Table Of Content

TravCom for Windows Retail Travel Agency Management and Accounting System User’s Guide Version 8.1 Software copyright (C) 1983, 1995, 1998, 2000 Travel Computer Systems, Inc. Manual copyright (C) 1983, 1995, 1998, 2000 Travel Computer Systems, Inc. Travel Computer Systems, Inc. Publisher United States 449 S. Beverly Drive, Suite #100 Beverly Hills, CA 90212 Telephone (800) TRAVCOM FAX (310) 553-5949 Telex 698156 Warning: This software and manual are protected by all applicable copyright laws. The details of permitted uses of the product are set forth in the program licensing agreement. Any unauthorized duplication of this manual or TRAVCOM software is strictly prohibited. Table of Contents Chapter 1, Introduction What is TravCom for Windows?.............................................................................................................1-1 Highlights and Features of TravCom...................................................................................................1-1 Prerequisites for Using This Guide......................................................................................................1-2 Chapter 2, Getting Started with TravCom Starting TravCom....................................................................................................................................2-1 About the TravCom Main Window.....................................................................................................2-2 Moving Around in TravCom...................................................................................................................2-4 Basic Rules: Mouse vs. Keyboard.......................................................................................................2-4 Using TravCom Menus........................................................................................................................2-4 Using the Tool Bar...............................................................................................................................2-5 Using TravCom Windows and Dialogs...............................................................................................2-5 Using the Window Menu.....................................................................................................................2-7 Getting Help in TravCom........................................................................................................................2-8 Logging Off of TravCom.........................................................................................................................2-9 Overview of Procedures For Setting Up TravCom................................................................................2-10 Overview of Procedures For Setting Up Multiple Branches in TravCom..........................................2-11 Overview of Daily / Weekly / Monthly Routines...................................................................................2-12 Chapter 3, Maintaining Your Agency Setup Understanding Setup................................................................................................................................3-1 If You Have Multiple Branches...............................................................................................................3-3 Maintaining Setup Information................................................................................................................3-4 Agency Information.............................................................................................................................3-4 IATA Numbers....................................................................................................................................3-5 Divisions..............................................................................................................................................3-6 Product Codes......................................................................................................................................3-6 Currencies..........................................................................................................................................3-11 Miscellaneous....................................................................................................................................3-12 System Customization........................................................................................................................3-13 Passwords..........................................................................................................................................3-16 TravCom Users Guide (February, 2000) i Table of Contents Exception Codes................................................................................................................................3-18 Printers/Forms....................................................................................................................................3-19 Misc. Tables.......................................................................................................................................3-22 VAT Setup.........................................................................................................................................3-24 Chapter 4, Maintaining Agency Data Files Understanding File Maintenance..............................................................................................................4-1 General Rules for File Maintenance.........................................................................................................4-2 Adding a New Record..........................................................................................................................4-2 Displaying/Changing an Existing Record............................................................................................4-3 Deleting a Record.................................................................................................................................4-3 Printing a List of Records (Edit List)...................................................................................................4-4 Client File Maintenance...........................................................................................................................4-7 About the Client File............................................................................................................................4-7 Tips and Rules for Assigning Client Numbers.....................................................................................4-7 Field Descriptions................................................................................................................................4-8 General Tab......................................................................................................................................4-8 Marketing Tab................................................................................................................................4-10 In House Tab..................................................................................................................................4-11 Sales/Accounting Tab....................................................................................................................4-12 Department Tab.............................................................................................................................4-13 Branches Window..........................................................................................................................4-14 Maintaining Notes About a Client..................................................................................................4-14 Importing Client Information from Interface.....................................................................................4-14 Using Browse to Change or Delete Multiple Client Records.............................................................4-14 Browsing for Client Records..........................................................................................................4-14 Changing Multiple Client Records.................................................................................................4-15 Deleting Multiple Client Records...................................................................................................4-16 Printing a Client Edit List...............................................................................................................4-16 Vendor File Maintenance.......................................................................................................................4-18 Tips and Rules for Assigning Vendor Numbers.................................................................................4-18 Field Descriptions..............................................................................................................................4-18 General Tab....................................................................................................................................4-19 