Travel Payables Reports

GlobalWare creates travel payables for interfaced or manually entered invoice items with A (agency plastic), C (cash or check), or R (accounts receivable) forms of payment. Items with a P (plastic) form of payment are not included because the provider owes the agency money for commissions. You should regularly review all pending travel payables at least once a week – for each branch separately or all branches at once. Travel payables reports show the amount due to providers for travel services sold by the agency.

GlobalWare provides five types of reports for travel payables:

• Payables using a standard format (organized by provider)
• Payables by general ledger account (organized by provider)
• Payables by age of invoice (organized by provider)
• Payables by booking agent (organized by booking agent)
• Payables presented for the purpose of general ledger balancing (organized by provider)

You can also organize reports first by branch and secondarily by provider (or booking agent if the travel payables report by booking agent is used). These reports include payables for open items only.

Note: For cash-basis accounting, the travel payables report by general ledger account includes items for which either the provider or customer amount is open. This is because both provider and customer payments affect accounts payable in the general ledger.

Backdating (for the GL Balancing Report)

For the GL Balancing report only, if the date you specify for the To date of the date range on the Travel Payables Reports dialog box is earlier than the current date, you can use the GL History for Backdating option to read the general ledger to determine amounts due to providers as of that date. For example, a due amount to a provider was entered for $250 on 1/30, a payment to the provider was entered for $50 and applied on 2/2, and the report was printed as of 1/31. If you do not select this option, the due amount reported will be $200, even though the due amount was $250 on 1/31. If you select this option, the amount reported will be $250. Because the report needs to review each accounts payable transaction, whether it is open or closed, to determine its due amount as of the specified date and review the general ledger, this option might make the report run much slower than when the general ledger is not read for the history. (If you do not select this option, the report does not review the general ledger and skips all closed accounts payable transactions.)

If the GL History for Backdating option is selected, the To date represents when items were entered into GlobalWare. You can also run the backdated report as a snapshot of what your general ledger was for account receivables on the system date. With the Snapshot Report option selected, the To date represents the system date.

Notes:

• If any general ledger records for an item have been compressed, the report cannot determine the due amount as of the date in the To field. The report determines if the general ledger has been compressed for each item. If it has been compressed, and the current due amount for the item is zero, the item is excluded from the report. If it has been compressed, and the current due amount is not zero, the item is included on the report with the current due amount. Therefore, if you backdate to a date earlier than the most recent general ledger compression date, the report might not be accurate.
• Backdating might make the report take significantly longer to process.

Running the Report

To run the report:

1. On the A/P submenu, click Travel Payables Reports. Alternatively, click the Travel Payables Reports () icon on the GlobalWare icon toolbar.

   The Travel Payables Reports dialog box appears.

   Travel Payables Reports dialog box

   

   Field descriptions

   The following table describes the fields on the Travel Payables Reports dialog box.

   Field	Description
   Report Type	Type of travel payables report you want to generate. The following types are available from the drop-down list: Standard Payables – Provides the net due for all items, and also provides the commission, gross sale amount, and customer received amount on invoice items. It includes the customer received amount because agencies often do not pay the provider unless the customer has paid. Standard report detail is sorted by invoice number. This report is generally used as a cash requirements forecasting tool. By GL Account – Provides the gross amount for all items, and also provides the provider paid and customer received amounts for invoice items. The gross amount appears in one of two columns: total amount for invoice items, and on account for adjustments, checks, and receipts. General ledger account report detail is sorted by invoice number, then pay ID. This format is generally used as a tool for balancing the accounts payable subledger to the general ledger. By Age of Invoice – An aging report that provides an overview of total amounts owed to the provider, and shows amounts due over the last 0-30 days, 31-60 days, 61-90 days, and more than 90 days. By Booking Agent – Provides the same information provided by the Standard Payables report, but sorts the data by booking agent. GL Balancing –
   Branch	Branch or location group. The report will include transactions that match this branch or location group. Only the branches to which the employee has access display. If All is selected, all branches to which the user has access are considered. To find and select a branch or location group, click the lookup () button. The Find Branch screen appears. For details, see Using the Lookup Buttons and Screens.
   Provider	Provider account ID. The report will include transactions for this provider account ID only. You can also specify @TAGGED to include transactions for tagged provider accounts only. Leave this field blank to include transactions for all providers. To find and select a provider account ID, click the lookup () button. The Find an Account ID screen appears. For details, see Using the Lookup Buttons and Screens.
   Customer Type	Customer-type code. The report will include transactions that match this customer type. To select more than one customer type from the drop-down list, click each customer type you want to select while pressing the Ctrl key. On-account items will not be included if you specify a customer type. Leave this field blank to include transactions for all customer types.
   From (for date range)	Beginning date of a range of dates. Using this date is optional; you do not need to define a range of dates. For invoices, this date is the accounts payable due date. Items within the specified range of dates will be included on the report. Use this date in conjunction with the To date to define a range.
   To (for date range)	Ending date of a range of dates. Even though defining a range of dates is not required, this date is required. For invoices, this date is the accounts payable due date. Items within the specified range of dates will be included on the report. Use this date in conjunction with the From date to define a range. If you specify only the To date, the range includes all dates before and including this date. If you select GL History for Backdating, this date represents when items were entered into GlobalWare. If you select Snapshot Report, it represents the system date.
   Show Chart/Graph	Indicates whether the report should present data in a chart or graph based on the selection in the Graph Type field.
   Graph Type	Type of chart or graph you want GlobalWare to use for report data. This field is available only if Show Chart/Graph is selected. For information about the charts and graphs you can use, see Chart and Graph Options.
   Summary Only	Indicates whether to create a summary-only report (subtotals and grand total only).
   Sort by Branch	Indicates whether to sort and subtotal the report by branch and then provider (or booking agent if By Booking Agent is selected in the Report Type field).
   Page Break by Branch	Indicates whether to start each branch on a new page. This option is available only if Sort by Branch is selected.
   GL History for Backdating	Indicates whether the GL Balancing type of travel payables report should include general ledger historical data for backdating purposes. This option is available only if GL Balancing is selected in the Report Type field and if the To date is set to an earlier date than the current date. If you select this option, GlobalWare reviews the history in the general ledger to determine amounts due to providers as of the To date. If you do not select Snapshot Report, the To date represents when items were entered into GlobalWare.
   Snapshot Report	Indicates whether GlobalWare should create a snapshot report of what your general ledger was for travel payables on the system date indicated in the To date field under Date Range. This option is available only if GL History for Backdating is selected.

2. Complete the fields as appropriate.

   Note: The To date field for Date Range is required.

3. Choose one of the following print options:

   • To print the report immediately, click PRINT.

     The Send to dialog box appears. Select a report destination. For more information, see Printing Overview.

   • To store the report as part of a batch for printing later, click BATCH.

     The Choose a Batch dialog box appears. For more information, see Batch Printing.

Report Example

Travel Payables Report (Standard Payables) example