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Invoice Process for Groupbook when SERVICE_BASED_INV_GENERATION=Y

Product Version: 2.77
Document Version: 1.02
Last Updated: 18/05/2011 17:12
Author: Geert Van Eycken

This white paper will help you to …

  • Output one invoice message including mixture of package and itemised invoice lines
  • Credit an Entire Invoice
  • Raise additional invoices due to passenger number changes
  • Raise credit notes against invoice lines

Introduction

Groupbook Types

  • Tourplan Groupbook users operate different types of Bookings.
  • Based on how these bookings are operated in Tourplan we distinguish:

    Itemised Booking

    A price for each service is offered

    Package Booking

    All services are grouped together to obtain a per person or per room package price

    Package/Itemised Booking

    Some services in the booking are grouped together to obtain a per person or per room package price whilst for other services a service price is offered

  • Invoicing a booking containing a mixture of packaged services and itemised services has always been quite tricky and time consuming.
  • In version 2.77 Tourplan has gone a long way to making this process almost seamless.

Service Based Tax

  • If a Groupbooking is invoiced by either Itinerary or Consolidating Linked PCMs Tourplan does not store any service line transactions. This resulted in not being able to report Service based Tax.
  • In version 2.77 Tourplan has introduced a new system wide INI setting which generates service line transactions even if the invoice is generated by Itinerary or Consolidated Linked PCMs.


SERVICE_BASED_INV_GENERATION=Y

  • The invoice process is slightly different based on whether or not the value of this INI setting = Y.
  • This document is an operational document and gives some suggestions on how to simplify the Invoicing Process for Group Bookings containing a mixture of Linked PCM packages and itemised services.
  • This document is based on having SERVICE_BASED_INV_GENERATION=Y.

Disclaimer

  • Besides having INI setting SERVICE_BASED_INV_GENERATION=Y other very important settings are required in order to be able to generate service based tax reports.
  • Please consult your local support office for further information.
  • This document is an operational document and does not discuss the generation of service based tax reports.

Invoice Process

  • We distinguish 2 invoice methods in this document.
    • Entire Booking Using Consolidate Linked PCMs
    • Per Itinerary
  • We will use the same example for both methods of a Groupbooking containing 2 Linked PCMs each Linked PCM attached to a separate itinerary and 2 Additional Services attached to a third itinerary.


  • The goal of the process is to generate just 1 invoice message where the 2 Linked PCMs are packaged and the 2 Additional Services are itemised.

Entire Booking Using Consolidate Linked PCMs

Invoice Screen

  • From within the Groupbooking Generate the Invoice which opens the "New Invoice screen":


  • Change relevant parameters based on your internal procedures.

Invoice Modes

  • A Groupbook invoice can be generated by Service or by Itinerary.
    • Generate the invoice by Service to create an invoice line for each service in the booking.
    • Generate the invoice by Itinerary to create a package invoice based on the paying passengers in the Groupbook Pax Configurations screen.

Invoicing All or Some Itineraries

  • To Invoice the Entire Booking using the same invoice mode keep the Entire Booking check box checked.
  • Uncheck check box Entire Booking to:
    • Invoice just some of the itineraries
    • Invoice Itineraries using different invoice modes
  • To change the invoice mode of an itinerary, select the itinerary by checking the check box next to the relevant itinerary name.

Entire Booking and Consolidate Linked PCMs

  • This invoice method is based on invoicing the Entire Booking and using Consolidate Linked PCMs.
  • Using Consolidate Linked PCMs is only possible if using the Service Invoice Mode.
  • We adjust the Invoice Screen to Service Mode:



  • This enables the Consolidate Linked PCMs check box which we check:


  • We do not check the check box By Service Sell Currency.
    • This is not within the scope of this document.
  • When Service Mode is selected an invoice line is created for each service within the booking.
  • When Service Mode is selected and Consolidate Linked PCMs is checked an invoice line is created for each service in the booking NOT belonging to a Linked PCM and ONE invoice line is created per Linked PCM.
    • You have the option to generate for each Linked PCM an invoice line per Room Type or per Room Type/Person by choosing the relevant radio:
      • By Room Type
      • By Room Type/Person
    • In our example we choose By Room Type/Person


Invoice Lines

  • Click forward to generate the Invoice Lines.


