Remittance Advice
Every time we send a payment to a supplier, they will only see in their bank that payment was issued by us, as well as the amount we sent. However, they will have no idea which invoices this payment is for. Because of that, we also need to send a remittance advice. A remittance advice is a document that shows the details of a payment, including the invoice numbers, as well as the amounts paid for each individual invoice.
Sometimes we also have to shortpay a supplier (= pay less than the invoice total) whenever they invoice us for something we haven’t booked – for example the wrong number of rooms, or higher rates. These shortpayments will be explained on remittances as well if a remittance note has been inserted during the invoice process. Example below:
There are two ways to send a Remittance Advice to a supplier – both ways are going through Tourplan.
1. Sending bulk remittances to all suppliers included in a payment run
Whenever we issue a payment run, suppliers will sooner or later expect a remittance advice along with it, so that they can match our payment against the invoices that we paid. Therefore, we would send bulk remittance advices about 1-2 days after a payment run has been issued. We do this via the Accounting AP Print Remittances section:
In there, we have to fill in a number of details:
Currency – either EUR or GBP. Most payment runs are done for both currencies, but we have to send EUR and GBP remittances separately.
Transaction Date From – the date the payment has been issued.
Transaction Date To – the date the payment has been issued. Both Transaction Date fields need to have the same date, to ensure that remittances are ONLY being sent for this particular payment date.
The remaining fields can be left blank. Once you filled in the fields, click search in the top right. Then you should get a view similar to this:
In this view, hit Select All, and make sure to remove any suppliers with references that don’t start with EFT or EFTUK. Once done, hit Print in the top right to reach the final step:
Here you select document format ACRB and choose whether you want to send them by e-mail or save them as a file. As there will be a lot of remittances to send in high season, it is best to send them in bulk via e-mail.
2. Sending a single remittance to an individual supplier
In some cases, we will get requests from suppliers for an older remittance that they might have never received. For this, it is faster to use the Creditors section. Click on the Cheque line for the relevant date and hit Print in the view below:
The next steps are the same as in the bulk sending method. If you choose to save it as a file, it will appear in this folder:
\\abbey-tpnxp\NXFileOutput_IR
Please note, this method is NOT recommended for sending full remittances from a complete payment run, as it simply takes way too long. It should only be used for sending remittances to a single supplier.