Accounting Tab..............................................................................................................................4-20 Reports Tab....................................................................................................................................4-23 Branches Tab.................................................................................................................................4-24 Defining Vendor Chain Codes.......................................................................................................4-24 Maintaining Notes About a Vendor...............................................................................................4-25 Using Browse to Change or Delete Multiple Vendor Records...........................................................4-25 Browsing for Vendor Records........................................................................................................4-25 Changing Multiple Vendor Records...............................................................................................4-25 Deleting Multiple Vendor Records................................................................................................4-26 Printing a Vendor Edit List............................................................................................................4-26 Agent File Maintenance.........................................................................................................................4-27 ii TravCom Users Guide (February, 2000) Table of Contents Guidelines for Assigning Agent Numbers.........................................................................................4-27 Field Descriptions..............................................................................................................................4-27 General Tab...................................................................................................................................4-27 Personnel Tab................................................................................................................................4-28 Branches Tab.................................................................................................................................4-29 Maintaining Notes About an Agent...............................................................................................4-29 Printing an Agent Edit List............................................................................................................4-30 Airline File Maintenance.......................................................................................................................4-31 Field Descriptions..............................................................................................................................4-31 Printing an Airline Edit List...............................................................................................................4-31 General Ledger File Maintenance..........................................................................................................4-32 About the Pre-built Chart of Accounts...............................................................................................4-32 Categories in the Chart of Accounts..............................................................................................4-32 Maintaining Your G/L Accounts.......................................................................................................4-33 Field Descriptions..........................................................................................................................4-33 Displaying Current Balances, Previous Balances, and Budgets.....................................................4-35 Defining Posting Accounts............................................................................................................4-36 Defining Cash Accounts................................................................................................................4-37 Defining Current Posting Month, Fiscal Year End, and Titles for Financial Statements...............4-38 Printing a G/L Edit List..................................................................................................................4-40 City File Maintenance............................................................................................................................4-41 Field Descriptions..............................................................................................................................4-41 Printing a City Codes Edit List..........................................................................................................4-42 Chapter 5, Interface with Your Reservation System About the TravCom Interface..................................................................................................................5-1 Installing the Interface.............................................................................................................................5-2 Before You Begin................................................................................................................................5-2 Installing a Standard (Cable) Interface................................................................................................5-3 Installing Image-to-Disk Interface.......................................................................................................5-4 Using the Interface...................................................................................................................................5-7 Overview of Steps to Follow, Cable Interface.....................................................................................5-7 Overview of Steps to Follow, Image-to-Disk Interface........................................................................5-8 Receiving and Processing Interface Data.................................................................................................5-9 Continuous vs. Non-Continuous Receive............................................................................................5-9 If You Have Multiple Branches...........................................................................................................5-9 How to Receive the Data.....................................................................................................................5-9 Processing Interface Data......................................................................................................................5-13 Printing an Interface Edit List................................................................................................................5-15 Understanding the Interface Edit List................................................................................................5-15 Editing or Correcting Interface Data......................................................................................................5-17 Field Descriptions..............................................................................................................................5-18 Invoice Fields.................................................................................................................................5-18 Sales Fields....................................................................................................................................5-20 TravCom User’s Guide (February, 2000) iii Table of Contents Payment Fields...............................................................................................................................5-21 Commission Fields.........................................................................................................................5-22 Reporting Fields.............................................................................................................................5-23 Itinerary Fields...............................................................................................................................5-24 Vouchers Fields..............................................................................................................................5-25 Amounts Fields..............................................................................................................................5-26 Correcting Individual Interface Records............................................................................................5-28 Importing Client Information into TravCom..................................................................................5-28 Using Browse to Correct Interface Records.......................................................................................5-29 Correcting Multiple Records Using Browse..................................................................................5-31 Deleting Multiple Interface Records Using