Pre-Training Tutorial
Contents
1. Invoice Reports L3 Api ce apnoea Manta p ferc These reports ate derived from Invoice entries ARCIBSP Based on ARCIBSP s guidelines and printed for submission to ARCIBSP along with all auditor coupons Iis usually printed after the ARC BSP Reconciliation report verifies that all tickets are accounted far Activity Displays various sales activities by invoice and can be printed for any date range It displays Sales Cost of Sales and Commission amounts along with percentages by both Travel Type and ARC BSP Supplier and Commission Tracking categories Analysis Although several selection fields are available for detailed invoice analysis e g list invoices over 5000 or whore commission is under 20 00 etc the primary purpose is to verify that all invoices have been accounted for Voided and spoiled invoices are included and you can locate missing invoices by the next to an ut of sequence invoice number City Pair Analyze detaled segment information entered into your Invoice bookings by city pair Several selection fields are available for lexible reporting This is a good report or negotiating with airlines Dopart Artive Manifest Print Departure and Arrival Manifests Invoice Printing Print invoices from Trams Back Of TAFP Service Fee Print the ARC BSP TAFP report for Service Fees IAR Reconciliation Compare data in Trams Back Office to ARCIBSP s IAR summary fie ARCIBSP Reconciliation Tho primary2. A complete sting of any pending client balances 2 Vendor Balances Accounts Payable A complete listing of any pending vendor balances 3 ARCIBSP Balances List of unpaid ARC BSP transitions Must use ARCIBSP Settlement in TBO to maintain accurato data 4 Check Regist Automated bank account racking including all bank activities and balances These four reports aro a primary source of data for the GIL and are considered the foundation of Trams Back Office Once these are up and running the integrity of information on all other report is verified You do need to understand certain accounting fundamentals which is our goal in this tutorial But you don t need to be an accountant to maintain a basic G L which you give to your accountant to review and to answer any questions Here we explore the concepts and outline the steps to maintain your own G L What s the Point Since most of us are in the business of selling travel why take the time to learn some accounting fundamentals This is a question often posed by business people and it answers itself through experience To run any business effectively financial information must be available to make on going decisions To be successful plans and goals must algo be in place By viewing financial statements owners or managers see where they have been where they are going and learn to steer a course toward their goal Financial Statements really serve two purposes 5 4 To
3. IG Host Codes CC Processor submenus Backup Provides backup Calculator By opening up then minimizing the calculator t sits right on your toolbar when you need to do calculations Purge Purge allows you to automatically delete fles in the system that may no longer be of usa Enter Access Code Area ta input now access codo Backup Don t Leave Trams Back Office Without It Why do backup Because some day your computer wil crash Your data files are stored on the hard disk of your PC Each time you add or change information those fies are updated If your computer crashes the dala fios can bo damaged and you might be unable to access them While you can prevent an accident you can insure yourselt and minimize potential los Backup is Insurance Preparing for Backup Backup must be done regularly If you backup every day prior to adding more data to the system you can never lose more than one day s work Experience has shown that the easiest procedure Is creating two sats of back up media lash divo ie and labeling them A and B Rotate your modia using one then the other Ils recommended to also store a backup copy off premised once a wok Help Menu Trams Back Office olfrs you various forms of help throughout the program Press Fi Trams Back Office offers you various forms of help throughout the program The chapters allows you to browse the help flo while the index tab displays topics by typing in a few letters
4. taken from the invoice but is not in the accounting portion of Trams Back Office unti the commission is received When the commission is received Trams Back Office automatically moves the booking from the non accounting area into the general ledger and accounts tor the salo Understanding Accounting and the General Ledger This section contains Background What s the point What makes up a general ledger Debits and Credits Financial statements Journal entries Overview Anatomy of a journal entry and pseudo posting Two ways to make a journal entry Geting started Background Tho information in other sections makes your ife with Trams Back Office easier The information in this section can make or break your business Central to accounting systems computerized or not is the General Ledger G L Is from the GIL that an agency s Income Statements and Balance Sheets also known as the agency s Financial Statements are generated The G L is simply a st of journal entries and the balances for each account n addition to the Income Statement and Balance Shoot reports reports show an audit trai and must be avaliable to show details on how when and from where balances in the financial statements were derived A key to maintaining a G L is to bo sure proper management data are maintained and reconciled including what Trams Back Office refers to as the Four Core Reports 1 Client Balances Accounts Receivable
5. the touch of a finger make corrections retroactively and most importantly balance your bank statement in minutes 4 Choose a startup date for using your Core Reports which is the ending date of your previous bookkeeping system 2 Automate each bank account and assign to each a number from 1 99 Do this in Utilities Bank Accounts Simply enter the name of each account next to the number you choose to assign to it such as Wells Fargo Operating 3 Run the Trams Back Office Check Register ono day prior to the start up date and 0 out any balances by either entering a deposit or withdrawal accordingly withdrawal if amount is postive and deposit if tho amount is negative 4 Enter your reconciled checkbook balance by going to Payments Deposits Enter tho beginning bank balance minus any outstanding checks EFT s or deposits dated one day prior to the start up dato and the bank account number you just assigned it Of course a separate entry needs to be entered for each bank account if your agency has more than one Next enter all outstanding checks EFT s deposits or withdrawals dated one day prior to the startup date Client and Vendor Balances Core Reports Tho two things that create a client or vendor balance aro an open invoice positive or money on account negative To establish any client or vendor balances follow these start up steps z 1 Choose a start up date for using your Core Reports Mako sure it is the same
6. 2000 Liabilities 2000 Capital ete In each classification there can be up to 1000 Individual accounts which you can name Although Trams Back Office comes with a delau Chart of Accounts it is important that you madly your Chart of Accounts to your own requirements before implementing the GL To print the listing of the default accounts run a report under Reports General Ledger Chart of Accounts We recommend deleting any account that doesn t pertain to your agency renaming accounts so terminology is familiar and inserting any accounts that may be missing You can do this quickly and easily in General Ledger Accounts None The system does not prompt you to creata any journal entries while entering your dall invoices and payment activities Trams Back Office does not recommend using this setting RecommendediPrompl The system prompts you to create a journal entry at the end of a payment transaction oniy if itis not to be included in the End of Period journal entry Other payments Withdrawals Recommended Always Highly recommended Similar to the above Instead of just prompting you ta create a journal entry WE by Transaction the system takes you directly into the WE screen when a payment is created hat is not to bo included in the End of Period JE but is immediately written to the G L upon saving Once the General Ledger is implemented this is the Trams Back Office suggested setup Mandatory The system demand
7. aher working on a booking you want to add another cick New Booking to enter another I no more now bookings need to be entered click OK to total the invoice bookings When all bookings are entered a Booking Summary Screen appears i Go Cem eS This screen summarizes each booking and reviews invoice totals If these totals aro correct click OK to confirm and Trams Back Office prompts for a payment entry Following is a list of each field that can be entered Into an invoice in Trams Back Office The items marked wih an asterisk are required for basie bookkeeping purposes For management and marketing purposes tho other items can be captured General Invoice Information Required Once For Each Invoice Invoice number and branch number Issue dato Client name Booking Detail Information Required for Each Booking on Invoice Submit To ARCIBSP Supplier or CommTrack E Travel ype Flown carier Passenger name Minerar Ticket number for ARC BSP bookings oniy Aine or vendor name Confirmation number Travel dates departure and retum Total fare Taxes Commission Client and vendor remarks Expanded fare information for reporting such as faro savings final payment information etc More taxes Agents UDIDs User Defined Interface Data to capture additional information Segments Detailed leg by leg fare information Element