    • Besides generating for each Linked PCM an invoice line per Room Type/Person Tourplan generates a Header Invoice Line for each Linked PCM.
    • By default the description of this invoice line will be the Linked PCM Name.
    • If required, this text is easily modified by double clicking the Header Invoice Line of the Linked PCM:


    • Amend the Transaction Item description as desired, for example to:


    • Click OK which returns you to the Invoice Lines:


    • Repeat this for each Linked PCM Header Invoice line:


Expanding an Itinerary Invoice Line

  • Due to the INI setting SERVICE_BASED_INV_GENERATION=Y each itinerary invoice line can be expanded by double clicking the + left of the invoice line. This gives:


  • You are now shown the invoice transaction lines for each service within the selected room type for the Linked PCM.
  • Any changes made to values and/or quantities within these transaction lines will result in a new Room Type Total.

Inserting Invoice Line

  • Assume we want to highlight on the invoice that we have offered 1 Person free in a Single Room.
  • Position the cursor on the line under which you want to insert an invoice line.


  • Click Insert:


  • Enter relevant text:


  • Click OK which returns you to the Invoice Screen:



Package Invoice Line Quantities & Values

  • With INI setting SERVICE_BASED_INV_GENERATION=Y you cannot change the Invoice Line Quantities or Values of the Linked PCMs invoice lines:


  • The only items you can change are the 2 Transaction description lines.

Saving and Printing the Invoice

  • Click Save to save the invoice:


  • Select relevant invoice message layout:


  • Click OK which will open the Invoice Edit screen:


Additional Invoices

  • Additional invoices are required when the booking is either over-invoiced, invoiced or under-invoiced.
    • A booking is over-invoiced if the booking value is lower than the invoiced amount.
    • A booking is under-invoiced if the booking value is higher than the invoiced amount.
  • The most common reason for a booking being over or under-invoiced is passenger number changes.
  • Below an example of an accounts summary which shows Over-iInvoiced due to passenger number drop:


Repeat Invoice Process

  • Generate an additional invoice as per the Invoice Process above.


    • Note we are invoicing the Entire Booking by Service with consolidations of the Linked PCMs.
  • We get following Invoice Lines:


    • The only difference to the original invoice is an extra line "Less Previously Invoiced".
    • It is very important to keep this line as besides updating the new invoice value of the original invoice this "Less Previously Invoiced" also updates the Tax.
  • Make relevant changes as above. This will give you:


Saving and Printing the Invoice

  • Click Save to save the invoice:


  • Select relevant invoice message layout:


  • Click OK which will open the Invoice Edit screen:


  • This will result in following accounts summary:


Credit Note

  • Credit notes should only be raised for cancelled or part-cancelled services.
  • Assume in our example one of the additional services is cancelled.
  • This will result in the booking being over-invoiced:


  • As we know exactly which service is cancelled we can credit the relevant service on our invoice.
  • Select the original invoice to apply the credit:


  • Click Credit button:


  • Find the invoice line to be credited by clicking. This will give:


  • Select the line to be credited:


  • Click OK


  • Click OK:


  • Click the Save button:


  • Select relevant credit note format and click OK


  • This will result in the following Accounts Summary:


Per Itinerary

New Invoice Screen

  • From within the Groupbooking Generate the Invoice which opens the "New Invoice screen":


  • Change relevant parameters based on your internal procedures.

Invoice Modes

  • A Groupbook invoice can be generated by Service or by Itinerary.
    • Generate the invoice by Service to create an invoice line for each service in the booking.
    • Generate the invoice by Itinerary to create a package invoice based on the paying passengers in the Groupbook Pax Configurations screen.

