Maintaining CCR Transactions

The Credit Card Reconciliation Maintenance function gives you access to the GlobalWare and credit card company transactions imported into CCR. In addition to correcting mistakes, you can manually enter credit card transactions for a CCR account, print or view loaded transactions, and purge reconciled transactions.

To begin to maintain CCR reconciliation, on the Corporate submenu, click CCR Maintenance.

The CCR Maintenance screen appears.

Searching for CCR Transactions

Use the search selection criteria for finding CCR transactions that you want to edit, delete, reconcile manually, unreconcile, or include on a list.

  1. Complete the search criteria as follows. You must enter at least one criterion.

    Field Description

    CCR Account ID

    Enter a CCR account ID to limit the search to that CCR account.

    Item Type

    Select Credit Card for credit card transactions only, or GlobalWare for GlobalWare invoice items only. Select All for both types.

    Item Status

    Select All to not limit the search by status. Select Currently Unreconciled for transactions unreconciled in the current period, Previously Unreconciled for transactions unreconciled from previous periods, Reconciled to limit the search to reconciled transactions, or Unreconciled Items for all unreconciled items.

    Ticket #

    Enter a ticket number to limit the search to items with that ticket number. Use the wildcard character (*) to specify a partial ticket number.

    Traveler Name

    Enter a traveler to limit the search to items with that traveler name. Use the wildcard character (*) to specify a partial traveler name.

    CC

    Enter a credit card company code to limit the search to items with that code.

    Credit Card #

    Enter a credit card number to limit the search to items with that ticket number. Use the wildcard character (*) to specify a partial credit card number.

    Transaction Dates

    Enter a beginning date or ending date or both to limit the search by transaction (invoice) date.

    Billing Dates

    Enter a beginning date or ending date or both to limit the search for credit card transactions by billing (invoice) date. (GlobalWare invoice items do not have a billing date.)

    Primary Sort
    Secondary Sort

    Select which fields you want the list in the Search Results grid to be sorted by. You can sort by Billing Date, CCR Account ID, CC information (code plus number), source (GlobalWare or Credit card company), ticket number, transaction date, or traveler name.

    Print Sort Fields

    Check this option if you want Sort 1 – 4 to print on the list.

  2. Click SEARCH.

    Note the following two columns in the Search Results grid on the CCR Maintenance screen:

    • The SC (source column) on the far left contains the value of G (GlobalWare Transaction) or C (Credit Card Transaction).
    • The ST (status column) on the far right contains the value of U (Currently Unreconciled), P (Previously Unreconciled), or R (Reconciled).

Editing Transactions

You can make changes as needed to CCR transactions to make them reconcile.

Notes:

To edit a CCR transaction:

  1. Double-click the transaction or select the transaction, and then click EDIT.

    The Edit CCR Transaction screen appears.

    The fields that are editable depend on the source, whether it was imported or manually edited, and the status. Fields that you cannot edit are unavailable.

    The Edit CCR Transaction screen displays the following information:

    Field Description

    Status

    U-unreconciled transaction in this period
    P-unreconciled transaction from a previous period
    R-reconciled transaction

    Rec With

    This is the CCR item ID of the transaction that reconciled with this item. (This transaction’s item ID displays at the top of the screen.)

    PayId

    If this is a GlobalWare invoice, this is its pay ID.

    Chg

    If the transaction has been edited, the date of the change.

    By

    If the transaction has been edited, the agent (GlobalWare employee) who made the change. For GlobalWare invoices, changes made in Invoice/Edit that affected the CCR transaction also update this field and the change date.

    Ref/Inv #

    For a GlobalWare invoice, its invoice number. For a credit card transaction, its reference number or other identifier.
  2. Make corrections as necessary. For details about each field, see Adding Transactions.
  3. Click SAVE.

Printing a List of Transactions

Click PRINT. For information about the report destination options, see Printing Overview.

Purging Transactions

After you have reconciled transactions and printed final reports for your corporate client, purge the transactions. Purge removes all reconciled transactions, and also changes all current unreconciled transactions (status = U) to previously unreconciled (status = P).

If you need to purge transactions that will not reconcile automatically, see the next section Reconciling Manually.

Use this procedure:

  1. Click PURGE.

    The CCR Purge dialog box appears.

  2. Select one of the following options:

    • Purge all reconciled items from just this selection: Select this option to purge and update only the items in the Search Results grid.
    • Purge all reconciled items for the CCR file: Select this option to purge and updated all CCR transactions. Select this option only if you are sure that you have completed reconciliation for all CCR accounts.
  3. Click OK.

Reconciling Manually

You can reconcile in CCR Maintenance as well as in the Import, Reconcile, and Report function. Reconcile in CCR Maintenance when you have transactions that will never reconcile automatically in Import, Reconcile, and Report.

Reconcile in Import, Reconcile, and Report works only on pairs of transactions with specific criteria. The criteria for reconciling is expanded in CCR Maintenance to handle other situations. In CCR Maintenance, you can also mark a single record or a group of records as reconciled.

To reconcile items:

  1. Select the unreconciled transactions you want to reconcile. To select a single transaction, click anywhere on the transaction and press the Spacebar key or press the Ctrl key while clicking the left mouse button. (Using the Spacebar key to select transactions is not available if you specified credit card transactions only on the selection criteria.) To select all transactions, click SELECT ALL.
  2. Click RECONCILE.
  3. At the confirmation prompt, click Yes.

Adding Transactions

To add a transaction:

  1. Click ADD.

    The Add New CCR Item screen appears.

  2. Complete the screen as follows. All fields except the Sort fields are required. The credit card number must be a valid credit card for the CCR account.

    Field Description

    Item Date

    Enter the date the transaction occurred.

    Billing Date

    Enter the date the transaction was billed.

    CCR Account ID

    Enter the CCR account ID for the transaction.

    CC

    Enter the credit card company code.

    CC Number

    Enter the credit card number.

    Amount

    Enter the amount of the transaction.

    Airline

    Enter the airline number.

    Ticket Number

    Enter the ticket number.

    Traveler

    Enter the traveler name.

    Source

    Enter G if this is a GlobalWare invoice item or C if it is a credit card company transaction.

    Sort 1 – 4

    For GlobalWare invoice items, enter sort information as needed for this CCR account’s reconciled report.
  3. Click SAVE.