Browse.......................................................................5-32 Verifying Interface Data.........................................................................................................................5-34 About the Verify Interface Data Report.............................................................................................5-35 Most Common Errors.....................................................................................................................5-35 Most Common Warnings...............................................................................................................5-36 Posting Interface Data............................................................................................................................5-38 Posting a Complete Interface.............................................................................................................5-38 Posting a Partial Interface..................................................................................................................5-39 Summary of CRS Entries Which Affect the Interface............................................................................5-40 Galileo-Apollo Interface........................................................................................................................5-41 Interface Entries.................................................................................................................................5-43 Amadeus Interface.................................................................................................................................5-57 Interface Entries.................................................................................................................................5-58 Worldspan Interface...............................................................................................................................5-71 Interface Entries.................................................................................................................................5-72 SABRE Interface....................................................................................................................................5-87 Interface Entries.................................................................................................................................5-88 Chapter 6, Accounts Receivable Posting Understanding A/R Posting Functions.....................................................................................................6-1 Posting Sales............................................................................................................................................6-3 Field Descriptions................................................................................................................................6-4 General Information Fields..............................................................................................................6-4 Fare and Tax Fields..........................................................................................................................6-6 Payment Information Fields.............................................................................................................6-7 Commission Information Fields.......................................................................................................6-8 Agent Information Fields.................................................................................................................6-9 Accounts Payable Fields................................................................................................................6-10 Sales Reporting Fields....................................................................................................................6-11 Itinerary Fields...............................................................................................................................6-12 General Ledger...............................................................................................................................6-12 Overview of Procedures.....................................................................................................................6-13 Posting a New Sale.........................................................................................................................6-13 Printing Invoices in Sales Posting..................................................................................................6-21 iv TravCom Users Guide (February, 2000) Table of Contents Printing a Receipt in Sales Posting................................................................................................6-23 Repeating a Sale............................................................................................................................6-24 Adjusting a Sale.............................................................................................................................6-26 Refund a Sale.................................................................................................................................6-28 Voiding a Ticket/Invoice...............................................................................................................6-30 Resubmitting a Sale.......................................................................................................................6-32 Printing Associated Reports and Documents.................................................................................6-33 Posting A/R Invoices.............................................................................................................................6-36 Field Descriptions..............................................................................................................................6-37 General Invoice Information Fields...............................................................................................6-37 G/L Distribution Fields..................................................................................................................6-38 Overview of Procedures.....................................................................................................................6-39 Posting a New A/R Invoice............................................................................................................6-39 Posting Client Balance Forward Entries........................................................................................6-40 Changing or Reversing an A/R Invoice.........................................................................................6-41 Printing an A/R Invoices................................................................................................................6-42 Printing Associated Reports and Documents.................................................................................6-43 Posting Cash Receipts............................................................................................................................6-45 Field Descriptions..............................................................................................................................6-47 Receipt From Fields.......................................................................................................................6-47 Payment Information Fields...........................................................................................................6-47 Invoice Distribution Fields............................................................................................................6-49 G/L Distribution Fields..................................................................................................................6-49 New Invoice Fields........................................................................................................................6-49 Overview of Cash Receipt Procedures...............................................................................................6-50 Posting a Client or Vendor Cash Receipt.......................................................................................6-50 Posting a Miscellaneous Cash Receipt...........................................................................................6-54 Printing a Receipt in Cash Receipt Posting....................................................................................6-56 Reversing a Cash Receipt..............................................................................................................6-57 Printing Associated Reports and Documents.................................................................................6-58 Posting Commission Receipts................................................................................................................6-60 Field Descriptions..............................................................................................................................6-61 Payment Information