8. creating journal entries individually when Trams Back Office prompts you to do so and creating the automatic month end entry using report totals you have the ably to generate financial statements from the Trams Back Otice program It s that simple 32 300 CHES E z3 Getting Started A key to successfully maintaining your own GIL is starting off properly You do this easily as long as you address any out ol balancos before adding any further entries Step One Select a start date for your GIL and be sure i is the beginning of a month or a quarter and it is our recommendation that you not go back in time Stop Two Mako sure that your four Core Reports are running smoothly and determine each balance as of tho day prior to your G L start dato If they aro not running smoothly delay your G L start dato until they aro Remember you can always start Trams Back Otice now or in to future and lator backdate beginning balances Tho balances that must be determined are Checking savings account registers Client balances Vendor balances ARC report balance eae Take whatever ime is necessary to get a handle on these four reports It Is Imperative that these four reports are running properly for accurate financial reporting Step Three Alter setting up the Chart of Accounts your specific list of accounts in your G L for your agency create a Joumal entry establishing the beginning G L Balances Note that there ate ur G L accoun
9. dopth look at the activity for each specified vendor usually intended to bo sont to the vendor There are two report types Statements bils perfect for requesting commission due and Summaries all activity and great for providing details on your production with a specific vendor Lists and Labels Maling lists labels and mall merge reports With multiple selection fields available you have a sophisticated means of reaching aut to your vendors Agent Reports p Karor Following aro some standard reports available in Trams Back Office by sales agent Activity Similar to the Client and Vendor Activity reports this report lits various sales actives by sales agent lor any date range Instead of just teling you what you sold this report wil tell you which agent sold that business perfect for negotiating with your sales agents Sales and Commission amounts are included Statement Moro in depth look at the activity for each agent usually printed for use in paying a commissioned agent This report Includes activity by payment date or travel date with the flexibility to generate statements when paying your commissioned agents IC Export Allows agencies lo export payment detalls to its independent contractors who also use Trams Back ie Payment Reports po reiner p led lcoclaten p petra Pepe Ait The reports avallable in this category come from entries in t Payment screen E Receipts Displays tot
10. entries including the ARC BSP Activity Analysis and City Pair reports Client Reports Organized by Client including Activity Statement and Lists and Labels Vendor Reports Organized by Vendor Including Activity Statement and Lits and Labels Agent Reports Organized by Sales Agent including Activity and Statement Payment Reports Information fram the payment entries including Receipts Disbursements Payment Analysis and Check Writer General Ledger Reports Various reports trom General Ledger entries including Journal Entry Analysis Account History Trial Balance Income Statement Balance Sheet Chart of Accounts and GL Reconciliation Interface Reports Various reports trom Interface entries including Invoice List Record List Downloading Error Log and Processing Error Log Report Generator Reports Includes pre bult reports and also lets you build your own reports based upon the dala captured in the input areas Utilities Menu Utitios Menu is the area you use to tailor Trams Back Office to fit your agency s unique requirements before starting any input or output This menu also includes various functions important to the long term maintenance of tho Trams Back Otice system E Setup Customizes Trams Back Otfice to your requirements Includes User Profle Global Defaults Branches Travel Types Bank Accounts G L Accounts Conversion Rates Checks Printer Defaults Headers Footers Fare Codes City Godes Groups
11. mount of commission diference between what Is Glent notes collected and what wil be paid out Ticket or confirmation number Gqured in money Vendor nates processing classification is ARG BSP Final payment formation The Invoice and Clients and Vendors Tho invoice determines the amount of money to be collected from tho clients and paid to the vendors The diference between these amounts is called commission The total amount of all unpaid invoices less any deposits for any client is 3 called the Client Balance also known as Client Accounts Receivable The amount of money owed to the vendor less any deposits is called the Vendor Balance also known as Accounts Payable Sometimes the items listed on the invoice are paid by the traveler directly to the vendor In this case you need to track the commission owed by these vendors Although documented on an original invoice commission tracking bookings are maintained for management information only commission tracking production reporting ete and accounted for only when the agency receives the commission The ARCIBSP report is submitted electronically every Tuesday for sales refunds adjustments by means of IAR interactivo Active Agent Reporting A payment is deducted or deposited electronically into the agency checking account for each week s sales report Trams Back Office works with ARC BSP to accept the electronic version of the Sales Sum
12. of the item you want lo find The search tab makes it easy to search for topic by typing in one or more keywords uc exe rene Welcome to Trams Back Office 16 Data Entry Screens Throughout Trams Back Office you see many data entry screens These aro all similar Hore is an invoice data entry gemere TT oe To move from field to field in a data entry screen press TAB To move backwards use lt SHIFT TAB gt Notice that some of tho field headings appear raised This means you can cick on the heading and call up a submenu By checking the two boxes on the bottom right o tho screen you continue entering data and printing out the data bolore exiting the data screen Cick OK or press ENTER if the OK key is highlighted to save data Drop Down Menus To access drap down manus cick on the arrows you see nex to the fk s Navigating Through the Trams Back Office Program Drill Now let s see how good you ve become To make sure you are feeling comfortable with the general organization of Trams Back Office and using your mouse and keyboard to move around the entire program complete the following dril No data needs to bo entered just navigate your way into the folowing remember you can t hurt anything 7 Locate in Trams Back Office where you would do each of the following Note Mark off each item as you find I 4 Enter a new sales invoice 2 Retrieve an existing profile 3 Runa Payment A
13. provide information and audit trails to pay taxes 2 To provide financial information for planning and setting goals A common dilemma in the travel industry is that our outside accountant often has the expertise for the first but not for the second This means that if the accountant is producing financial statements you may not be getting what you need On the other hand you can produce your own financial statements based upon what you need and then provide that information to your accountant for them to do what they need What Makes up the General Ledger The GIL is a list of accounts with their balances These accounts are divided into Income Statement and Balance Sheet accounts There aro si categories of accounts T Assis Probable Tutura economic banal 3000 seris 2 Uabiles Probably future economic loss 2000 seres 3 Cantar Owners capita 3000 seris 4 income Sales and other revenue 4000 seres 5 Cost of Sales Cost of servicesigoods said 5000 serios 6 Expenses Costs related to operating the business 6000 9000 series Each category has Several accounts and each account has ts Own name For example in Expanses note the following examples Salaries Telephone Rent Postage Insurance Ulliies Bt Although the six categories of accounts are always the same from agency to agency the accounts in those categories may vary from agency to agency since every
