Editing, Changing Status, and Adding

You can edit an invoice item listed in the Search Results grid on the Commission Tracking screen and change its status. You can also refresh the grid after adding an invoice item so that the item is listed.

Editing Invoice Fields

You can edit the traveler, depart date, daily rate, number of days, number of units, total cost, commission percent, and commission amount as desired, for example, to make the invoice match the commission received.

If you change the Depart Date, number of days on the grid is updated automatically. If you change the number of days, return date on the invoice is updated automatically (return date is not visible on this grid). If you change the commission percent, the commission dollar amount is updated automatically. If you update the commission dollar amount, the commission percent is automatically set to zero.

If you change the depart date, daily rate, number of days, or number of units on a car or hotel, total cost is updated automatically. If you change total cost on a car or hotel item, daily rate is automatically set to zero (indicating a flat rate).

Editing Commission Received Amount

You can enter the commission received amount. If you enter R in the Status column (see "Changing Status" below), commission received is entered automatically. Enter a specific commission received amount when it is different from the commission due amount.

Notes: 

• Do not enter R in the Status column if you want to enter a received amount that is different from the due amount. Entering R in the Status column always sets the received amount equal to the due amount.
• If you are entering commission received, enter the total amount received so far. For example, if the commission received was previously $2.00 and you have received an additional $4.00, enter $6.00 (the total received so far) not $4.00 (the most recent amount you received).

Changing Status

Use the Status (S) column to change the status of an item. Valid values for the Status column are: R (Received payment for commission due), V (Void), N (No Show), X (canceled), D (Delete), U (Un-receive), and Z (zero/non-commissionable). Use V for write-offs.

• N and X void the item and store N or X, respectively, in the Status Reason field.

• R sets commission received to the commission due amount, and the date entered in the main dialog box for the R Gets Received Date field is stored in the invoice item’s commission received date field.

  The Amount to be Rcvd, at the bottom right of the browse grid, keeps a running total of commissions received amounts. After you mark an item received and then move to another item, Commission Tracking updates the total amount to be received.

  For information about how to record the commission check when you mark items received in Commission Tracking, see Special Considerations - Commission Checks.

• Z sets the commission due amount to zero, and the date entered in the main dialog box for the R Gets Received Date field is stored in the invoice item’s commission received date field.

• V voids the invoice item, and D deletes it permanently.

  You cannot change void or delete an item that has been posted to the general ledger (use the Invoice function if the record has been posted).

• U sets commission received to zero and removes the commission received date.

  Mark an item U (Un-received) only if you marked the item received in Commission Tracking. (Use Adjust Accounts to unapply items you applied with Post Deposit or Adjust.)

  Use the GL Edit & Query function to determine where an item was applied. Enter the pay ID and click SEARCH. "A" in the Sr column on the far left means it was applied in Adjust. "R" means it was applied in Post Deposit. If the item is received but is not in the general ledger, it was marked received in Commission Tracking (Commission Tracking does not update the general ledger). If you do not know the pay ID, you can find it by pressing F4 on the item in the Search Results grid on the Commission Tracking screen. The Invoice Display screen that appears shows the pay ID in the title bar. For more information, see Invoice Display Screen.

After you made changes, select OK to save the changes, or Exit to exit without saving changes.

To change the status of multiple tracking items, see Changing the Status of Multiple Tracking Items.

Adding Items to the Search Results Grid

You might find while you are working in the Search Results grid that you need to manually enter an invoice item. For example, if you are working from a list of payments, you might find some bookings have not been interfaced into GlobalWare. You can perform the equivalent of using the SEARCH button on the initial window again without losing the work you have already done in the grid.

1. Leaving the Commission Tracking browse grid open, select File, Invoices, or click the Invoices icon.
2. Add the invoice item.
3. Close the Invoices function.
4. Click REFRESH. The grid refreshes, retaining any work you had done and adding the new invoice item.