Trip Accounting (Invoices, Payments, Commissions)

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  1. What information can I find in the Accounting section?
  2. Where can I check the Commissions of a trip?
  3. How to enter a scheduled payment?
  4. How can I enter a payment received?
  5. How to enter payments made to a Supplier?
  6. How to enter scheduled payments to a Supplier?
  7. How to add commissions to the services?
  8. What does the commission status represent?
  9. How to enter commission payments?
  10. What are the types of invoices in TravelContact?
  11. How to customize an invoice?
  12. How to add the logo of your agency to the invoice?
  13. What information can be seen in the invoices?
  14. How to edit an invoice?
  15. Where can I attach and review invoices sent by suppliers?
  16. How to add the basic terms to an invoice?
  17. How to add the extended terms to an invoice?
  18. Can I generate and invoice for services that are being paid to the supplier?
  19. Where can I see the generated invoices?
  20. Can I add a service to an existing invoice?
  21. Can I download the invoices?
  22. How to download multiple invoices?
  23. Can I delete an invoice?
  24. What is a quote in TravelContact?
  25. What is the difference between an invoice and a quote?
  26. How to create a new quote?
  27. Can I generate multiple quotes for a trip?
  28. What services can I include in quotes?
  29. Where can I find the quotes created for a trip?
  30. How to delete a quote previously created?
  31. Can I delete multiple quotes from the same trip at the same time?
  32. How to view and personalize a quote?
  33. How to download a quote to PDF?
  34. Can I download multiple quotes from a trip at once?
  35. How to send a quote to clients?
  36. How to add payments received to a quote?
  37. Can I add agency terms to quotes?

 

1. What information can I find in the Accounting section?

You will find the invoices generated from the confirmed services that are paid to the Agency.  and the payment information about the commission to be received for each service from the provider. Through this section it is possible to enter payments for services and track those same payments. Also you can edit and download the invoices created for each of the confirmed services.

2. Where can I check the Commissions of a trip?

  1. Create a new trip or choose one from the list.
  2. In the top menu, choose the Accounting section.
  3. Locate the Commission category and you will find information related to the amounts and payment dates for the commissions.

3. How to enter a scheduled payment?

  1. Create a new trip or choose one from the list.
  2. Enter the costs of the service and then confirm it.
  3. Go to the Accounting section.
  4. Locate the Invoice. Then click on the Actions button next to it and select Enter Payment. If the costs were divided in the services section you must locate the Actions button corresponding to each of the groups.
  5. A new tab will open on the right where you can enter the payments corresponding to the service. You can add or schedule payments.
  6. In the box Payment Information, indicate YES to the question: Request payments?.
  7. Go to the Payments Requested box and click the Add payment request + button.
  8. A new tab will open where you must fill out the Payment Information to be scheduled, repeat the procedure to schedule several payments.
  9. When you receive the programmed payments, enter the information within the payment request you have created (to avoid generating an additional payment). Click the Actions button and select the option Submit payment.
  10. To remove a payment, click the Actions button and select the Delete option.

4. How can I enter a payment received?

  1. Create a new trip or choose one from the list.
  2. Enter the costs of the service and then confirm it.
  3. Go to the Accounting section.
  4. Locate the service. Then click on the Actions button next to it and select Enter Payment. If the costs were divided in the services section you must locate the Actions button corresponding to each of the groups.
  5. A new tab will open on the right where you can enter the payments corresponding to the service. You can add or schedule payments.
  6. In the box Payment Information, indicate NO to the question: Request payments?.
  7. Locate the Payments Submitted box and click on the Add payment + button.
  8. A new tab will open where you must fill out the payment information.
  9. To edit or remove a payment, click the Actions button and select the corresponding option.

5. How to enter payments made to a Supplier?

  1. Create or select a trip from the list. Enter the service costs and confirm it, then go to the Accounting section.
  2. Click on the category Payments to Supplier and choose between Direct to Supplier or Agency to Supplier.
  3. Locate the service, click on the Actions button and select the option Enter payment.
  4. A new window will appear, and you’ll be able to enter the payment details.

Note: You can select or choose multiple services and mark them as paid.

6. How to enter scheduled payments to a Supplier?

  1. Create or select a trip from the list. Enter the service costs and confirm it. Now go to the Accounting section.
  2. Click on the category Payments to Supplier and choose between Direct to Supplier or Agency to Supplier.
  3. Locate the service, click on the Actions button and select the option Manage payments.
  4. A window will open on the right side where you can enter the payments corresponding to the service. You can add or schedule payments.
  5. In the Payment Information box, indicate YES to the question: Request payments?.
  6. Go to the Scheduled Payments box and click on the Add payment request + button.
  7. A window will open where you must complete the payment information to be programmed and repeat the procedure if you want to schedule several payments.
  8. When receiving the scheduled payments, enter the information within the same Scheduled Payments box to avoid generating an additional payment. To do this, you must click on the Actions button and select the Make payment option.