14. purpose is to verify that all tickets during the ARG BSP weak have boon accounted for Voided and spolled tickets are included if you pick ALL in the Ticket Status field and you can locate missing ckels by the next to an out of sequence ticket number Client Reports ety Statement sts aba Tho following are some available Client Reports Activity Similar to Involee Activity reports various sales activities by client for any date range Instead of just telling you what you sold this report tells you which clients purchased IL Sales and Commission amounts are included Statement Statements allow you a more in dopth look at tho activity for each clint they are usually intended to be sent to the client There are four report types Statement bils Summaries all actives and a Fair Savings Report Lists and Labels Mailing lists labels and mail nerge reports With multiple selection fields available you have a sophisticated means of performing targeted marketing to your clients Vendor Reports ps Statement Tho following are some available Vendor Reports Activity Similar to tho Invoice and Client Activity reports this report lists sales activities by vendor for any date range Instead of Just telling you what you sold this report tells you with which vendors you placed that business perfect for negotiating with your vendors Gross Net and Commission amounts are included Statement Got a mare in
15. reflected in the Balance Sheet and the Balance Sheet is only up to date if the GIL is up to date Notice the formula Assets 1 Liabilties 2 Capital 3 or Assets 1 Liabilities 2 Capita 3 Tho Income Statement shows tho profit or loss of all business activities during a specific period of timo Hore is an example of the Income Statement generated from the General Ledger Statement January 1 20xx January S SALES Sales Cruise 20 000 Total Sales 4 110 000 Cost of Sales Air 72 000 Cost of Sales Tour EXPENSES Rent Insurance Total Expenses 6 Total Income for Period 3700 Again notice that the amounts for each account come from the corresponding G L accounts Hare are tho corresponding numbers for the Income Statement Formula Income 4 Cost of Sales 5 Expenses 6 Total income Journal Entries Overview A journal entry WE is simply a record of a financial transaction With no exceptions anything that affects a business s financial postion must become a journal entry Information can only enter the G L as a joumal entry and it is from the G L hat financial statements are generated One view of Journal Entries is that they comprise an Action and a Reaction and the total of tho actions must equal the total of tho reactions Below are some examples Original contribution to start a business Date posted ix Category Action
16. time an ARC BSP document is generated 2 SUPPLIER These bookings primarily cruises and tours occur when the agency collects funds from the client and submits payments directly to each vendor Supplier transactions are recorded as sales on the dato the invoice is issued 3 COMMISSION TRACKING These bookings occur when the agency does not collect payment from the client but rather makes a reservation for which the client pays tho vendor directly For these bookings the agency tracks the commission due the agency trom each vendor Commission tracking transactions are recorded as sales when the agency receives the commission check from the vendor The Anatomy of the Invoice Certain information is fundamental to proper invoicing and essential to having proper data available for the back offco As previously discussed an invoice has two components General Invoice Information that applies to all portions of the invoice and Booking Information that only applies to a specie booking Each invoice component contains both required and optional information GENERAL INVOICE INFORMATION Required Optional Date ofthe invoice Sales agent identified Tnvoice number alos agent commission Tiormalior Gien Name Notes eic BOOKING INFORMATION commission tracking Vendor or airine Teray Type of ravel ar car Role crise aic Passenger ams Japanner a Amount f he sale amount client is to pay or otal fare Expanded fare information
17. with the GDS Interlacing is the process of electronically moving data from your Global Distebution Systems GDS to your back office system Trams Back Office supports entering data manually as well as through electronic interfacing The results of manual and electronic interfacing are identical Invoice data is entered into Trams Back Office Please contact your GDS help desk to configure your GDS for interface Trams Products and Services support does not configure any GDS for interface Once all GDS setup is complete please e mail Trams GDSdesk sabre com ta schedule an interface appointment for assistance with setting up Trams Back Office Establish a two part routine to electronically interface your invoice information 1 Downloading This is how interface records are passed electronically from your reservation system to Trams Back Ofico 2 Processing Processing pulls the details of the PNR into the invoice Tho invoice cannot be built unless there aro cient vendor and agent profiles to link to in Trams Back Office Remember though that the data entered in the GDS is passed to Trams Back Office without edhing I the information in the GDS is incomplete It is incomplete in Trams Back Office and many tes information necessary to the back office is mot automatically part of a PNR This means the agency s sales personnel become responsible for accurately entering all the information into the GDS and requires traning and monitoring
18. Debi Reaction Credit Gash in Bank Asset 16 000 Owner s Equity Capital 10 000 Total 10 000 30 000 Purchase desk 100 down to pay in 30 days Date posted ix Category Action Debi Reaction Credit Furniture Asset 209 Cash in Bank Asset 100 ing AP ability 300 Total 200 200 You can see from the above examples that actions and reactions are offsets of each other In accounting these offsets aro called debits and credits As explained earlier you should not think of debits as good or credits as bad or vice versa What s important is that they offset each other and in every case the total of the debits equals the total of the credits Journal Entries Overview There aro five key items that must be present in each and every journal entry Date of the journal entry GL account s and the amount s to be debited GL accounts and the amount s to be credited A doscriptioniexplanation of the journal entry Dato journal entry is posted to tho general ledger All Journal Entries reside in the Journal Entry Register which is an ordered list of all Journal Entries Entering the journal entry information into the GIL is called posting Once a journal entry has been posted into the GL tho journal etry is locked and can t be changed That way an audit rai can be maintained and a source of each G L entry can be traced Thus posting is the process by which journal entries are permanently logged into the GL from the Journal E
19. Ledger happen because they don t do enough groundwork betore they begin Creating Journal Entries As discussed in the Understanding the General Ledger section of this tutorial the only type of entry that ultimately affects the General Ledger is a journal entry In order to maintain a basic General Ledger in Trams Back Office all basic dally entries invoices and payments are turned into Journal Entries by ono of wo methods 4 Journal Entry by Transaction The system prompts you to create a journal entry and update the General Ledger on a transaction by transaction basis when you finish with certain payment entries specifically Other payments and Withdrawals You don t need to memorize anything The system always prompts you when a journal entry by transaction is necessary 2 End of Period Journal Entry An automatic month end journal entry is created from the total of all invoice lent and vendor balance entries recorded tor the period Any entry recorded in invoices and Payments are joumalized in the End of Period journal entry You don t need to know anything about debits and credits or which accounts to update to create the End of Period journal entry The system prompts you only for the time frame you want i to otal and it creates the journal entry for you Posting Journal Entries Maintain an accurate audit trail in your General Ledger by performing a routine locking in joumal entries made to date This routine is called Posti
20. Trams Back Office Sabre Pre Training Tutorial Introduction Thank you for choosing Trams Back Office TBO software as your accounting and management system Realistically we know that the Implementation of our product will ba scheduled in with all the other things you have to do each day We ask that you devote the maximum ime you can for working through this implementation process We feel strongly about the Importance and the benefits of taining and strongly recommend you use all the Trams Back Office Resources available to you as a subscriber We recommend reviewing this Pre Tralning Tutorial so you have a basic understanding ol Trams Back Office belore your raining begins To have the best experience during this journey we strongly encourage you to join our Live WebEx classes or our recorded trainings Please review our Suggested Class Order Recorded Trainings Al of our Live WebEx classes are recorded and available on our website Live WebEx Classes Trams and CllentBase Products and Services bring you Ive Internet based instruction designed to help you maximize the benalis rom Trams Back Office Each session Includes a lve instructor lasts approximately 1 hour 60 minutes of presentation followed by 10 minutes of customer Q amp A and can be done from your internet connected desktop Unlimited access to our support staff by e mail Trams TBOSupport sabeo cam or by phone 310 641 8726 Press 1 for Trams Back Otice Support Press 2
