Closing Out Groups

After a group has completed travel, you should close it out. Closing out consists of the following steps:

1. Printing the reports
2. Closing out the group in the general ledger
3. Backing up your GlobalWare data
4. Purging the group

Printing Reports

Before you close out a group, print the following reports for the group:

• Passenger Manifest
• Customer Transaction History
• Payments In/Out Report

Closing Out Groups in the General Ledger

Balancing the Tracking of Groups with Group Deposits. After you have made any necessary adjustments, compare the Total Available Funds on the Payments In/Out Report with the balance in the GL Group Deposits account (2520). The two amounts should equal. If they do not, check the adjustments you made. Run the Payments In/Out report and the GL Edit & Query for the group you are closing out. Use the group deposits account number and the Group ID for the group you are closing out) as the criteria for GL Edit & Query.

Transferring Profits. When the tracking of groups is in balance with Group Deposits, you can transfer the profits. The amount is the Total Available Funds for the group on the Payments In/Out report.

Make the following adjustment in the general ledger:

• Debit Group Deposits (2520)
• Credit Group Revenue (4098)

You might want to print the Payments In/Out report again, including Journal Entries.