Page1. CrossCheck Travel Enterprise Financial Takeup

Transcription

1 Page1 CrossCheck Travel Enterprise Financial Takeup

2 Page2 Table of Contents Contents CrossCheck Travel Financial Takeup Instructions... 3 CrossCheck Travel Financial Takeup Requirements... 5 Trust (Client) Account... 5 General (Operating) Account... 6 CrossCheck Travel Financial Takeup Signatures... 7 Trust Account Reconciliation... 8 Form 1 - Client Balances... 9 Form 2 Trust Account Debtor Balances Form 3 Trust Creditor Balances Form 4 Outstanding Deposits Form 5 Unpresented Cheques Disclaimer Trademarks Copyright Authoring Revision History... 15

3 Page3 CrossCheck Travel Financial Takeup Instructions Travelport is responsible for the installation, training and support of CrossCheck Travel Enterprise. Travelport staff will answer all questions relating to CrossCheck Travel Enterprise functionality, however, are not responsible for any accounting reconciliations or business management consulting. It is recommended all travel agencies utilise the services of an accountant or bookkeeper for guidance with all financial accounting purposes. The financial information from your previous accounting system must be in an appropriate format and prepared accurately. This will ensure the financial take-up into CrossCheck Travel Enterprise will be entered correctly. On completion of the financial take-up, CrossCheck Travel Enterprise will reflect your closing balances from the previous accounting system. Should a delay occur with the processing of the financial takeup or your close off date from the old system to the new system differs, you will need to record all accounting transactions manually and then re-process these transactions into CrossCheck Travel Enterprise. All financial accounting information supplied to Travelport is for the purpose of assisting you in setting up the CrossCheck Travel Enterprise system and will be treated with strict confidentiality. Once you have reconciled your trust bank account you will be required to transfer the information to the following documents, and sign the accompanying attachments, Client Balances (Form 1) Debtor Balances (Form 2) Creditor Balances (Form 3) Trust Account Reconciliation plus Bank Account Details (Forms 4 & 5) Your Take-up will not proceed until the above forms and attachments are received by your Travelport Representative responsible for assisting with the Takeup. If you have only one bank account you will be required to provide a Trial Balance instead of the Trust Account Reconciliation form. As mentioned previously you will be required to use a manual accounting system to record any financial information between the cut-off date of your current system and the completion of these figures into CrossCheck Travel Enterprise.

4 Page4 Please be aware that it is your responsibility to ensure that the figures provided to Travelport are accurate. Subsequent enquiries to Travelport regarding the financial takeup will be checked against the figures provided. If the enquiry is a result of a processing error during the financial takeup, Travelport are able to assist. If the enquiry is a result of incorrect information being provided to Travelport at the time of financial takeup, we will request that you direct this question to your accountant, bookkeeper, or the person responsible for compiling the financial take-up information. Please be aware that during the financial takeup process, your office will not be able to post any new transactions until completion of the process. Upon completion, the Travelport staff member will print a series of reports, reflecting the figures that were provided. Travelport requests that a representative from your business sign off the reports to indicate that the financial take-up has been completed as per the figures provided. On the day of financial take-up, if your bank reconciliation or trial balance is not ready, your agency may incur additional charges by Travelport, or the delay of your financial takeup. Please refer to section titled Delay in Installation and Charges for further information.

5 Page5 CrossCheck Travel Financial Takeup Requirements *I/We require either my/our Trust Only OR Trust & General (Operating) Account Balances to be loaded into CrossCheck Travel Enterprise. Please indicate below if Trust and/or General Account are required: Trust Y/N General Y/N Trust (Client) Account If yes to above, I/We have prepared and provided the reconciled figures (being a balancing Account Trial Balance and Detailed Bank Reconciliation) Trust (Client) account as at / / *My/Our reconciled figures balance on the trust account reconciliation provided Please circle either YES or NO If you answered NO to the above please complete the following: I/We understand that providing these unbalanced figures will in turn cause CrossCheck Travel Enterprise to have an imbalance. The amount by which my/our figures do not reconcile is DR / CR, the balance of which I would like to be placed in my account, the account number being. PLEASE NOTE: It is NOT the responsibility of Travelport to work out what the discrepancies are in your prepared figures.

6 Page6 General (Operating) Account If yes to above, I/We have prepared and provided the reconciled figures (being a balancing Account Trial Balance and Detailed Bank Reconciliation) for my/our General (Operating) account as at / / *My/Our reconciled figures balance on the general account reconciliation provided Please circle either YES or NO If you answered NO to the above please complete the following: I/We understand that providing these unbalanced figures will in turn cause CrossCheck Travel to have an imbalance. The amount by which my figures do not reconcile is DR / CR, the balance of which I would like to be placed in my account, the account number being. PLEASE NOTE: It is NOT the responsibility of Travelport to work out what the discrepancies are in your prepared figures. The accounting information provided is accurate and reconciled to / /

