Import and Reconcile for TACS

The Commission Reconciliation function enables you to reconcile GlobalWare transactions with TACS transactions.

Importing

Before you import, make sure the previous file has been reconciled as much as possible. When you import, the data from the previous file will be deleted. Then follow these steps:

  1. On the Commission Reconciliation screen, select TACS from the Reconciliation File drop-down list.

    Note: To access the Commission Reconciliation screen, see Using the Commission Reconciliation Screen.

  2. Use the File to Reconcile field to specify the location of the file (type the drive, path, and file name).

    Note: You can use the ellipsis () button to the right of the File to Reconcile field to navigate to the file you want to reconcile.

  3. Click List Disk if you need to review the transactions in the file before you import.

  4. The TACS file does not provide chain codes. GlobalWare determines the chain code by searching for a hotel property in the Account ID table whose account ID matches the phone number in the TACS file. If GlobalWare cannot find a chain code for a record in the file, either because it cannot find an account ID or the property account ID does not have a chain code, it will not reconcile that record.

    Click FIND MISSING PROVIDERS to search the file. If chain codes are missing, a report prints with the hotel phone number, name, and address, and what the Account ID should be (the phone number digits only). Use the Account ID function to add providers that do not exist or edit providers that matched but did not have a chain code.

  5. Click IIMPORT.

    If there are records that GlobalWare cannot find a chain code for, the message "Records with invalid providers have been found, cancel processing?"

    • Select Yes to cancel the import. Use FIND MISSING PROVIDERS as explained in step 4.
    • Select No to import. At the message "Records with invalid providers will not reconcile, are you sure?" select Yes to Import or No to cancel the import.

Reconciling and Reporting

  1. The Paid Date field defaults to the Payment date of the first payment record in the file. If you want a different date stored for commission received date, change the Paid Date. For example, for October bookings, you might want the payment received date to be October 31 for agent reports, even though TACS collected the commissions and paid you in November. Apply negative commission adjustments before trying to reconcile.

  2. Select Reconcile Transactions and the matching type (Standard Match or Optional Match) to reconcile the payments with GlobalWare transactions. For details about standard and optional matching, see How Commission Reconciliation Finds Matches.

  3. Select Reconciled Transactions Report, Unreconciled Transactions Report, or both. Choose to sort unreconciled report by ARC location.

  4. Select Update Booked Info with Paid Info if you want GlobalWare to update the booked information with what the customer actually paid.  For details about this option, see Reconciling. This step is relevant only if you are reconciling.

  5. Select Import Partially Paid Tracking Items if you want GlobalWare to import previously received matched tracking items from the file.

  6. Select how the reports are sorted.

    Note: The Reconciled Report is subtotaled by booking location, and the sort options for this report are within each booking location.

    • Sort by chain code, then property name, then arrival date (at the hotel)
    • Sort by traveler, then chain code, then property name, then arrival date
    • Sort by confirmation number, then chain code, then property name, then arrival date

  7. Click OK.

After you reconcile, use the Unreconciled Transactions report to review transactions and determine what you need to edit to make the items reconcile. Use Invoice Edit & Query or Commission Tracking to edit the transaction. Then you can run the reconciliation again to reconcile transactions that did not reconcile the first time. Or you can mark them received in Commission Tracking (this will not remove them from the Unreconciled Report).