Pre-paid voucher (create new supplier – agency pays by cheque)

Pre-paid voucher (create new supplier – agency pays by cheque)

8.2 Pre paid voucher - Create new supplier; agency pays direct by cheque.

This procedure would occur where a supplier was not listed as a creditor, and where the supplier name was not on the SUPPLIER / PRINCIPAL CODE BROWSE.

• PURCHASE FROM code will be: DIRECT.
• SUPPLIER NAME can be entered, along with all other relevant details (address, phone & fax #s), which will download onto itinerary, etc. NOTE: Ensure that the MAIN CITY code is filled in.
• PAYMENT TYPE is left blank

• In the event the Hotel Name is not in the codes Listing (Browse Key), the system allow the Hotel to be entered by the consultant immediately without wasting time. It is Imperative that the
  
  

  search is complete for the Hotel or Supplier before adding a new code. Click on The browse Key and the enquiry screen will appear with the default set to Description (Traffic Lights). Type the first 3 / 4 characters of the Hotel name and check if there, continue typing if more than one hotel start with “The ?” to search properly. Next Click on CODE order (traffic lights) and enter the 3 digit city code of the Hotel followed by the first 2 / 3 characters of the Name (Excluding “The”) this will search again for hotel. If certain it’s not there then the following adds the code into the system.

• Go to OPTIONS
• Choose ADD SUPPLIER and verify the sequence, to enable the new supplier to be added to the Supplier/Principal code listing, The CODE generated by the system can be overridden, and an alternative suggested, provided it’s not already in use.

Travelog will automatically create Supplier Codes for you using 7 letter codes. The first 3 letters are City codes and the last 4 are the Hotel’s name: EG; Novotel Melbourne, CODE = MELNOVO

• Go to DIRECT VOUCHER PRINT

• Note that the VOUCHER TYPE is filled out as PRE-PAID
• Fill in PASSENGER NAMES from drop down list.
• Add COMMENT where appropriate.
• Select YES or NO to INCLUDE PRICING
• PRINT/SAVE. The bottom part of the voucher is given to the accounts person to assist with commission tracking.
• Go to ACCOUNTING
• RECEIPT MONEY
• PAY SUPPLIER
• Fill in the cheque number of the cheque used to pay supplier. The net due is OUTSTANDING in the top section, also seen as AMOUNT TO PAY in the lower section.
• MAKE PAYMENT, Check TRANSACTION DRILLDOWN, QUOTE/BOOKING - SAVE.