7 Page7 CrossCheck Travel Financial Takeup Signatures I/We of (agency/accounting representative name) take full responsibility for all financial balances and reconciliation information provided to Travelport and recognise that any discrepancies or imbalances are my/our responsibility to resolve should this information be incorrect. Reconciled By: Signature: Date Approved by (Owner or Director of Agency) Date PLEASE NOTE: These forms require completion by your Agency in order for us to assist with inputting your takeup figures. A takeup will NOT be completed unless these forms are completed and signed as above and faxed to our CCT Support contact for processing. The completed forms may be scanned and ed to [email protected] or faxed to Business Applications Team AU NZ

8 Page8 Trust Account Reconciliation for Cross Check Travel Financial Takeup FINANCIAL TAKE-UP DATE : / / OUTSTANDING CLIENT DATE (Total from Form 1 Client funds) LESS: DEBTORS DATE (Total from Form 2) PLUS: CREDITORS DATE (Total from Form 3) LESS/PLUS GST PLUS: COMMISSION NOT YET TRANSFERRED TOTAL (This should equal the CASH AT BANK figure below) BANK STATEMENT DATE PLUS: OUTSTANDING DEPOSITS (List all deposits on Form 4) LESS: UNPRESENTED CHEQUES (List all outstanding cheques on Form 5) LESS/PLUS: BANK CHARGES/INTEREST ETC CASH AT BANK (this should equal the TOTAL figure above)

9 Page9 Form 1 - Client Balances These balances should equal the total of Client Balances from the trust account reconciliation. Please make photocopies if additional forms required (Debit Credit = Client Balances). Note: Please print additional pages of this Form as required to complete Client Name Departure Date Debit Balance Credit Balance TOTAL

10 Page10 Form 2 Trust Account Debtor Balances These balances should equal the total of debtor balances from the trust account reconciliation. Please make photocopies if additional forms are required. Note: Please print additional pages of this Form as required to complete Debtor Name Debit Balance Credit Balance TOTAL

11 Page11 Form 3 Trust Creditor Balances These balances should equal the total of creditor balances from the trust account reconciliation. Please make photocopies if additions forms are required. Note: Please print additional pages of this Form as required to complete Creditor Name Nett Amount Owing Balance Debit Nett Amount Owing Balance Credit TOTAL

12 Page12 Form 4 Outstanding Deposits Note: Please print additional pages of this Form as required to complete Deposit Date Deposit Amount TOTAL

13 Page13 Form 5 Unpresented Cheques Note: Please print additional pages of this Form as required to complete Payee Cheque Number Cheque Amount TOTAL

14 Page14 Disclaimer All information in this document is confidential and should not be used for any purpose other than as a guide for use in conjunction with CrossCheck Travel Enterprise. No reliance may be placed on the information contained in this document. Travelport disclaims all representations made in this guide, including but not limited to representations as to the quality and accuracy of the information contained in this document. This guide is subject to change without notice. Neither the whole nor any part of this document shall be disclosed to any party in any form without the written consent of Travelport. This guide should be used for guidance purposes only and should not be relied upon as taxation or legal advice, nor used in substitution for obtaining your own taxation or legal advice. Travelport disclaims all representations made in this guide, including but not limited to representations as to the quality and accuracy of the information contained in this document. This guide is subject to change without notice. Trademarks Travelport may have patents or pending patent applications, trademarks copyrights, or other intellectual property rights covering subject matter in this document. The furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property rights except as expressly provided in any written license agreement from Travelport/Galileo. All other companies and product names are trademarks or registered trademarks of their respective holders. This training guide may refer to the following registered trademarks, trademarks or service marks of Travelport/Galileo: Galileo, Globe Device logo, Viewpoint, Focalpoint. Third Party Trademarks Microsoft, Windows and Internet Explorer are registered trademarks of the Microsoft Corporation. All other companies and product names are trademarks or registered trademarks of their respective holders. Copyright 2008 Travelport. All rights reserved. All Travelport logos and marks as well as all other proprietary materials depicted herein are the property of Travelport and/or its subsidiaries.

15 Page Galileo by Travelport. All Rights Reserved. The software described in this document is furnished under a license agreement or non-disclosure agreement. The software may be used or copied only in accordance with the terms of those agreements. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or any means electronic or mechanical, including photocopying and recording for any purpose other than the purchaser's personal use without the written permission of Travelport. Neither the whole nor any part of this document shall be disclosed to any party in any form without the written consent of Travelport. In Australia and New Zealand Travelport/Galileo operate as Travelport. Information in this document is subject to change without notice. The software described in this document is furnished under a license agreement or non-disclosure agreement. The software may be used or copied only in accordance with the terms of those agreements. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or any means electronic or mechanical, including photocopying and recording for any purpose other than the purchaser s personal use without the written permission of Travelport. Authoring This document was authored by Business Applications Team of Travelport. For questions or comments, please contact the Travelport Service Centre: Australia: New Zealand: Revision History Revision Status Date Update Summary Update from V Updated 16 May 2012 Business Applications