Fields...........................................................................................................6-61 Voucher Distribution Fields...........................................................................................................6-62 Overview of Procedures.....................................................................................................................6-63 Posting a Hotel/Car Commission Receipt......................................................................................6-63 Performing HCC/PortNPC Reconciliation....................................................................................6-68 Reversing a Cash Receipt..............................................................................................................6-69 Printing Associated Reports and Documents.................................................................................6-70 Printing and Dropping a Bank Deposit..................................................................................................6-72 Field Descriptions..............................................................................................................................6-73 Overview od Procedures....................................................................................................................6-73 Field Descriptions..............................................................................................................................6-76 Overview of Procedures.....................................................................................................................6-76 Posting a New A/R Invoice............................................................................................................6-76 Printing Associated Reports and Documents.................................................................................6-78 TravCom User’s Guide (February, 2000) v Table of Contents Posting Hotel & Car Vouchers...............................................................................................................6-80 Field Descriptions..............................................................................................................................6-81 General Information.......................................................................................................................6-81 Voucher Information......................................................................................................................6-82 Voucher Amounts/Status................................................................................................................6-83 Overview of Procedures.....................................................................................................................6-85 Posting a New Voucher..................................................................................................................6-85 Changing, Canceling or Deleting an Existing Voucher..................................................................6-87 Printing Associated Reports and Documents.................................................................................6-88 Chapter 7, Accounts Payable Posting Understanding A/P Posting Functions......................................................................................................7-1 Posting A/P Invoices................................................................................................................................7-2 Field Descriptions................................................................................................................................7-3 General Invoice Information Fields.................................................................................................7-3 G/L Distribution Fields....................................................................................................................7-5 Overview of Procedures.......................................................................................................................7-5 Posting a New A/P Invoices.............................................................................................................7-5 Posting A/P Balance Forward Entries..............................................................................................7-7 Changing or Reversing an A/P Invoice............................................................................................7-8 Printing Associated Reports and Documents...................................................................................7-9 Posting Checks.......................................................................................................................................7-11 Field Descriptions..............................................................................................................................7-12 Check Information Fields...............................................................................................................7-12 Invoice Distribution Fields.............................................................................................................7-13 G/L Distribution Fields..................................................................................................................7-14 New Invoice Fields........................................................................................................................7-14 Overview of Procedures.....................................................................................................................7-15 Posting a Check..............................................................................................................................7-15 Voiding a Check.............................................................................................................................7-18 Printing Associated Reports and Documents.................................................................................7-20 Automatic Check Writing......................................................................................................................7-22 Overview of Procedures.....................................................................................................................7-24 Selecting/Deselecting Invoices to Pay............................................................................................7-24 Placing Invoices On/Off Hold........................................................................................................7-25 Printing an Audit Report................................................................................................................7-25 Posting and Printing Checks..........................................................................................................7-26 Setting Up and Posting Recurrent Payments..........................................................................................7-29 Filed Descriptions..............................................................................................................................7-29 Payment Information Fields...........................................................................................................7-29 Payment Schedule Fields...............................................................................................................7-30 Expenses Fields..............................................................................................................................7-31 Overview of Procedures.....................................................................................................................7-31 Setting Up Recurrent Payments......................................................................................................7-31 vi TravCom Users Guide (February, 2000) Table of Contents Changing and Deleting Recurrent Payments..................................................................................7-34 Posting Recurrent Payments..........................................................................................................7-34 Printing Associated Reports and Documents.................................................................................7-36 Posting Debit/Credit Memos..................................................................................................................7-38 Field Descriptions..............................................................................................................................7-38 Overview of Procedures.....................................................................................................................7-40 Posting a New Debit/Credit Memo................................................................................................7-40 Changing or Reversing an Existing Debit/Credit Memos..............................................................7-41 Printing Associated Reports and Documents.................................................................................7-41 