21. a payments entered into Payment Received and Includes any journal entries that may have been created by transactions while doing so A General Ledger summary is also included at the end of the report This is the suggested daly report to balance against your manual bank deposit slp Disbursements Totals payments entered Into Payments Made and includes any journal entries that may have been created by transaction while doing so A General Ledger summary is also included at the end of the report Its great for summarizing the reasons for your disbursements Analysis Alows you to analyze any type of payment entered into the system Although it can serve many purposes from providing a history on a client s unapplied balance to obtaining W 2 and 1099 information for specified employees its overall purpose is to provide payment audit ralis on specific entities Check Writer Preview checks before printing matching them to your own check format from the Payments Made menu CC Merchant Lists CC Merchant Transactions Credit Card Reconciliation Compare data in Trams Back Office to various credit card reconciliation files Group Profit Anaysis Run this report to analyze group travel Operating Payables Run this report to list operating payables in varied ways ACH Export Run this report to export ACH payments into a flo that can be submitted to your financial institution or processing Credit Card Audit Run this report to review which Trams
22. ber is entered into the Interface ID field in Trams Back Office Otherwise you are prompted to select the profile while processing the interface records Assign a unique alpha numeric number up to 10 characters easy for your agents to remember A telephone number with area coda works well Selecting Profiles during Daily Activities Select a prole In either invoices or payments by profile type then by profile name We use the name most frequently When using the Profile Name to select a rollo the system looks for any profes already built that match what you have entered In this field a non match brings up a no matching profiles prompt and asks you to build another profile Be m careful not to creato duplicate profiles Since you won t have memorized who has been entered into a profe and who has not you can easily fall into doing this because you don t want to miss anyone To avoid building duplicate profiles when you want to select existing proles enter as few characters as possible just wo or three letters of the name in puling up a ist This way you are less likely to misspell a name and enter it as another profile Access Query from the main menu or by clicking the Query tab on the bottom of the screen Keeping a relatively Current isting of all profiles handy may also help especially during the early stages of starting Trams Back Office when these types of mistakes are more likely to occur To get this ist and to check for dup
23. business is slightly diferent The ultimate listing of accounts an agency chooses to work with is called the Chart of Accounts Each account has a balance or a summation of tho transactions entered in that account Debits and Credits it you can understand the concept of G L accounts having either a postive or negative balance cash could either have a positivo balance or be overdrawn you can understand debits and credits with a few simple cheat sheets A dobit is simply defined as the left side of a journal entry The credit is the right side of a journal entry Each category of accounts has a natural balance as a debit or a credit This means the balance of an account increases a transaction when the samo balance is used Transactions with the opposite balance as the natural balance reduce the balance in the account class Recount Chass aurai Debit Balance Natural Credit Balan Assets Dont Liabilities Credit Capital redit Income Credit Cost of Sales Dor Expenses Debit 6 Below is a table showing tho six G L account categories and how debits and credits aro either increase or decrease the account balance Account Chass Increase Balance E Assets Debt Liabilities Credit Capital Great Income Credit Cost of Sales Debit Expenses Debit Financial Statements By maintaining your own GIL you can produce your financial overview with Financial S
24. dation for using this accounting system and should be established and maintained to verity the integrity ofthe figures you input during your dall routine Only afer the Coro Reports are running properly can you post accurate figures to your General Ledger accounts or run accurate reports such as client and vendor statements Tho beauty of setting up these Core Reports is that they can be set up any time even afler you are using Trams Back tice By exploring Trams Back Office and the setup ot the Core Reports at your own pace you are wall on your way to learning the system and fully using Trams Back Office To simply the Trams Back Office implementation process we suggest three distinct phases i Training 2 Setup 3 Maintenance Don t jump into the maintenance phase before you re comfortable with Trams Back Office and before you ve established your dally routine including Core Reports Get comfortable with the Trams Back Office program by beginning with Phase One After you finish each section sign into Trams Back Office and do the exercises and drills hands on All the talking in the world won t prepare you for getting Trams Back Offico up and running or for working In the system So get to your computer and set your mind and your fingers to leam E Navigating Through Trams Back Office There are two types of menus In Trams Back Office tha Main Menu and the Sub Meus The Main Menu organizes the system into major sections while t
25. dato for starting al four report 2 Run and review the Client Balance Report already in Trams Back Office ono day prior to the start up dato 3 Compare this report to your previous accounting system s report 4 Mako any entries necessary to create balances not already in Trams Back Office Soo below for step by step instructions 5 Review the Client or Vendor Balance Reports ono day prior to tho start up date to make sure all is correct in Trams Back Office ARC BSP Core Report By entering invoices at any point ether manually or by interface Trams Back Office automatically starts tracking ARCIBSP balances Miscellaneous Topics This section contains General ledger integration Report overview Interfacing with the GDS General Ledger Integration Trams Back Office system includes a fully integrated General Ledger Because the General Ledger is a direct by product of the Four Core Reports the key to successfully implementing the General Ledger in Trams Back Offco is to first successfully implement the Four Core Reports Trams Back Office recommends maintaining the Four Core Reports for at least a few weeks before starting tho General Ledger Before oliminaing your current accounting systems develop some confidence in Trams Back Office s output Once the Core reports are up and running and you are comfortable with maintaining them the General Ledger falls right into place The most common problems agencies face with the General
26. e click on the proli line with your name Now the profile you just built should appear on the screen and you can view enhance or edit Let s edi tha proie 1 Move o the Address Field and enter your address 2 To confirm the dala entry screen and save the changes cick OK The system then retums to the query screen and the list of matching profiles Recording Daily Activities There are two areas of information that alfect tha back offica of an agency and are recorded systematically into Trams Back Office Invoice and Payments Tho link between the front office and back otic and the main source of data captured by the back office system are Invoices When payments and other activities that affect your bank account balances are entered into Trams Back Otlice automates your bank balances and reconciliation routine Keeping an accurate history of all money received and paid out is not oniy imperativo for your own bookkeeping but also for audits you may have When invoices are created the total fare field in the invoice represents the amount duo from the customer When a commission is entered TBO can thon determine tho cost using the total fara field in conjunction with the commission These balances are racked in the Core Reports Client and Vendor and balances are updated by entering payments received and mado Payments are tracked on tho Check Register and can then be reconciled to the Bank Statement To create the approp
