Commission Checks for Tracking Items

There are two ways to handle commission checks for tracking items: applying to invoices or posting to the general ledger and matching in Commission Tracking.

Apply to Invoices

Enter the commission check in Bank Deposit. Apply to open invoices (or apply on account and, at a later time, apply to open invoices by using the Adjust Accounts function).

When you decide to apply a check to open invoices, you must apply the entire check. Any amount remaining after applying to invoices can be posted directly to a general ledger chart or on account.

If the check has leftover funds after you apply, you can apply the remainder on account and apply to invoices later, or you can apply the remainder to the general ledger. You can apply the remainder to the general ledger only if you apply in Bank/Post deposit; if you apply in Adjust Accounts, you must apply the amount to invoice items or an adjustment.

Post the remaining amount on account if you plan to add the missing bookings. Go into the Invoice Program and add invoice items for those missing on the application screen. When you have entered all the invoice items, click Adjust Accounts on the Accounts submenu. Apply the items against the money left on the account. Or, enter a plus adjustment for the provider, offsetting to the appropriate revenue account, and apply the adjustment to the check.

Notes:

• When in the Post Deposit window, you can void items by highlighting them and pressing F9. To un-void the item, press F9 again (X in the Pay column indicates all items will be voided).
• You cannot adjust the invoice item when you use this method, except by editing in Invoice afterwards.

When a hotel chain or car company pays the commission for a given month, you do not receive any more commissions for that travel month. If you accept this and you do not plan to dun the company for the unpaid commissions, access the Commission Tracking function on the Commission submenu. Select unpaid items, enter the Travel Dates for the month they paid, and enter the Provider Account ID. We suggest that you sort them in the same sequence as they appear on the remittance advice.

You can void the items by entering V on the appropriate item in the left column. You might only want to void the items marked "No Show" or "Canceled" on their remittance advice and then send them a provider commission statement to dun for the remaining items. For more information about commission tracking, see Commission Tracking Overview.

Match in Commission Tracking

Enter the commission check in Bank Deposit and post it to the general ledger. In Commission Tracking, mark the items the check covered as received (enter R in the first column of the Search Results grid on the Commission Tracking screen).

On the Commission Tracking screen, you can edit the daily rate, number of days, units, total cost, commission percent, and commission amount as desired to make the invoice match the commission received. Editing in Commission Tracking updates the original invoice. Editing the number of days changes the Return Date and Commission Due date.

Commission Tracking does not know the check amount; you do not need to make invoice items balance with the amount of the check or leave an amount on the check on account.

You can also cancel tracking items in Commission Tracking by entering V (Void), X (Cancel), or N (No-show) in the first column of the Search Results grid on the Commission Tracking screen. Cancel and No-show are stored in the Status Reason field of the invoice; you can see the value of this field in the Invoice Status box (the second field of the status). You can delete tracking items by entering a D.

Choosing a Method

Matching in Commission Tracking is recommended in the following situations:

• When commission checks seldom match exactly the items they are paying for.
• You need accurate data for commission and other booked amounts for reporting or commission rebating (for example, to agents or corporate accounts).

When posting a check (full or partial amount) to the general ledger, the general ledger account defaults to the revenue account for the provider’s travel type. If it does not default, the provider’s account ID does not have a travel type set up.

Sales for tracking items post to the general ledger the next time you Post Invoices to the general ledger after the commission is received. Commission is considered received when any amount is received (not when it is paid in full). Sales post on the commission received date.