Processing Straightforward Invoices Via SoftCo
Most invoices we receive are being processed by us via Softco. The majority of invoices we receive will fall into a queue called Approved via AutoMatch – AP To Review. As Softco and Tourplan are connected, the systems will compare the value on the invoice with the value inserted in our booking in TP, and if the values match, the invoice will fall into this queue and is ready for processing. Once an invoice in this queue has been fully actioned, it gets added to a list of invoices that will be uploaded into TP on the next day. Below an example:
This is the full view you get when you open an invoice in this queue. On the left side you have all the invoice details – these were all entered in Verify when the invoice was saved into Softco. Important: if you notice one of the details entered there is wrong, you can change them by simply clicking into one of the fields and writing into them.
In the middle you have a preview of the invoice, and at the bottom is the voucher that’s entered in Tourplan. This is also the point where we process an invoice:
Voucher Number: no need to action anything here directly, just double-check the booking in Tourplan if Softco pulled the correct voucher from the system. (detailed explanation below)
Booking Description: no need to action anything here.
VAT Code: Here we need to enter the correct VAT rate for the invoice. The VAT will be on ZERO by default for any new invoice that comes in and needs to be changed accordingly. In this case, 0% is the correct VAT rate though.
If you need to change the VAT, simply remove the ZERO and type in the correct VAT rate without the percentage symbol (9, 20, etc.) and click on the new field that comes up:
If you do that, Softco will then automatically create a second line with the VAT added on top of the Currency Amount in the first line (in this case, 20%):
Cur.Amount (Currency Amount): Only shows up on GBP invoices. This is the NET rate we will post against the invoice and there is usually no need to action anything, but can be amended if there is a mistake.
Posting Amount: Can be ignored on GBP invoices. On EUR invoices, this is the NET rate we will post against the invoice and there is usually no need to action anything, but can be amended if there is a mistake.
Close: Needs to be filled in before sending an invoice to Tourplan. You only have two options here: Y for Yes, and N for No. When we select Y, this basically means this voucher is fully paid and can be closed, so that no further payments will be issued from it. Whereas if we select N, we leave the voucher open for further payments. This usually happens on bookings with two or more rooms – some hotels will then send us one invoice per room. Let’s say we have €200 in a voucher, and we get an invoice for €100. In this case we would usually select N, as it’s exactly half the value and there will probably be a second invoice for the same amount.
Once you filled in the necessary fields, click Save at the bottom of the page and hit this button on the bottom right and confirm the save in the field that comes up afterwards:
The invoice is then ready to be uploaded into TP the next day.
VERY IMPORTANT: sometimes there will be mistakes when vouchers are being uploaded from TP into Softco. Sometimes the value will be incorrect, or Softco can even pick up cancelled vouchers that we are not supposed to pay. Because of that, we need to cross-check the voucher in Tourplan anytime we process an invoice this way. For this, the easiest way to do this is via the Bookings And Quotes section in the TP main menu. Select FITs if the booking is for individual passengers (bookings usually start with an F), or Groups if it’s for a bigger group (usually starting with a G).
Type in the reference number in the Reference field and hit the magnifying glass. Then, select the correct booking and go to the Itinerary section in the left-hand side menu. From there, just select the correct supplier and cross-check the details!