27. ent Remember this may save time in these unusual circumstances but do not tum this shortcut into a crutch In the long run you may regret it especially if credit cards don t go through and here s no way to find the cent If you do have a profile for each Walk in client you may one day want to send out a malling promoting a special or discount to attract this person back into your agency Without a separato profi you can t run a mailing label or mail merge into a letter for this person Remember thousands of profiles in Trams Back Office take up very liti disk space In that long run it is best to creato a profile for each biling party The Elements of a Profile A profile has multiple fields Some fclds aro specific to each of the four types of profiles and some fields are common to all 19 Profilo Number Every profile captured in Trams Back Office is automatically assigned a sequential number You don t need to memorize this number and itis most often used to indicate the current number of profes and for shortcuts Date Created Every profle captured in Trams Back Office contains a creation date This date defaults to the PC s current dato and can be modified This allows you to pul lists of profes created in a certain time frame Name Every profile has a name field This is tho only mandatory fold Because this fld is usually used to select profes when entering dally invoices and payments it is imporlant to enter information i
28. for CientBase Suppor This tutorial has four sections each concentrating on a different topic Section 1 Understanding Travel Agency Operations Section 2 Understanding Accounting and the General Ledger Section 3 Understanding Trams Back Olfico Section 4 Miscellaneous Topics General ledger integration Report overview o Interlacing with the GDS Understanding Travel Agency Operations This Chapter contains Front office vs back office The role of the invoice The anatomy of the invoice The purpose of commission tracking Front Office vs Back Office While most travel agencies don t paint a line on their office lor to distinguish between the front and the back ofice many do physically separate the two functions In the past the front office was most often described as the sales office and the back office was labeled bookkeeping The front office made reservations and generated invoices and the back office accounted forthe sales collected the money and made the bank deposits Today the distincion between the front office and the back office is not as clear because of automation Agent workstations allow front office consultants to access their GDS Amadeus Apolo Galleo Sabre or Wordspan the Internet and customer database software such as ClontBaso simultaneously These front office applications capture reservations itineraries and Invoices The data from these transactions can optionally be sen
29. he Sub Menus lead you to the functions you wish to perform Once you are where you want o be the menus end and the data entry screens begin Trams Back Office Data entry screens have various fields for you to capture required information run reports or perform other functions Although you use your mouse to navigate through the program you can also use your keyboard The first stop in learning Trams Back Office is getting comfortable with how everything is organized and how to navigate through tho program Solet stop back and clear traval and accounting from our minds for the moment We llfocus on tho Trams Back Office menus and learn about getting around the Trams Back Offce program with our mouse and keyboard Organization of Trams Back Office The main menu of Trams Back Office We can group these menus into categories as follows File Contains the Login Printer Setup and Exit menu options Invoices Input and maintain all invoice information Payments Input and maintain all bank account information Adjustment Input agent commission adjustments Profiles input and maintain all the agency s business contacts Glens Vendors Sales Agents and Others General Ledger Input and maintain General Ledger entries E Interface Download and maintain all records from the GDS reservation system Tho Invoices Payments Adjustment Profiles and General Ledger menus also have a sub menu called query With Query retr
30. ich saves the profila I you have checked the box on the bottom right hand comer of tho data entry screen called Continue entering profiles after this profile is saved Trams Back Office displays another Leisure Client Profile data entry screen so that you can continuo building moro profiles Retrieve a Profile in Profile Query Drill Now lets retrieve the profile we just completed You ll see how easy tis to add or edit information in that profile Since the most common method of retrieving a profile is by name and wo know the namo of the profile we aro trying to retrieve lets retrieve the profile we just buil by name 4 Click on Proflle Query in the Menu at the top of the home screen or the Profle Query tab on the bottom of the screen Clicking on either gets you to the same place 2 Inthe Name Field type in the first couple of letters of your last name 3 Notice the Profle Type defaulted to AI Although thoro are several other fields that could be completed this is all thal is necessary to retrieve our profile So to confirm what we have entered cick Query and the system begins its search for any profiles matching the parameters the two or three letters of the last name we established Within the fields of tho profile query at Once the system has completed its search It displays a list of any profiles matching the selection criteria In this case only one match should appear since this is Ine only proto in your system Doubl
31. ieve entries for review or modilcalion You can request It by just about any information already in that transaction You also access Query fr Involees Payments Operating Payables Journal Entries and Proflas by clicking on the tabs at the bottom of the Trams Back Offica sereen These screens are convenient because they are always open You can query by type of transaction in a diferent screen leave the results on the screen and check back and forth between the query screens When clicking on the Main Tab it takes you 1o a refreshed program screen Hot Keys Hot Keys stand out because they have underined letters different rom the rest of he letters In a menu option or on a data screen Using Hot Keys you can navigate through Trams Back Office with single keystrokes Hold down lt All as you press the underined key Output Menu Reports The next choice in the Main Menu is the output menu Reports Afr working In the fst seven areas to input and maintain information go to Reports to view or print the Information in just about any format desired Because of the wealth of reports in Trams Back Office the Reports sub menu has many choices D Core Reports The foundation of the Trams Back Office system Client Balances Vendor Balances ARC BSP Balances and the Check Register Once these reports reflect accurate information the remaining reports are validated 15 Invoice Reports information from the invoice
32. in your day to day activities you can easily and effectively have the system do the work of tuming the dally entries into journal entries There are two ways that Journal Entries can be created 1 Direct Journal Entries When you make a 500 rent payment in your check register using Check 2034 dated 1 1 x you make a manual journal entry updating the appropriate GL accounts as follows Account Name Debit Cash in Bank 500 00 Rent Sar Description Monihiy rent Activity Date Post Date S CEE 2 Via Supporting Report Register Totals Rather than creating a journal entry for each transaction a second often easier method is to capture multiple activities into a report and then use the totals from the report to create a single journal entry One advantage to creating journal Entries via supporting report totais is the ability to make changes to the report pror to creating the journal entry leni Rocolpis Register Sm ABC Company 3509 300 T200 2300 Cash in Bank Accounts Receivable Description Cleri receipe Trams Back Office combines both methods of crGaling Joumal antes I voicos cient and vendor payments are all Journalized automatically at month end by using supporting report totals Other payments and withdrawals are all Journaized individually and Trams Back Office automaticaly prompts you to do so when you complete these types of entries By simply
33. l Every payment is directed to either a client profile vendor profile or other profile So if profiles are not entered with care the rest of the system suffers Although profiles seem like relatively harmless creatures don t underestimate their importance Profiles aro also built when interfacing Be careful when you are first interfacing to only let the system build a profilo not already in your system As an extra precaution do a weekly profile report to check for duplicato profiles To get this list and to check for duplicates incorrect or incomplete profiles run the Lists and Labels report found in the Reports Menu under Client and Vendor Reports A litle timo spent keeping the profiles accurate saves time iater cleaning up errors created from directing dally activity to duplicato profes Duplicate profiles are normally a result of a blank Interface ID field It is important that this fid contains a customer number If you have an endless list of one time entities weighing your agency down here are shortcuts but use them with great caution I for example you see a one way ticket for a cllent who has paid in full and has no balance and who you are sure will never need any historical reporting and whom you have no desire to add to your mailing lists direct that invoice toa Walk in Business profi Create a corporate client profile where the name is Walk in Business and select this profile when entering the type of invoice and paym