7. How to add commissions to the services?

  1. Create a new trip or choose one from the list.
  2. It is possible to add commissions from the Services section or from the Accounting section, both located on the top menu of the trip.
  3. Either way, you must locate the service, click the Actions button and select the View Service Info option.
  4. A window will open on the right side with the service information, locate the Costs category and click Edit.
  5. If the service costs are split by groups, you must enter each group and add the corresponding commission for each one.
  6. When you're done, click Save.

8. What does the commission status represent?

Only for Admin and Assistant

When you enter a commission payment you will be able to add the Commission Status, choosing between: 

  1. Open: Commissions with pending payments from the supplier to the agency and / or the agency to the agent.
  2. Void: A service has been canceled and does not generate any penalty.
  3. Canceled: A service has been canceled and generates a penalty (according to cancellation policies or contracts).
  4. Closed: The entire commission has been paid by the supplier to the agency and also from the agency to the agent.

9. How to enter commission payments?

  1. Create a new trip or choose one from the list.
  2. Go to the Accounting section.
  3. Click on the Commission category.
  4. Locate the service. Then click on the Actions button and select the option Enter Commission.
  5. A new tab will open where you must complete the Payment Information of the commission. When finished, click Add.
  6. To edit or delete commission payments, click on the Actions button and select the corresponding option.

10. What are the types of invoices in TravelContact?

There are two types of invoices: the ones with follow-up and without follow-up.

  • Use an Invoice with follow-up when you will add the main client and an expiration date, to later add the payments in the future.
  • Use the untracked invoice when it is not necessary to assign a main client or due date to receive payments.

11. How to customize an invoice?

  1. Enter a trip from your list and then go to the Accounting section.
  2. Locate the invoice you want to customize. Select the Actions button and then click on View Invoice.
  3. You can edit the color of the invoice and the font, choosing among the available options. You can also change the name of the main client, if necessary, add the logo of the agency and enter a brief description of the services.
  4. Finally, there is a box to add the terms and conditions of your agency works.

12. How to add the logo of your agency to the invoice?

  1. Locate the Accounting section.
  2. Choose the invoice to which you want to add the logo of your agency, locate the Actions button next to the invoice and select the option View to open it.
  3. Click on the button Select your logo here.
  4. You can upload an image from your computer's desktop or add the URL of the image.
  5. Once you have uploaded the image click on Save Image.

Note: If an admin user has already added a logo, this logo will appear as a default in the invoices. To change it you must follow the steps mentioned.

13. What information can be seen in the invoices?

  • The invoice number
  • Creation date
  • Trip title
  • Main client
  • Name of the agency 
  • Details and description of the services invoiced
  • Total amount of the invoice, taxes and discounts
  • The amount paid
  • Balance due

14. How to edit an invoice?

  1. Enter a trip from your list and then go to the Accounting section.
  2. Locate the invoice you wish to edit, select the Actions button, and then click on Edit Invoice.
  3. You will be able to edit the main client, the due date, the tax, the discount and change the status of tracking / non-tracking of the invoices.

15. Where can I attach and review invoices sent by suppliers?

These invoices can be reviewed and attached in the Payment to suppliers tab within the accounting section. :

  1. Go to the Accounting section and click in the Payment to Suppliers tab. 
  2. Find the service you wish to attach an invoice to.
  3. Click on the Actions button and choose Manage Payments
  4. A new window will open on the right, where you’ll be able to enter the invoice details such as invoice number and dates. 
  5. In the additional documents tab you’ll be able to attach the invoice to this service.

16. How to add the basic terms to an invoice?

The basic terms are short explanations to show the basic policies with which the agency works when selling a service.

Once you have confirmed and invoice the services:

  1. Go to the Accounting section.
  2. Choose the invoice to which you want to add the terms and conditions and click on See Invoice.
  3. Locate the Terms box and click on Select to choose between the options: preset by agency or preset by the user.
  4. If you want to add new basic terms as a user, you can do it by choosing: Add one, just add the text with the information and then click on Add.

17. How to add the extended terms to an invoice?

The extended terms are a longer explanation of all the policies to be followed by the agency when it makes the sale of a service, this type of terms are a kind of contract that can only be established by the agency administrator.

Once confirmed and billed the services:

  1. Go to the Accounting section.
  2. Choose the invoice to which you want to add the terms and conditions and click see invoice.
  3. In the lower right corner, click Add extended terms.
  4. A new window will open where you can choose between the extended terms that the administrator has configured for your agency. Select from the available options and click on add.

18. Can I generate and invoice for services that are being paid to the supplier?

No, Invoices are only generated for services being paid to the Agency.

19. Where can I see the generated invoices?

  1. Go to the Accounting section.
  2. Locate the invoice you wish to see, select the Actions button and the click on View Invoice.
  3. You will be able to see the invoice and customize it, also you can add the conditions and policies of the payments for your agencies.
  4. To go back to the list click on Back to Invoice List.

20. Can I add a service to an existing invoice?

Yes, you can add services with split costs to a group invoice or individual invoices and you can also add services without divided costs to a previously created invoice, but you won’t be able to mix group invoices with individual services.

