Data Management and Accounting

GlobalWare provides a full set of functions and reports to accomplish your agency's data management and accounting tasks.

Data management and subledger accounting

GlobalWare offers the following data management and subledger accounting capabilities:

• Interface invoice items from the travel industry's Global Distribution System (GDS), specifically Amadeus, Apollo, Travelport+, Sabre, and Worldspan.

  Note: You can also import non-GDS invoices if the data is formatted according to the file format specifications required by the Import Invoices function. For more information, see GlobalWare Invoice Data Import Specifications.

• Enter and modify all travel-related invoice items.
• Record deposits to your bank account, which include the receipt of funds from customers and travel-related service providers (such as hotel, car rental, and tour companies). You can apply the receipts to the amounts due from clients and providers, update commissions and refunds due from providers, and update customer receivables.
• Enter and print checks to pay for travel invoice items due to providers, to non-travel vendors (such as phone companies, landlords, and janitorial services), and for refunds due to customers. The Checks function also updates account payables to providers and customers.

• Prepare Airlines Reporting Corporation (ARC) reports and reconcile them with the IAR application's back office accounting system (BOS) file.

  Note: Interactive Agent Reporting (IAR) is an electronic sales reporting application that uses the Internet and web-based technology to integrate an agency's GDS and ARC's settlement system. It enables ARC-participating organizations to settle agency sales, refunds, exchanges, and adjustment transactions.

• Maintain complete control of travel-related receivables and payables, including:
  • Any adjustments, changes, or write-offs in amounts or due dates for receivables or payables.
  • Statements for amounts due from customers or for commissions due from providers.
  • Aging lists for customer receivables and for payables to providers.
• Print reports for corporate clients.
• Print internal reports for paying agents and negotiating with travel suppliers.
• Track and dun commissions due from non-ARC suppliers, and reconcile commission payments from Onyx, TACS, and Paymode-X.

General ledger accounting

GlobalWare's general ledger system is fully integrated with back-office management.

GlobalWare automatically creates transactions for invoices, checks, receipts, and adjustments as needed in the accounts receivable, accounts payable, and commissions receivable subledgers. Checks, receipts, and adjustments also result in corresponding transactions in the general ledger. Invoices are posted separately to the general ledger because most invoices come from the GDS and might require editing.

The general ledger system enables you to:

• Enter other non-travel related entries, such as journal entries for payroll accruals, bank transfers, and ARC drafts.

  Note: You can also import journal entries from other systems if the data is formatted according to the file format specifications required by GlobalWare's general ledger system. For more information, see File Specifications for General Ledger Import.

• Post ARC and Direct receivables and payables to the general ledger (cash-basis accounting).
• Post gross sales to the general ledger (cash-basis accounting).
• Post receivables, ARC and non-ARC payables, and sales to the general ledger (accrual accounting).
• Reconcile bank accounts and other open item accounts (receivables and payables).
• Print journal entry register reports, general ledger listings, trial balances, and financial statements.

Customizing how GlobalWare posts

Using the Processing Table and System Control functions, you can customize the general ledger charts to which GlobalWare posts when accounting for invoices, checks, receipts, and other adjustments. For more information, see Processing Table Overview and System Tab.

GlobalWare offers cash-basis accounting and accrual accounting. These accounting approaches differ primarily in the way settlement invoice items are handled. For more information, see Cash-Basis Versus Accrual Accounting and the Settlement Types section in Basics of Invoices.