34. licates incorrect or incomplete profiles run the Lists and Labels report found in the Reports Menu under Client and Vendor Reports A litle time spent Keeping the profiles accurate saves time later cleaning up errors created from directing daily activity to duplicate profiles The Role of Profiles Di To start getting comfortable with proles in Trams Back Office complete the following Select your top leisure accounts and build an Leisure Client profile for each Select your top 5 commercial accounts and build a Corporate Client profile for each Select your top 5 vendors and update or buid Vendor profiles for each Select 5 entities to which you commonly pay expenses and build an Other profile for each Select your top 5 sales agents and build a Sales Agent profi for each naene Build Individual Client Profile Drill 1 Typo in your last name in the Last Name field and press TAB Remember to use lower and upper case just as if you were typing a letter 2 Press TAB to move to the next field First Name 3 Continue completing this field Remember you don t have to complete all fields but what you get out is based solely upon what you put in 4 Check out other avallable folds of information for each profile by clicking on one of the tabs Communication Family Info Payment ino Groups Marketing and Agents at the top of the entry screen S Once all elds are completed to your satisfaction click OK to confirm wh
35. mary Report to reconcile the report The IAR Reconciliation Report compares the data in the Sales Summary Report file rom ARCIBSP to the information in Trams Back Office and generates an exception report that ists all the diferences between your Trams Back fice data and ARCIBSP s data Once you know the items that need adjustment use thal report to make changes before completing your ARC BSP settlement routine The Purpose of Commission Tracking One of a travel agency s biggest administrative nightmares can be collecting commission from vendors This is also one of the biggest sources of income for a travel agency Travel agencies make many reservations for travelers that aro paid for as tho trip progresses These reservations could be for hotels car rental companies imousines etc Usually the exact cost of the service is net known unti the traveler checks out of the hotel or returns the rental car Once this cost is known the vendor should process a commission payment for the agency Ifthe vendor does not process a payment the agency with the help of Trams Back Office is racking which vendors have not paid them Bookings that are subject to commission tracking such as cars and hotels are not accounted for as sales until the commission is received by the agency This is because the agency is never certain of the actual amount of the commission and whether the vendor will ever pay the commission that is duo Information for commission tracking is
36. ment s Core reports It lists any entries that the system suspects may be in error For example if a Joumal Entry by transaction should have been created and was not the payment entry appears on this report with the message Payment is not Journalized and should be Interface Reports pom Dowiee ng rocsing Len For agencies that Interface from thelr GDS to Trams Back Office lvoe List A listing of all invoices downloaded fram the reservation system bul not yet processed Great to view alter a download to compare lo manual invoices and check for accuracy This report is overwritten with each new download Record List A listing of all records included in the last download routine in the format received from the reservation system I information does not interface as expected this is the report the Trams Back Office support desk needs to determine where the error occurred This raport can also be used to re create Interlace records Downloading Processing Error Log Log of errors found during Download or Processing These logs are automatically purged in conjunction with the PNR history purge routine Utilties Purge PNA History Pro s Allows users to print reports listing detalis far one or more profile types Client Vendor Agent Other at one time Report Generator rem Bita repor Although the reports described so far provide a tremendous amount of agency information lor management marketing and acc
37. n this Held propery Address PhonelE mall This information can be captured within your profiles I statements and labels are to ba printed from Trams Back Office such information is necessary Think of the profile area as a way of automating your rolodex Group Batch Profies include this field to link together activities of multiple profiles Group is commonly used when Separate profiles are built for each group participant but you really want consolidated group reports When used as Batch individual reports print for each profile linked by the GroupiBatch fed So if a number of profiles require the same monthly report by putting MONTH in this GroupBatch fied you can run tho same report fer many ients at one time Tie together vendor profiles that gel paid by common clearing houses such as Paymode When the clearing house receives a check and the profile has been coded PAYMODE in the Group Batch ied all profiles with this coda appear on the payment screen so they can be closed To sel up group names so they are consistent in each profile go to the Utilities Setup Groups Interface ID Al client vendor and agent profiles include this fed for capturing the account number assigned within the reservation system for Interface purposes When hand entering invoices you usually use the namo to select a profi Wih Interface automatic selection of a profile occurs only if an account number has been entered in the PNR and that same account num
38. nalysis roport 4 Enleran Agency Disbursement report S Enter an ARC BSP adjustment amp Run a vendor statement 7 Runan income statement 3 Process interface records 9 Setup your agency travel type table Enter a Spoiled Invoice 10 Enter a Vendor Profile 11 Update General Ledger Accounts 12 Do your daily backup 13 Do an End of Period 44 Sot up your bank accounts 15 Set up your printer 16 Do a bank reconciliation 17 Import a payroll program 18 Create a payable 18 Access your calculator 20 Find heip on Resubmissions of ARC BSP items Exit Trams Back Otice Navigating Through a Trams Back Office Entry Screen Drill Click on ProfllejClientiLelsure This is called a data entry screen This screen contains several elds you may need to collec information on a leisure client 4 To move forward through each of the fields ono by one press TAB Go ahead Hold down the TAB key and oo how it simply jumps trom fieid to field 2 To move backwards from field to field use the combination keys lt SHIFT TAB gt Hold down the lt SHIFT TAB gt keys and see how the cursor wraps around tho profile fold backwards Hold down lt ALT gt and press a hot key This is a key that is underlined in a fied Do you see how you automatically go to that field 3 Now tab down to OK Do you see a faint dotted line around that button Click OK to save any data or just press ENTER on your keyboard 18 The Role of Pr
39. ng Prior to posting you can change or void journal entries even an End of Period but once posted they are locked Because of posting s permanent effect perform this routine with caution and do it only afler all oro reports aro in sync with their corresponding General Ledger accounts by following our recommended month end routine Posting journal entries is not just a Trams Back Office function but a standard accounting procedure Unique to Trams Back Office though is the abilty to run financial statements Income Statements and Balance Sheets before posting your journal entries Trams Back Office does this through a feature called Pseudo Posting in all General Ledger reports This means that as long as all daily activities have been tumed into journal entries by transactions and through End of Period you can get preliminary financial statements from Trams Back Office while waling for bank statements and ARCIBSP reports to bo reconciled E There are two concepts to understand for maintaining a basic General Ledger in Trams Back Office Creating journal entries both when prompted at the end of a transaction and creating the End of Period journal entry and Posting journal entries t you understand and carry aut these two concepts and the Core Reports balance maintaining financial statements is easy Setting Up Group General Ledger Accounts The General Ledger has six account classifications e g 1000 Assets
