yu will be required t manually add the services t the receipt Click Add Qutatin Services and select the applicable supplier services Click OK If all details are crrect, click Save r Save & Clse t create the payment