21. Can I download the invoices?

  1. Locate the Accounting section.
  2. Find the invoice you wish to download. Select the Actions button next to it, and then click on View Invoice.
  3. On the invoice, click on the Download PDF button. You can choose between the available options: Detailed PDF with or without payment details and non-detailed PDF with or without payment details.
  4. Find the PDF downloaded in the download folder of your computer.

22. How to download multiple invoices?

  1. Select a trip from your list and then enter the Accounting section.
  2. Select all the invoices you want to download and click on Actions button (located at the top next to services).
  3. Choose an options: massive download of detailed PDF or massive download of non-detailed PDF, with or without payment details.
  4. A zip file will be downloaded, locate it within the download folder on your computer to see all the selected invoices.

23. Can I delete an invoice?

Yes, you can delete one or several invoices at any time.     

  1. Locate the Accounting section.
  2. Locate the invoice you wish to delete. Find the Actions button next to the invoice and select the Delete Invoice option.
  3. The platform will ask you if you are sure you want to delete the invoice. Click on OK and your invoice will be deleted.

Note: When you delete an invoice, the services that were associated will return to the Proposal status within the list of services.

24. What is a quote in TravelContact?

A quote is a document that reflects a cost estimate for a selection of confirmed services in a trip. The quote can include confirmed services that are payable to the agency as well as services that are payable to the supplier.

25. What is the difference between an invoice and a quote?

An invoice will only include confirmed services in a trip that are payable to the agency, as the invoice is sent from the agency to the client to pay for these services.  A quote may also include the services in the trip that are payable to the supplier. 

An invoice is used to charge a client for the total amount due to the agency. A quote is used to inform the client of the total amount due regardless of services being payable to agency or supplier.

26. How to create a new quote?

From the Services Section of a trip, select the services you want add to a quote by clicking on the box next to them and click on ActionsCreate a Quote. Enter main client, quote description, creation date and select Create.

27. Can I generate multiple quotes for a trip?

Yes. The user can generate as many quotes as needed and may repeat services in different quotes. The only restriction is that two quotes cannot have the same name. 

28. What services can I include in quotes?

You can select to include any service from a trip in a quote. The quote can include services payable to the agency and services payable to the supplier.

29. Where can I find the quotes created for a trip?

  1. Go to the Accounting Section of the trip and select Invoices – Quotes.
  2. Here you will find a list of all quotes created and from Actions your will be able to: view quote, edit quote, download itemized PDF, download not itemized PDF, send itemized PDF, send not itemized PDF and delete quote.

30. How to delete a quote previously created?

  1. Go to the Accounting Section of the trip and select Invoices – Quotes.
  2. Find the quote you want to delete and click on Actions - Delete quote and Accept.

31. Can I delete multiple quotes from the same trip at the same time?

Yes.

  1. Go to the Accounting Section of the trip and select Invoices – Quotes.
  2. Find the quotes you want to delete and select them by clicking the box next to each of them. Then, go to Actions and select Bulk Delete.

32. How to view and personalize a quote?

  1. Go to the Accounting Section of the trip and select Invoices – Quotes.
  2. Find the quote you want to view and click on Actions – View Quote.
  3. You will be able to: edit colors, choose font, add logo, add service description, include agency terms, enter payments and download and itemized or not itemized version of the quote with or without payment details.

33. How to download a quote to PDF?

  1. Go to the Accounting Section of the trip and select Invoices – Quotes.
  2. Find the quote and click on Actions and choose from: Download itemized PDF with or without payment details or Download not itemized PDF with or without payment details.

34. Can I download multiple quotes from a trip at once?

Yes.

  1. Go to the Accounting Section of the trip and select Invoices – Quotes.
  2. Find the quotes you want to download and select from: Bulk download itemized PDF or bulk download not itemized PDF with or without payment details.  All the quotes selected will be downloaded in the format specified.

35. How to send a quote to clients?

  1. Go to the Accounting Section of the trip and select Invoices – Quotes.
  2. Find the quote and click on Actions and choose from: Send itemized PDF with or without payment details or Send not itemized PDF with or without payment details.
  3. A message box will appear with the quote PDF added as an attachment, you may: select clients to send to, enter a subject, write a message and include additional attachments.
  4. Then, click send.

36. How to add payments received to a quote?

A quote may include services with two types of payment: 

1) Payments to supplier: the quote will automatically include all direct to supplier payments entered in TravelContact.  There is no need to add these payments to the quote. 

2) Payments to agency: go to the Accounting Section of the trip and select Invoices – Quotes. Find the quote and click on Actions – View Quote. Enter payment in the box: Paid to Agency. The balance due will adjust to reflect the payment entered.

37. Can I add agency terms to quotes?

Yes.

  1. Go to the Accounting Section of the trip and select Invoices – Quotes.
  2. Find the quote and click on Actions – View Quote.
  3. Find the box for Terms and select from agency presets or user presets that are terms that have already been saved to TravelContact.  Or, select to add a new term and enter a description and terms text. 

The terms will now be reflected to your quote and included in the PDF.

 

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