40. ngs For example an invoice for two travelers flying to Chicago renting a car and staying in a particular hotel has four bookings one for the first traveler s fight one for the second traveler s tight ono for the hotel booking and a fourth for the car rental n order for an agent to know when to issue an invoice and for what amount the travel agency needs to decide when each booking should be recorded as a sale in Trams Back Office Some bookings Ike airline tickets are recorded as sales on the dato they aro issued Others Ike hotel and car reservations are recorded as commission tracking transactions for the purpose ol tracking commissions due and most often the sale wil be on the date the commission check is received by the agency Now that we know the communications link between the front and back office is the invoice we understand that before any back office system can be effective the procedures for producing invoices must be established The most common problem causing confusion between the front and the back ofice is receiving inadequate inconsistent or inaccurate information on the invoices Money Processing Classifications per Booking 1 ARCIBSP These bookings primarily airline tickets occur when the agency collects funds from the client and Submits a report to the Aline Reporting Corporation ARC BSP transactions are recorded as sales on the date the tickets are printed An invoice should be issued by the agent every
41. ntry Register Pseudo Posting Financial statements are generated from the G L and information is locked into the G L when it is posted from the Journal Entry Register What if you want to look at an up to date financial statement but you aro not ready to post and therefore lock your current journal entry n Trams Back Office temporary financial statements can be generated using a unique reporting feature called Pseudo Posting Pseudo Posting allows you to temporarily reflect the current unposted journal entries in the G L and temporarily calculate what if balances without performing the function of posting Thus you can produce what il financial statements prior to reconciling all of your data and also verify that balances appear to be correct before locking in the entries Pseudo Posting does not affect the actual G L accounts Since posting permanently lacks in Journal Entries many Trams Back Office agencies run Pseudo Posted financial statements during a period and post only upon month end completion of both the bank and ARCIBSP reconciliations for the period Two Ways to Make a Journey Entry As previously discussed anything that affects the financial postion of a business must result in a journal entry that is thon posted to the GIL This means that tho results of your ay to day activity invoices and payments need to bo turned into Joumal Entries so that they are reflected in the G L With Trams Back Oifice i you mainta
42. ofiles It is important to build a solid profile base Profiles are where you capture basic information on those with whom your agency does business often called an entity There are four categories of Trams Back Office profiles Client Vendor Agent Other pepe There are three reasons for building a profile 4 For ease of entry and continuity throughout Trams Back Office If you use a particular vendor frequently it is much easier to record all information on that vendor once by building a profile and then simply selecting that profile whenever you again use that vendor E 2 For maintaining account balances and historical information Any entity with an account balance needs a profile so all activities are directed to ono account and you can accurately calculate balances Even accounts without a balance may need a profe simply for historical purposes For example a particular corporate account may pay by credit card but want quarterly summaries 3 For marketing and mailing iss Trams Back Office provides marketing capabilities You can easily print maling lists labels and data in mail merge formats Often agencies get mailing lists from special interest groups such as ki clubs or museums and although the client may be Unfamiliar with the agency you can build a profile for future marketing Every invoice entered into Trams Back Office is directed to a clont and if applicable a vendor profile and sales agent profile as wel
43. ounting purposes Trams Back Office could never anticipate every possible format an agency wants or needs thare are too many possibilis Uso the Report Generator to design reports according to your needs with any of the data fields stored by Trams Back Office based on a large variety of selection criteria Print Report Print reports already built by the Report Generator Trams Back Offee Includes an abundance of pre built reports so you can use this without bulding any reports of your own You have pre designed reports on clients vendors agents airlines sales and branches The report generator deals with invoice and booking data oniy I you can t seem to locate just the right report from your other repart categories try the Report Generator Build Reports Because you have unique clients agents management ete your reporting needs may vary rom other agencies needs Design your own reports here Arrange the format what is included how its eorted and isublolaled ete You ve got lots of flexibiliy Your User s Manual gives complete instructions on how to use the Report Generator to build your own reports Conclusion Trams Back Office reporting capablitios are extensive Since you want the biggest return on your energy expended when using Trams Back Office the better you know the program the bettar tho program serves you Embracing change is a constant reminder of how fast we move at the speed of technology 3 Interfacing
44. received for ho day match the bank deposit E Suggested Procedures for Recording Daily Activities Capture all sale and refund invoices either through CllentBase GDS interface or manual entry Enter each receipt in Payments Received Enter the bank deposit and print deposit sip Enter all agency disbursements in Payments Made Run Core Reports to view eflect of the daily entries Do AFULL Backup parene Establishing the Core Reports Before doing any General Ledger work it is best to establish beginning balances Earler we discussed the concept of establishing a foundation to bud upon that foundation is what Trams Back Office calls the Core Reports Client balances Vendor balances ARGIBSP balances Check register Except for the ARC BSP Balances report these Core Reports are all balance forward reports That means that to get accurate ending balances we have to establish accurate beginning balances The easiest and recommended procedure is to enter invoices and payments to balance the Core Reports Also checking the Core Reports dally ensures that you catch any errors before they snowball Remember that without establishing accurate beginning balances no matter how accurato your current entries are tho Check Register Client Balances and Vendor Balances cannot be accurate Check Register Core Report A Check Register should be established in Trams Back Office for each bank account You can get your bank balance at
45. riate balances when entering invoices into Trams Back Otice each booking in the invoice must be classified in one of three ways which we refer to as Submit To ARC BSP creates a Client Balance and ARC BSP Balance Supplier creatos a Clin Balance and Vendor Balance Commission Tracking CommTrack does not create a Client Balance and tracks the amount due from the Vendor Sales and Cost of Sales are updated once a payment is received E jp c DOme Galion Elements of an Invoice To better understand entering invoices in the Trams Back Office system let s take a look at all the elements involved in an invoice There aro two types of invoices Sales invoices Relund invoices Although Sales and Refunds affect your balances in an opposing fashion both have tho samo information Every invoice has some general information that remains constant throughout the entire invoice Trams Back Office calls this screen the General Invoice Information Sereen Once these folds are completed cick New and an additional screen appears with all of the travel details This screen is caled the Booking Detail Screen Each booking in an invoice and many times there are several with air cars and hotels has its own separate booking detail screen 2a Pee T NES E T va mcm I When retrieving an invoice with multiple bookings to get from one booking record to the next cilek the arrows If