Chapter 8, General Ledger Posting Understanding G/L Posting Functions.....................................................................................................8-1 Posting Adjusting Journal Entries............................................................................................................8-2 Field Descriptions................................................................................................................................8-2 Overview of Procedures.......................................................................................................................8-3 Posting Adjusting Journal Entries....................................................................................................8-3 Posting Beginning Balances.............................................................................................................8-4 Printing Associated Reports and Documents...................................................................................8-5 Setting Up and Posting Recurrent Journals..............................................................................................8-7 Field Descriptions................................................................................................................................8-7 Overview of Procedures.......................................................................................................................8-8 Create a Recurrent Journal Set........................................................................................................8-8 Delete a Recurrent Journal Set.........................................................................................................8-9 Modify a Recurrent Journal Set.....................................................................................................8-10 Post a Recurrent Journal Set..........................................................................................................8-10 Printing Associated Reports and Documents.................................................................................8-11 Chapter 9, Querying Posted Transactions Transactions You Can Query...................................................................................................................9-1 Looking up Invoices................................................................................................................................9-2 Fields You Can Change in Invoice Inquiry..........................................................................................9-5 Looking up Sales.....................................................................................................................................9-7 Fields You Can Change in Sales Inquiry.............................................................................................9-8 Looking up Cash Receipts.....................................................................................................................9-10 Looking up Cash Disbursements............................................................................................................9-14 Chapter 10, ARC Procedures Overview of Suggested ARC Procedures..............................................................................................10-2 Preparing Your Weekly ARC............................................................................................................10-2 TravCom User’s Guide (February, 2000) vii Table of Contents Reconciling the Returned ARC Report..............................................................................................10-3 Chapter 11, Bank and Credit Card Reconciliation Procedures Understanding Bank Reconciliation.......................................................................................................11-1 How to Reconcile a Bank Account........................................................................................................11-2 Understanding Credit Card Reconciliation............................................................................................11-7 How to Do Credit Card Reconciliation..................................................................................................11-8 Chapter 12, Periodic Functions & Journals About the Periodic Menu.......................................................................................................................12-1 Printing Journals................................................................................................................................12-1 When to Print Journals.......................................................................................................................12-1 How to Print Journals.........................................................................................................................12-1 Closing the Current Month.....................................................................................................................12-4 What Happens When You Close Current Month...............................................................................12-4 Optional Reports................................................................................................................................12-4 Month End Reports............................................................................................................................12-5 How to Close Your Current Month....................................................................................................12-5 Closing the Fiscal Year..........................................................................................................................12-7 What Happens When You Close Fiscal Year.....................................................................................12-7 Before You Begin..............................................................................................................................12-7 Year-End Procedures.........................................................................................................................12-7 How to Close Your Fiscal Year.........................................................................................................12-8 Chapter 13, TravCom Reports About the Standard Report in TravCom.................................................................................................13-1 General Procedures for Requesting a Report.........................................................................................13-2 Sales Report...........................................................................................................................................13-6 Missing Ticket Scan/Sequential List..................................................................................................13-6 A.R.C./Periodic Sales Report.............................................................................................................13-6 Agent Productivity Report.................................................................................................................13-9 Airline Volume Report.....................................................................................................................13-10 Client Sales Activity.........................................................................................................................13-11 Best Client Sales Report...................................................................................................................13-11 Internal Sales Analysis Report.........................................................................................................13-12 City Pair Analysis Report.................................................................................................................13-13 Corporate Sales Analysis Report......................................................................................................13-17 Corporate Travel Analysis Report....................................................................................................13-18 Corporate Travel Destinations Report..............................................................................................13-19 Hotel/Car Rental Usage Report........................................................................................................13-19 viii TravCom Users Guide (February, 2000)

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TravCom for Windows Retail Travel Agency Management and Accounting System User’s Guide Version 8.1
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Retail Travel Agency Management and Accounting System PDF

486 Pages·2000·2.89 MB·English
by  Jack Revel
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TravCom for Windows Retail Travel Agency Management and Accounting System User’s Guide Version 8.1

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Publication Year:2000
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