Appendix J - Entering general expenses via non-bsp for the agency credit card

Entering general expenses via non-bsp for the agency credit card

NOTE: When Updating the Non-BSP Batch, Credit Card entries can be identified in this list before updating. If an entry has been incorrectly posted - either linked or NOT linked to the Credit Card, the entry can be ‘modified’ in the Back Office Non-BSP data entry window.

This will eliminate the need to reverse and re-enter Travel Services Accounting Entries:

1. RECONCILING AGENCY CREDIT CARD STATEMENTS

   Items charged to the Credit Card must be reconciled using the NON-BSP Supplier Return Matching area. The starting and ending Creditor should be the Agency Credit Card and ALL Suppliers (Principals) should be selected from the drop down menus.

   These amounts should match your Agency Credit Card statement at the end of each month.

   In offices where a Client Bank Account and a General Bank Account are used 2 Returns will need to be processed. Expenses for the office should normally be paid from the General Trading Account.

   General Ledger Codes for expenses entered can be seen in the Return Matching window.

   IMPORTANT ADDITIONAL NOTES ON THE POSTING OF AGENCY CREDIT CARD TRANSACTIONS:

   Where a Nett Payment is charged, this is reflected by opposing values posted to the REAL Non-BSP Creditor that the card has been processed by. This is required to correctly track Sales reports by Creditors and Suppliers.

   Where a Gross Payment has been charged there will be two amounts showing - the Nett Value of the Booking and the Full Credit Card amount that has been paid. Once combined (matched) in the Non-BSP Supplier Return Matching area this will reflect any commission value amount still due from that Creditor.

   All items will need to be matched together in the Supplier Return area to be cleared from the system when running the Non-BSP Supplier returns.

2. TRACKING COMMISSIONS FROM GROSS AGENCY CREDIT CARD PAYMENTS

   For any Gross Payment made to Suppliers, two Transactions will appear for matching in your NON- BSP Return area against the ORIGINAL Creditor.

   These should equal the value of commission due. When the Agency Card has been charged at NETT then two related items found in the matching window should balance back to Zero.

   When Creditor has paid commission to the Agency it must be receipted under Supplier Receipt (Other Commission) selecting to update Non- BSP Creditor.

   Once updated, your Receipt Entries flow to the Non-BSP Matching area to balance against commission due.

   These amounts should be cleared from Non-BSP as a Zero value Non-BSP Return Cheque.