46. s of a Payment Entry There are four types of entries made in the Payments Menu in Trams Back Office that affect your bank balance Received Made Deposit Withdrawal Payments Received and Made Tho data entry screens in Payments Recelved and PaymentsiMade comprise the same fields although they have the opposite effect on the bank balance Lets take a look at these bank entres again he items identified by are required fields for basic bookkeeping purposes The other items aro optional and may be captured for management and marketing purposes Amount Payment date Bank account Payment method Cash check EFT otc Check Credi Card ACH Number Payment group Remarks Profile type Client Vendor ete Protie name Name on check Payment code When entering payments for Clients or Vendor the Trams Back Office system displays the account balance information along with a detailed listing of any open invoices and or bookings la close of When entering payments with the Profile type of Other the system prompts if information is correct since the purpose of Other payments is to update the bank balance without affecting Client or Vendor balances Deposits and Withdrawals Whereas Payments Received and Made update the respective Client andlor Vendor accounts Deposits and Withdrawals automatically update the bank balance Therefore the total of all payments
47. s the creation o a JIE and wil not allow you to cancel out of the journal entry As stressed throughout this entire tutorial before starting your General Ledger remember that spending time preparing planning and setting up saves countless hours later in going back doing it over cleaning up and correcting Report Overview Trams Back Otice is the leading back office system not only because it s easy to use but also because of its extensive reporting capabiliies From bookkeeping to general ledger to management to marketing Tram Back Offce automates your entre back office That encompasses quito a lol To organize all of this reporting abilty Trams Back Office has estabiished categories ot reports The more familiar you are with these categories and the reports in them the moro you benefit rom the system Anything you put into Trams Back Office reacts the eltort required to get the benefits ar the output Although input is obviously important and must be mastered output is your payoff Therefore its worthwhile to understand the reporting capabilties of Trams Back Office In any Trams Back Office report choose which data the repor includes by using the report selection fields Once these fields are completed click Preview to confirm the criteria and begin processing the repont Trams Back Office allows you to preview reports to the screen prior to printing e maling or saving them to a file This is probably the most popular method of r
48. t to the back office through tho interface process eliminating the need to manually sales into Trams Back Otice The back ofica computer system Trams Back Of co captures and stores the names and addresses of customers the invoice numbers amounts and travel dates ete to account for each sale and through reporting can make detailed management decisions The common link between the front office and the back office is the invoice The invoice is the product of the front office and the entry point of to back office The successful agency understands the importance th front office fling any back office needs when issuing these invoices The Role of the Invoice Tho invoice contains details of every salo made and is tho document that communicates those sales from the front office to the back office It contains dates rates names addresses confirmations payments and more If every travel agency booking that generates revenue is recorded on an invoice and every invoice is logged fled and controlled the agency has completed the most important step of managing its business Although lots of information may appear on an invoice the purpose of creating an invoice should not be lost and that purpose is to document the agency s sales and track commissions Invoices always include general information that is common to all aspects of the invoice as well as booking information which applies only to specific bookings An invoice may include ono or many booki
49. tatements at any time A Financial Statement includes a Balance Sheet and an Income Statement Use the following formulas to create these reports Balance sheet Assets Liabilities Capital Profit for the Period Income statement for the period Income Cost of Sales Expenses Profit for the Period Here s a sample general ledger as of January 31 20xx Asseis i Dabit Credit Tash m Banke TT Rent Deposit 7 500 Funiture 500 Client Balances 2000 Tabites 2j ARC Balances 3800 Capita Gl Retained Eamings 16200 Pain Capital 310 000 Sales 8j Sales Ar 5000 Sales Cruise 20 000 Sales Tour 10000 Cost of Sales 5 Coat ot Sales Ar TED Cost of Sales Cruise 37 000 Costo Salas Tour 500 Expenses 6 Salaries s Rent 1 000 Telephone 200 Insurance 500 Other 500 A balance sheet desribes the financial condition of a business at a precise point in ime Hore is an example of a balance sheet generated from the general ledger lance Sheet as of January ST 20x Cash in Bank 18 700 Fumiture 9 500 Total Assets 351700 Accounts Payable 1 800 EQUITY 3 Retained Eammings 16 200 Capital Contributions 10 000 Total Income for Period 53 700 Notice that the amounts for the account category totals 1 2 and 3 come trom the corresponding accounts in the General Ledger So any changes in these G L accounts are
50. ts set up in the General Ledger that corresponds to the four core reports These four G L accounts must start with the same balance that is in the corresponding core report For example if the Core Report balance for Client Balances is 2000 then this is the same balance that needs to go Into the Client Balance G L account If you don t have all G L balances available when you start maintaining the G L in Trams Back Office enter the balances you do have from the four Core reports with an offset adjusting account When you get the remaining General Ledger balances together which may be several months later enter them at that time dating the entry the appropriate back dato Inthe meantime the G L can stil be maintained and kept up to date n Understanding Trams Back Office This chapter contains Navigating through Trams Back Office Tho role of the profiles Recording daily activities Establishing the core reports Background Understanding the power of the system is Important as you plan the Implementation To imagine that you can get 100 af Trams Back Otice up and running in one week may be over oplimistc and even overwhelming Take i one step at a tie Start with Trams Back Office s recommended daily routine after establishing the Core reports which build a foundation We also have an area on our website Trams Back Office Getting Started which wil help you prioritize the starting Up tasks Tho Core Reports are your foun
51. unning reports because you can review tho raport first You can also select the number of copies you want printed before running any report Because reports simply output the Information in various formats ha data in Trams Back Office is never changed by Tunning a report So the easiest way of geting comfortable with reports is to run them you can hurt anything Don t be atrald to explore and experiment Tho reports are grouped into several categories corresponding to menu selections wage p p per oca ose po 7 en eon EM Core Reports There aro four reports In this category They are called Core reports because they aro the foundation of the Trams Back Office system Once these reports are up and running the remaining reports are validated a Client Balances A listing of clients with pending account balances including open invoice amounts and unappliod money on a clant by cent basis Vendor Balances A listing of vendors with pending account balances including open invoice amounts and unapplied money on a vendor by vendor basis ARCIBSP Balances A detailed isting of all ARC BSP documents tobe reconciled to what ARC BSP pays Check Register A detailed listing o all bank account activity including a bank balance based upon all Deposits Withdrawals and Payments Made entered for that porod Management Summary A dotalod summary of the four core reports which is used as a tool for analyzing productivity
52. users have viewed ful credi ard numbers General Ledger Reports eu tray hoe paman pre e pem harot Accoun Gt Recension Al reports created from the General Ledger Journal Entry Analysis Analyze any type of Journal Entry entered into the system Isted in date order Account History Considered your hard copy General Ledger with a detailed history for each account starting With balance overviews then history details for a specified date range Enter a specific G L account number or leave the fld blank to view all Trial Balance Provides all General Ledger account balances at a glance as of any specified dale As with many accounting systems i also proves balancing between debits and credits Income Statement Also known as a Profit and Loss Statement P amp L the Income Statement provides the details behind the agency s profit ar loss for a given period It includes all Sales Costs of Sales and Expenses Up to our date periods can bo displayed so you can compare Income Statements including budget information as well as detailed percentages Balance Sheet An important Financial Statement providing the financial picture of the business including all Asset Liablity and Capital account balances as of any date specified Chart of Accounts A listing of all General Ledger account numbers and names No balances appear on this repon G L Reconciliation Used oniy if the General Ledger goes out af balance from the manage
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