M&K FIT
Accounts
Some of our clients have credit with us, which means that they pay after the client is gone. For the agents that do not have credit, they need to pre-pay the services at least 3 weeks before the arrival date.
How to issue an invoice in Tourplan
Once you are in the booking, go to accounts summary on the left and click invoice – forward – save:
Once you have pressed save, the below pop-up will appear. Leave the ‘print now’ option ticked. Change to ‘file’, choose the correct invoice format from the glossary of codes at the end of this document, and click Ok.
Once you click Ok, Tourplan will ask you once again where you would like to save the document. Please save on the O drive as before. There are 2 manual adjustments you will have to make to the document. They are as below:
Credit Notes
Sometimes the agents add or cancel services in the reservation or we need to refund some of the services due to a complaint. The issued invoice is not valid anymore. We need to credit the invoice generated and create a new invoice. In order to create a credit note, please follow the following steps.
Click accounts summary on the left hand side of the screen, highlight the invoice you wish to invoice and click credit:
The following will pop-up and you need to click ok, then save, then untick print now and save:
You have now credited the invoice, so you need to recalculate the service you changed. You do this by highlighting the line you have changed and clicking on utilities. Then choose recalculate:
When you click recalculate, the below pop up will appear. Make sure to change this to ‘no prices’ and click ok. Choosing ‘no prices’ will prevent Tourplan from changing the cost or sell on other lines on the booking.
Account Queries
An account query is a discrepancy between what is in tourplan and what the supplier / agent is invoicing / paying us for. These queries are sent by our colleagues in the account Dpt. through a system called sofco or by email.
SOFTCO: it is only assigned to permanent/temporary staff (not trainees) and each of staff has their own access. When there is a query assigned to you in softco you will receive an email with a link.
By clicking the link you will be redirected to softco main page and on the left hand side you will see the queries pending under mine to be verified. Click there and you will see each of the queries if more than one. In order to see what the message is, click on the case id
You will see the comments from accounts on the right. Check what the query is about and come back to them by inserting a comment (on the top of the comment column) with the explanations.
Once this is done click on the ‘’tick’’ and then click on the word ‘’route’’ so it will be sent back to the account handler for checking.
If the query is not for you or any of your clients, then you would need to re-route the query to the person you think is for. To do so, please click on the ‘’tick bottom’’, search the name of the person you want to assign it to and click route.
File Sign Offs
Each file/reservation in tourplan needs to be checked and confirm that whatever the mark up is (positive or negative) is correct so accounts can close the file.
Deirdre sends an email every two weeks with the files that are due. It is the responsibility of the account handler to check and amend them accordingly if necessary.
The document that Enda sends contains file in red (mark up under 10%) and green (mark up over 20%). The most important ones are the red so please take your time to investigate the reason of why the booking has been confirmed at this margin.
Once you have established if the mark up is correct, you would need to fill the reason (there is display bottom on the right), signed off margin, your initials and the date.
There is no need to advise Deirdre once done. When you fill the ‘’signed off margin’’ the last column changes showing that the file has been revised.
Booking Notes and booking checker
Softco’s can be time consuming for the FIT team and accounts. As such you can prevent softco’s by using the following checks.
Go to the folder marked ‘1. FIT Tourplan Folder’ and open ‘Copy of M&K Invoice Dates and Notes’. The file will open as ‘read-only’ file. Under the data tab click ‘refresh all’ twice and the file will be up to date.
Tab 1:
This is an overview of bookings and final invoice dates per agent. You can filter this list by consultant or by dates as below:
If you filter by your own name for example and next week, you will see all the final invoice dates that are due for the following week.
There is also the option to add Booking Notes in Tourplan and have them pop up in the Dates and Notes file as a reminder. To add the message to Tourplan follow the diagram below:
This will then appear on the spreadsheet here as a reminder before you contact the client for final payment:
Tab 2:
This is an overview of the lines on Tourplan that still have an RQ, TB or unassigned status and will need addressing to avoid softco’s and invoicing issues. Again you can filter by name and by date:
