Adding CCR Accounts

To add a CCR account, first complete general information about the account, then add the customer accounts and credit card numbers. If the customer account has invoices older than the first billing period, run the CCR Start Up function. For details, see CCR Start Up below.

To add a CCR account:

  1. On the Corporate submenu, click CCR Edit Accounts. The CCR Edit Accounts screen appears.

  2. Click Add to add a new CCR account. Complete the Add Account form.

    Field Description

    CCR Account ID

    Enter a 10-character code for this CCR account. If the account corresponds to one customer account, use the same account ID.

    Name

    Enter the name or description of the CCR account.

    Contact

    Enter the contact person for the CCR account.

    Sort Report On

    You can sort and subtotal the Credit Card/GlobalWare Reconciliation Report on Sort1, Sort2, Sort3, or Sort4. (These fields are populated from Name Field Remarks in PNRs and typically contain codes for employee or department). Select the Sort field or <none> if you do not want to subtotal the report.

    New Page per Sort

    Check this to have each sort group, such as the department, start on a separate page.

    Sort by CC#

    Check this if you want the Credit Card/GlobalWare Reconciliation report to sort by credit card number, then invoice date, then ticket number. Uncheck this to sort by invoice date and ticket number only.

    Print Sort Fields

    Check this if you want Sort1, Sort2, Sort3, and Sort4 to print on the Credit Card/GlobalWare Reconciliation report. These will print on an additional line.

    Report Header

    Additional information to include in the header areas of all CCR reports. You can provide one or two additional pieces of information.

  3. Click SAVE.

  4. Add the corresponding customer accounts.

    1. Click CCR Customers.

      The CCR Customers dialog box appears.

    2. Click ADD. In the dialog box that displays, enter the customer account ID that you want to correspond to the CCR Account ID.

      You can enter a partial name and a wildcard character (for example, COM*). GlobalWare creates CCR customer records for each customer customer account ID starting with those letters (for example, COMMKT, COMADM, and so forth).

    3. Click SAVE. The browse window is displayed with the new customer account.
    4. When you have finished adding customer accounts, click Done.
  5. Add the corresponding credit card numbers.

    1. Click Credit Card Numbers.

      The Credit Card Numbers screen appears.

    2. Click ADD.

      The Add Credit Card Number area of the Credit Card Numbers screen appears.

    3. Enter the credit card code, credit card number, and credit card name.

      If you select Generic as the credit card code, the CCR Generic Co. field becomes active. You must enter a credit card company in this field.

      Note: Master Card items from the GDSs can have MC or CA as their CC Company. You must use MC, not CA, if you have a mix of MCs and CAs; otherwise, your MC invoices will not load.

      For the credit card number you can use wildcard characters, for example, 5424* means any card starting with 5424.

      For TP cards, select TP for the code. For the number, you must enter at a minimum the airline number (016 for UA, 001 for AA, 006 for DL, 037 for US). You can then follow the airline number with some or all of the rest of the number.

      Diners Club transactions can interface from the GDSs with CA as the credit card company code (because Diners Club is handled by MasterCard and Diners Club numbers start with 5528). If this happens, set up Diners Club credit cards with at least four digits (for example, 5528*). For Diners Club reconciliation, GlobalWare will read invoices with either DC5528… or CA5528… as the credit card company and store them with DC in CCR.

    4. Click SAVE. The grid displays the new credit card number. (Credit cards with generic selected as the credit card code display 99 in the CC field.)
    5. When you have finished adding credit card numbers, click Done.
  6. If the customer account has invoices older than the first billing period, run the CCR Start Up function. For details, see CCR Start Up below.

CCR Start Up

If you start reconciling credit cards for an existing customer account (that has invoices in GlobalWare preceding the first billing period that you are going to reconcile), you must run the CCR Start Up function. This marks older invoices so that they will not be imported into CCR.

If you do not run the CCR Start Up function and, for example, you have three years of credit card transactions, CCR will import those three years of transactions as unreconciled, and the only way to remove them is to manually reconcile and purge those transactions. If you have already imported invoices and now need to remove them and start over, see Troubleshooting.

To run the CCR Start Up function:

  1. On the CCR Edit Accounts screen, click CCR Start Up.

    The Start Up CCR Account dialog box appears.

  2. Complete the dialog box as follows:

    Field Description

    Cutoff Date

    Enter the date through which you want to mark invoices as not to be loaded into CCR. This should be the day before the beginning date of the credit card billing period.

    CCR ID

    Enter the CCR account ID whose invoices you want to mark or leave this field blank to process invoices for all CCR accounts.

    You should run this for all accounts when you first start using CCR. If you add a CCR account at a later time, run this for the just added account only.
  3. Click OK.