Invoicing All or Some Itineraries

  • To Invoice the Entire Booking using the same invoice mode keep the Entire Booking check box checked.
  • Uncheck check box Entire Booking to:
    • Invoice just some of the itineraries
    • Invoice Itineraries using different invoice modes
  • To change the invoice mode of an itinerary, select the itinerary by checking the check box next to the relevant itinerary name.
  • In our example we select Main Package:


    • Select the invoice mode.
    • In our example we select radio button Itinerary. Once Itinerary is chosen you have the option to invoice by:
      • Room Type
        • Gives package room totals
      • Room Type/Person
        • Gives package per room per person totals
    • In our example we invoice the Main Package By Room Type/Person:


  • As we will invoice each Itinerary in our example we continue with the next Itinerary, Theatre Package.
    • We will invoice the Theatre Package by Itinerary and then By Room Type/Person:


  • As the additional services have been sold itemised we will invoice the Additional Services Itinerary by Service.
    • You have now the option to invoice by:
      • Service Total
        • Gives service totals.
      • By Room Type
        • This only is relevant if Consolidate Linked PCM is checked which is not within the scope of this document.
      • By Room Type/Person
        • This only is relevant if Consolidate Linked PCM is checked which is not within the scope of this document.
    • In our example we will select By Service Total:


Invoice Lines

  • Click forward to generate the Invoice Lines.


Expanding an Itinerary Invoice Line

  • Because INI setting SERVICE_BASED_INV_GENERATION=Y each itinerary invoice line can be expanded by double clicking the + left of the invoice line. This gives:


  • You are now shown the invoice transaction lines for each service within the selected room type itinerary line.
  • Any changes made to values and/or quantities within these transaction lines will result in a new Room Type Itinerary Total.

Changing Invoice Line Description

  • You can change the invoice line description by double clicking an invoice line.
    • Assume we want to change the invoice line description within the Theatre Package from "Single Room per Person" to "Per Person" since this package is NOT room based.
    • Double click the invoice line:


    • Change the text:


    • Click OK to return to:


Inserting Invoice Line

  • Assume we want to highlight on the invoice that we have offered 1 Person free in a Single Room.
  • Position the cursor on the line under which you want to insert an invoice line.


  • Click Insert:


  • Enter relevant text:


  • Click OK which returns you to the Invoice Screen:



Package Invoice Line Quantities & Values

  • With INI setting SERVICE_BASED_INV_GENERATION=Y you cannot change the Invoice Line Quantities or Values.


  • The only items you can change are the 2 description lines.

Saving and Printing the Invoice

  • Click Save to save the invoice:


  • Select relevant invoice message layout:


  • Click OK which will open the Invoice Edit screen:


Additional Invoices

  • Additional invoices are required when the booking is either over-invoiced invoiced or under-invoiced.
    • A booking is over-invoiced if the booking value is lower than the invoiced amount.
    • A booking is under-invoiced if the booking value is higher than the invoiced amount.
  • The most common reason for a booking being over or under-invoiced is passenger number changes.
  • Below an example of an accounts summary which shows Over-Invoiced due to passenger number drop:


Repeat Invoice Process

  • Generate an additional invoice as per the Invoice Process above.


    • Note we are invoicing the Main Package and Theatre Package by Itinerary/By Room Type/Person and the Additional Services by Service/By Service Total.
  • We get following Invoice Lines:


    • The only difference to the original invoice is an extra line "Less Previously Invoiced".
    • It is very important to keep this line as besides updating the new invoice value of the original invoice this "Less Previously Invoiced" also updates the Tax.
  • Make relevant changes as above. This will give you:


Saving and Printing the Invoice

  • Click Save to save the invoice:


  • Select relevant invoice message layout:


  • Click OK which will open the Invoice Edit screen:


  • This will result in following accounts summary:


Credit Note

  • Credit notes should only be raised for cancelled or part cancelled services.
  • Assume in our example one of the additional services is cancelled.
  • This will result in the booking being over invoiced:


  • As we know exactly which service is cancelled we can credit the relevant service on our invoice.
  • Select the original invoice to apply the credit:


  • Click Credit button:


  • Find the invoice line to be credited by clicking. This will give:


  • Select the line to be credited:


  • Click OK


  • Click OK:


  • Click the Save button:


  • Select relevant credit note format and click OK


  • This will result in the following Accounts Summary: