Copyright: TravCom Help v0.1 © 1997 Travel Computer Systems
Citation: © 1997 Travel Computer Systems


General Function Descriptions
TravCom for Windows
General Function Descriptions

Using Help 	Contacting TravCom 	TravCom on the Internet

General Function Descriptions are quick notes that tell you what a function or report is, and where to get more information about it. These are the topics you will see when you press F1 from a function or report within TravCom. Links from these topics jump to related Functional References and Procedural References.

The General Function Descriptions are organized below according to where the functions appear on the TravCom menus. Functions that are not accessed from the menus (the functions that are accessed only from other functions) are grouped at the beginning and end of the list.

Logon Dialog

Files

Client Maintenance

Vendor Maintenance

Agent Maintenance

Airline Maintenance

General Ledger Maintenance

City Maintenance

Setup - Agency Information

Setup - IATA Numbers

Setup - Divisions

Setup - Product Codes

Setup - Currencies

Setup - Miscellaneous

Setup - System Customization

Setup - Passwords

Setup - Exception Codes

Setup - Printers/Forms

Setup - Miscellaneous Tables

Setup - VAT Setup

Invoice Query

Sales Query

Cash Receipts Query

Cash Disbursements Query

Posting

Accounts Receivable

Sales Posting

Accounts Receivable Invoice Posting

Cash Receipts Posting

Commission Receipts Posting

Late Fee Posting

Voucher Posting

Accounts Payable

Accounts Payable Invoice Posting

Check Posting

Recurrent Payments

Debit/Credit Memos

Accounts Payable

Adjust Journal Entries

Recurrent Journals

Other

Bank Reconciliation

Credit Card Reconciliation

A.R.C. Reconciliation

Reports

Sales

Missing Ticket Scan/Sequential List

A.R.C./Periodic Sales Report

Agent Productivity Report

Airline Volume Report

Client Sales Activity Report

Best Client Sales Report

Internal Sales Analysis Report

City Pair Analysis Report

Corporate Sales Analysis Report

Corporate Travel Analysis Report

Corporate Travel Destinations Report

Hotel/Car Rental Usage Report

Client Name Report

Client Mailing Labels/Rolodex Cards

Inactive Client Report

Accounts Receivable

Aged Schedule of Accounts Receivable

Cash Receipts Report

Client Statements

Priority Collections/Dunning Letters

Client Accounting Activity Report

Client Ledger Cards

Client Credit Report

A/R Open Invoice Report

Missing Invoice Scan/Sequential List

Hotel/Car Rental Voucher Report

Commission Follow-up Letters

Accounts Payable

Aged Schedule of Accounts Payable

Cash Disbursements

Check Number Register

Cash Requirements Report

Vendor Usage Report

A/P Invoice Tracking Report

Agent Commission Statements

Vendor Name Report

Vendor Mailing Labels/Rolodex Cards

General Ledger

Trial Balance Report

Transaction Report

Posting Detail Report

Financial Statement/Balance Sheet

Chart of Accounts

Agency Status

Daily Agency Status Report

Weekly Agency Status Report

Month to Date Totals Report

Other

Custom Reports

Interface

Interface Overview

Install Interface

Periodic Functions

Print Journals

Close Current Month

Close Fiscal Year

Utilities

Calendar/Bulletin Board

Calculator

Export Data

Backup/Restore Data

Log on/off

Database Maintenance

Register Program

Branch Functions (Multi-Branch Only)

Change Branch

Add Branch

Delete Branch

Branch Setup

In-Context Functions

Drop Deposit

Create New Invoice In Context

Print Invoice/Fill-In Invoice Information

Print Check

Void Checks

Automatic Check Writing

Reverse Cash Receipts

Edit Free Fields

Credit Password


Logon Dialog
TravCom for Windows
Logon Dialog

Using Help 	Contacting TravCom 	TravCom on the Internet

Description

The Logon Dialog is the front end of TravCom for Windows password security system. The combination of agent number or code plus the agent password determines which functions the user will have access to within TravCom for Windows. You may define six password levels, specifying which functions and reports will be accessible for each level. Then you assign a password level to each agent. When the agent logs into TravCom, they may supply either the password assigned in their agent file or the master password for full access to the system.

NOTE: To customize the password levels and assign password levels to agents, you must be logged into TravCom with the master password.

Initial Choices

When you start the system, the Logon Dialog will require you to select a branch (if you are using a multi-branch setup), select an agent, and enter either the password for that agent or the master level password. TravCom will not start until this is completed successfully.

Additional information on the Logon Dialog is also available in Chapter 2 of your TravCom Users Guide.

Functional Reference(s)

Reference: Logon Dialog

Procedural Reference(s)

How to Log into TravCom

How to Add an Agent

How to Edit an Agent

How to Delete an Agent

How to Modify Security Access Levels


Client Maintenance
TravCom for Windows
Client Maintenance

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Files - Client

Description

Client Maintenance is where you add, edit, delete and maintain your list of clients in TravCom.

You will want to build a client record for anyone for whom you want to produce reports, statements or mailing labels. For example, clients you send cards to at Christmas or corporate accounts. You will also want to have house accounts for use when you do not wish to track the individual client.

TravCom for Windows will use this file to track each clients activity and will not allow you to post transactions to clients that have not been entered into this file.

Initial Choices

When you first open the Client Maintenance file, the cursor will be in the Client Number field.

•	You may enter an existing client number or Sort Key. TravCom will show the details for that client.

•	You may select the drop-down button beside the client number field and select an existing client number. When you press t or click on any other field, TravCom for Windows will show the details for that client.

•	You may enter a number that has not been used. TravCom will let you create a new client.

•	You may select the Next Open button. TravCom will assign the next available number and let you create a new client.

•	You may type in a number and select the Next Open button. TravCom will assign the next available number, starting from the number you typed in, and let you create a new client.

•	You may select the Edit List button. TravCom will show the Client File Edit List form, used to print information about all your clients for quick review.

•	You may select the Browse button. TravCom will show the Browse Client File form, used to browse and edit groups of clients.

•	You may select the Import button. In conjunction with Edit Data in Interface, the Import button will allow you to create a new client based on the name and address in a PNR that has been interfaced.

•	You may select the Quit button to return to the main menu.

Additional information on the Client File is also available in Chapter 4 of your TravCom Users Guide.

Functional Reference(s)

Reference: Client Maintenance - General Tab

Reference: Client Maintenance - Marketing Tab

Reference: Client Maintenance - Branches Tab

Reference: Client Maintenance - In House Tab

Reference: Client Maintenance - Sales/Accounting Tab

Reference: Client Maintenance - Departments Tab

Reference: Client File Edit List

Reference: Browse Client File

Procedural Reference(s)

How to Add a Client

How to Edit a Client

How to Delete a Client

How to Edit Groups of Clients

How to Delete Groups of Clients

How to Assign an Exception Code Group to a Client

How to Assign a Statement Group to a Client

How to Assign a Credit Limit to a Client

What to Do When Accounts Receivable is Out of Balance


Vendor Maintenance
TravCom for Windows
Vendor Maintenance

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Files - Vendor

Description

Vendor Maintenance is where you add, edit, delete and maintain your list of vendors in TravCom. Note that in TravCom, Outside Sales Agents are treated as vendors.

You will want to build a vendor record for any supplier you wish to track individually in your system or use regularly. For example, tour and cruise companies, hotel and car rental chains. Note that individual hotel properties and car rental locations are not built in the vendor file. You will also build vendor records for your printer, local office supplies company, landlord, and utilities companies. A vendor record for A.R.C. and many of the most common hotel and car rental chains have been pre-loaded for you.

You will also want to have miscellaneous vendors for use when you do not wish to track the individual supplier. For example, tour companies you do not sell often. Expenses to vendors you do not use regularly may be posted directly to the general ledger or may be posted to a miscellaneous expense vendor.

If you intend to track your hotel and car rental commissions receivable it is important that you have a Misc. Hotel and a Misc. Car Rental vendor in the Vendor file.

TravCom for Windows will use this file to track each vendors activity and will not allow you to post transactions to vendors that have not been entered into this file.

Initial Choices

When you first open the Vendor Maintenance file, the cursor will be in the Vendor Number field.

•	You may enter an existing vendor number or Sort Key. TravCom will show the details for that vendor.

•	You may select the drop-down button beside the vendor number field and select an existing vendor number. When you press t or click on any other field, TravCom for Windows will show the details for that vendor.

•	You may enter a number that has not been used. TravCom will let you create a new vendor.

•	You may select the Next Open button. TravCom will assign the next available number and let you create a new vendor.

•	You may type in a number and select the Next Open button. TravCom will assign the next available number starting from the number you typed in, and let you create a new vendor.

•	You may select the Edit List button. TravCom will show the Vendor File Edit List form, used to print information about all your vendors for quick review.

•	You may select the Browse button. TravCom will show the Browse Vendor File form, used to browse and edit groups of vendors all at once.

•	You may select the Quit button to return to the main menu.

Additional information on the Vendor File is also available in Chapter 4 of your TravCom Users Guide.

Functional Reference(s)

Reference: Vendor Maintenance - General Tab

Reference: Vendor Maintenance - Accounting Tab

Reference: Vendor Maintenance - Reporting Tab

Reference: Vendor Maintenance - Branches Tab

Reference: Vendor File Edit List

Reference: Browse Vendor File

Reference: Chain Codes

Procedural Reference(s)

How to Add a Vendor/Outside Sales Agent

How to Edit a Vendor/Outside Sales Agent

How to Delete a Vendor/Outside Sales Agent

How to Delete Groups of Vendors/Outside Sales Agents

How to Edit Groups of Vendors/Outside Sales Agents

How to Use Chain Codes

What to Do When Accounts Payable is Out of Balance


Agent Maintenance
TravCom for Windows
Agent Maintenance

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Files - Agent

Description

Agent Maintenance is where you add, edit, delete and maintain your list of agents in TravCom. Please note that outside sales agents are also built in Vendor Maintenance.

You will need to build an agent record for anyone who works on your airline reservation system or on TravCom for Windows.

TravCom for Windows will use this file to track each agents productivity and will not allow you to post transactions by agents that have not been entered into this file.

Initial Choices

When you first open the Agent Maintenance file, the cursor will be in the Agent Number field.

•	You may enter an existing agent number or code. TravCom will show the details for that agent.

•	You may select the drop-down button beside the agent number field and select an existing agent number. When you press t or click on any other field, TravCom for Windows will show the details for that agent.

•	You may enter a number that has not been used. TravCom will let you create a new agent.

•	You may select the Next Open button. TravCom will assign the next available number and let you create a new agent.

•	You may type in a number and select the Next Open button. TravCom will assign the next available number starting from the number you typed in, and let you create a new agent.

•	You may select the Edit List button. TravCom will show the Agent File Edit List form, used to print information about all of your agents for quick review.

•	You may select the Quit button to return to the main menu.

Additional information on the Agent File is also available in Chapter 4 of your TravCom Users Guide.

Functional Reference(s)

Reference: Agent Maintenance - General Tab

Reference: Agent Maintenance - Personnel Tab

Reference: Agent Maintenance - Branches Tab

Reference: Agent File Edit List

Procedural Reference(s)

How to Add an Agent

How to Edit an Agent

How to Delete an Agent

How to Assign a Password and Password Level to an Agent or TravCom User


Airline Maintenance
TravCom for Windows
Airline Maintenance

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Files - Airline

Description

Airline Maintenance is where you add, edit, delete and maintain your list of airlines in TravCom. Most airlines have been pre-loaded for you.

TravCom for Windows will use this file to track airline sales by validating carrier and will not allow you to post documents validated on airlines that have not been entered into this file. It is not necessary that every airline code included in an itinerary be entered into this file before the transaction may be posted.

Initial Choices

When you first open the Airline Maintenance file, the cursor will be in the Airline Number field.

•	You may enter an existing airline number or code. TravCom will show the details for that airline.

•	You may select the drop-down button beside the airline number field and select an existing airline number. When you press t or click on any other field, TravCom for Windows will show you the details for that airline.

•	You may enter a number that has not been used. TravCom will let you create a new airline.

•	You may select the Edit List button. TravCom will show the Airline File Edit List form, used to print information about all your airlines for quick review.

•	You may select the Quit button to return to the main menu.

Additional information on the Airline File is also available in Chapter 4 of your TravCom Users Guide.

Functional Reference(s)

Reference: Airline Maintenance

Reference: Airline File Edit List

Procedural Reference(s)

How to Add an Airline

How to Edit an Airline

How to Delete an Airline


General Ledger Maintenance
TravCom for Windows
General Ledger Maintenance

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Files - General Ledger

Description

General Ledger Maintenance is where you add, edit, delete and maintain general ledger accounts in TravCom. It is also where you specify which general ledger accounts are to be used for various special purposes and where you set up your financial statement and balance sheet information.

Note that when TravCom prints the Financial Statement/Balance Sheet, the general ledger accounts are printed in numerical sequence. You can add, edit, and delete general ledger accounts to suit your agencys needs, but you must be careful to keep the numerical sequences correct or your Financial Statement/Balance Sheet will not give you correct information. The Chart of Accounts report is useful for checking the numerical order of your accounts.

In addition to the standard general ledger posting accounts (assets , liabilities , capital , income and expenses ), the chart of accounts includes format accounts which determine where headings, page breaks, sub-totals and totals will appear on the Balance Sheet and Income Statement, and which accounts will be included in each total or sub-total.

Initial Choices

When you first open the General Ledger Maintenance file, the cursor will be in the General Ledger Account Number field.

•	You may enter an existing general ledger account number or Sort Key. TravCom will show the details for that general ledger account.

•	You may select the drop-down button beside the G/L account field and select an existing general ledger number. When you press t or click on any other field, TravCom for Windows will show the details for that general ledger account.

•	You may enter a number that has not been used. TravCom will let you create a new general ledger account.

•	You may select the Next Open button. TravCom will assign the next available number and let you create a new general ledger account.

•	You may type in a number and select the Next Open button. TravCom will assign the next available number starting from the number you typed in, and let you create a new general ledger account.

•	You may select the Edit List button. TravCom will show the General Ledger Edit List form, used to print information about all your general ledger accounts for quick review.

•	You may click the Posting Accounts tab to specify various special general ledger accounts.

•	You may click the Cash Accounts tab to specify and set up your cash accounts .

•	You may click the Financial Statements tab to set up your financial statement and balance sheet.

•	You may select the Quit button to return to the main menu.

Additional information on the General Ledger File is also available in Chapter 4 of your TravCom Users Guide.

Functional Reference(s)

Reference: General Ledger Maintenance - General Tab

Reference: General Ledger Maintenance - Current Balances Tab

Reference: General Ledger Maintenance - Previous Balances Tab

Reference: General Ledger Maintenance - Budgets Tab

Reference: General Ledger Maintenance - Posting Accounts Tab

Reference: General Ledger Maintenance - Cash Accounts Tab

Reference: General Ledger Maintenance - Financial Statements Tab

Reference: General Ledger Maintenance - Supporting Schedules Tab

Reference: General Ledger File Edit List

Reference: Chart of Accounts

Procedural Reference(s)

How to Add a General Ledger Account

How to Edit a General Ledger Account

How to Delete a General Ledger Account

How to Work with Format Accounts and Maintain your Financial Statement/Balance Sheet

How to Set Up General Ledger Posting Accounts

How to Set Up Cash Accounts

How to Specify the Next Check Number

How to Work with Budgets

What to Do When the General Ledger Transaction File is Out of Balance


City Maintenance
TravCom for Windows
City Maintenance

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Files - City

Description

City Maintenance is where you add, edit, delete and maintain your list of cities (airport and rail codes) in TravCom. Most common city codes have been pre-loaded for you.

TravCom for Windows will use this file to translate airport and rail codes into the appropriate city name on specified reports. For example, LAX becomes "Los Angeles, CA" and BOS becomes "Boston, MA." It is not necessary that every city code included in an itinerary be entered into this file before the transaction may be posted.

Initial Choices

When you first open the City Maintenance file, the cursor will be in the City Code field.

•	You may enter an existing city code. TravCom will show the details for that city.

•	You may select the drop-down button beside the city code field and select an existing city code. When you press t or click on any other field, TravCom for Windows will show the details for that city code.

•	You may enter a number that has not been used. TravCom will let you create a new city code.

•	You may select the Edit List button. TravCom will show the City File Edit List form, used to print information about all your city codes for quick review.

•	You may select the Quit button to return to the main menu.

Additional information on the City File is also available in Chapter 4 of your TravCom Users Guide.

Functional Reference(s)

Reference: City Maintenance

Procedural Reference(s)

How to Add a City

How to Edit a City

How to Delete a City


Setup - Agency Information
TravCom for Windows
Setup - Agency Information

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Files - Setup - Agency Information Tab

Description

Setup - Agency Information is where you record the basic information about your travel agency. This is also where you specify your agencys country, which affects the configuration of TravComs various country-specific databases.

Additional information on the Agency Information tab is also available in Chapter 3 of your TravCom Users Guide.

Functional Reference(s)

Reference: Setup - Agency Information Tab

Procedural Reference(s)

How to Enter/Modify Your Agency Information

How to Specify Your Country in TravCom


Setup - IATA Numbers
TravCom for Windows
Setup - IATA Numbers

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Files - Setup - IATA Numbers Tab

Description

Setup - IATA Numbers is where you specify your agencys IATA number(s), and where you specify which vendor in your vendor file represents A.R.C.

Additional information on the IATA Numbers tab is also available in Chapter 3 of your TravCom Users Guide.

Functional Reference(s)

Reference: Setup - IATA Numbers Tab

Procedural Reference(s)

How to Add an IATA Number

How to Edit an IATA Number

How to Delete an IATA Number

How to Specify Your A.R.C. Vendor


Setup - Divisions
TravCom for Windows
Setup - Divisions

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Files - Setup - Divisions Tab

Description

Setup - Divisions is where you add, edit, delete and maintain divisions within your agency. Note that this tab is only accessible if you have a Deluxe version of TravCom for Windows and the Divisional checkbox on the Setup - System Customization Tab is checked.

Additional information on the Divisions tab is also available in Chapter 3 of your TravCom Users Guide.

Functional Reference(s)

Reference: Setup - Divisions Tab

Procedural Reference(s)

How to Add a Division

How to Edit a Division

How to Delete a Division

How to Use Divisions


Setup - Product Codes
TravCom for Windows
Setup - Product Codes

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Files - Setup - Product Codes Tab

Description

Setup - Product Codes is where you add, edit, delete and maintain your list of product codes in TravCom. Product Codes are used to categorize transactions in TravCom for Windows and to control which general ledger accounts each transaction will effect. The general ledger accounts you specify here will also determine whether your Income Statement reflects Sales/Cost of Sales  or Direct Income accounting.

Additional information on the Product Codes tab is also available in Chapter 3 of your TravCom Users Guide.

Functional Reference(s)

Reference: Setup - Product Codes Tab

Procedural Reference(s)

How to Add a Product Code

How to Edit a Product Code

How to Delete a Product Code

How to Use the Sales/Cost of Sales Accounting Method

How to Use the Direct Income Accounting Method


Setup - Currencies
TravCom for Windows
Setup - Currencies

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Files - Setup - Currencies Tab

Description

Setup - Currencies is where you can edit your currency in TravCom. If you have a multi-currency version of TravCom for Windows, you will also add currencies here and maintain your exchange rates.

Additional information on the Currencies tab is also available in Chapter 3 of your TravCom Users Guide.

Functional Reference(s)

Reference: Setup - Currencies Tab

Procedural Reference(s)

How to Add a Currency

How to Edit a Currency

How to Delete a Currency

How to Set Exchange Rates Between Currencies


Setup - Miscellaneous
TravCom for Windows
Setup - Miscellaneous

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Files - Setup - Miscellaneous Tab

Description

Setup - Miscellaneous is where you make miscellaneous system customization choices including the next number for invoices and vouchers , and the screen colors within TravCom.

Additional information on the Miscellaneous tab is also available in Chapter 3 of your TravCom Users Guide.

Functional Reference(s)

Reference: Setup - Miscellaneous Tab

Procedural Reference(s)

How to Specify the Next Voucher Number

How to Specify the Next Invoice Number

How to Specify the Next Cash Receipt Number

How to Change TravCom Screen Colors


Setup - System Customization
TravCom for Windows
Setup - System Customization

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Files - Setup - System Customization Tab

Description

Setup - System Customization is where you will determine if taxes should be included on your income and expense accounts and how agent commissions are to be calculated. You will also indicate whether or not you sell Bulk, Discounted or Consolidator tickets, or use Divisions (Deluxe installations only) or Net Fares (United Kingdom only).

This tab is also used to force the number lock and/or caps lock on when you load TravCom for Windows and to instruct TravCom to display reports on screen before printing to paper (Print Preview).

Additional information on the System Customization tab is also available in Chapter 3 of your TravCom Users Guide.

Functional Reference(s)

Reference: Setup - System Customization Tab

Procedural Reference(s)

How to Use Divisions

How to Include or Exclude Taxes on Your Financial Statement

How to Force the NUM LOCK On When Starting TravCom

How to Force the CAPS LOCK On When Starting TravCom

How to Force a Print Preview Before Printing a Report

How to Modify the Agent Commission Calculation


Setup - Passwords
TravCom for Windows
Setup - Passwords

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Files - Setup - Passwords Tab

Description

Setup - Passwords is where you specify the Master password, the Credit password , and determine which functions and reports are accessible to the six customizable password levels . Note that this tab is only accessible when you are logged onto TravCom with the master-level password.

Additional information on the Passwords tab is also available in Chapter 3 of your TravCom Users Guide.

Functional Reference(s)

Reference: Setup - Passwords Tab

Procedural Reference(s)

How to Change the Master Password

How to Change the Credit Password

How to Customize the User-Defined Password Levels

How to Assign a Password/Password Level to an Agent or TravCom User


Setup - Exception Codes
TravCom for Windows
Setup - Exception Codes

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Files - Setup - Exception Codes Tab

Description

Setup - Exception Codes is where you can add, edit, delete, print and maintain  exception code group and individual exception codes within those groups.

Additional information on the Exception Codes tab is also available in Chapter 3 of your TravCom Users Guide.

Functional Reference(s)

Reference: Setup - Exception Codes Tab

Procedural Reference(s)

How to Add an Exception Code Group

How to Edit an Exception Code Group

How to Delete an Exception Code Group

How to Assign an Exception Code Group to a Client

How to Add an Exception Code to an Exception Code Group

How to Edit an Exception Code in an Exception Code Group

How to Delete an Exception Code from an Exception Code Group


Setup - Printers/Forms
TravCom for Windows
Setup - Printers/Forms

Using Help 	Contacting TravCom 	TravCom on the Internet

Files - Setup - Printers/Forms Tab

Description

Setup - Printers/Forms is where you choose which printer to use for each of TravComs forms, and where you make choices about how those forms will be formatted.

Additional information on the Printers/Forms tab is also available in Chapter 3 of your TravCom Users Guide.

Functional Reference(s)

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Invoices

Reference: Printer Forms - Checks

Reference: Printer Forms - Statements

Reference: Printer Forms - Vouchers

Reference: Printer Forms - Receipts

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Check Forms

How to Set Up Invoice Forms

How to Set Up Statement Forms

How to Set Up Voucher Forms

How to Set Up Receipt Forms

How to Set Up Reports/Letters


Setup - Miscellaneous Tables
TravCom for Windows
Setup - Miscellaneous Tables

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Files - Setup - Miscellaneous Tables Tab

Description

Setup - Miscellaneous Tables is where you can add, delete and maintain entries in various data tables used by TravCom for Windows. These tables include the country table, the state/province or county table (depending on your country), the postal code table, the keyword table, the travel types table, the business types table, and the vendor types table.

Additional information on the Misc. Tables tab is also available in Chapter 3 of your TravCom Users Guide.

Functional Reference(s)

Reference: Setup - Miscellaneous Tables Tab

Procedural Reference(s)

How to Add a Country

How to Delete a Country

How to Add a State/Province or County

How to Delete a State/Province or County

How to Add a Postal Code/Zip Code

How to Delete a Postal Code/Zip Code

How to Add a Keyword

How to Delete a Keyword

How to Add a Travel Type

How to Delete a Travel Type

How to Add a Business Type

How to Delete a Business Type

How to Add a Vendor Type

How to Delete a Vendor Type


Setup - VAT Setup
TravCom for Windows
Setup - VAT Setup

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Files - Setup - VAT Setup Tab

Description

Setup - VAT Setup is where you specify whether you will use VAT and PST, and where you customize how these taxes will work. You can add, edit, delete and maintain tax formulas here.

Additional information on the VAT Setup tab is also available in Chapter 3 of your TravCom Users Guide.

Functional Reference(s)

Reference: Setup - VAT Tab

Reference: Sales Posting: Fares/Taxes

Procedural Reference(s)

How to Activate VAT Functionality

How to Activate PST Functionality

How to Add Tax Formulas

How to Edit Tax Formulas

How to Delete Tax Formulas


Invoice Query
TravCom for Windows
Invoice Query

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Files - Queries - Invoices

Description

Invoice Query allows you to search for AR Invoices and AP Invoices . You can search for invoices by the invoice number or the Client ID /Vendor ID , and you can include invoices that have zero balances if they are still in the invoice database. (You specify how long TravCom is to keep closed accounting history for each client in Client Maintenance and each vendor in Vendor Maintenance.)

Limited editing of invoices is allowed here, but the editable fields will not affect accounting. Changes you make here may, however, affect the way an invoice appears on Accounts Receivable or Accounts Payable reports.

Additional information on the Invoice Queries function is also available in Chapter 8 of your TravCom Users Guide.

Functional Reference(s)

Reference: Invoice Query

Reference: Invoice Query: A/R Invoice Screen

Reference: Invoice Query: A/P Invoice Screen

Reference: Client Maintenance - Sales/Accounting Tab

Reference: Vendor Maintenance - Accounting Tab

Reference: Accounts Receivable Invoice Posting

Reference: Accounts Payable Invoice Posting

Reference: Sales Posting: Header Information

Procedural Reference(s)

How to Search for Invoices with Invoice Query

How to Edit Invoices with Invoice Query

How to Print Invoices with Invoice Query

How to Print an Invoice Query Report


Sales Query
TravCom for Windows
Sales Query

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Files -Queries - Sales

Description

Sales Query allows you to search for previously posted sales . You can search for sales by client number , invoice number , ticket number, or passenger name. (You specify how long TravCom is to keep sales for each client in Client Maintenance.)

Limited editing of invoices is allowed here, but the editable fields will not affect accounting. Changes you make here may, however, affect the way a transaction appears on Sales reports.

Additional information on the Sales Queries function is also available in Chapter 8 of your TravCom Users Guide.

Functional Reference(s)

Reference: Sales Query

Reference: Sales Query: Invoice General Screen

Reference: Sales Query: Invoice Accounting Screen

Reference: Sales Query: Invoice Commission Screen

Reference: Sales Query: Invoice Reporting Screen

Reference: Sales Query: Invoice Itinerary Screen

Reference: Client Maintenance - Sales/Accounting Tab

Reference: Sales Posting: Header Information

Procedural Reference(s)

How to Search for Sales with Sales Query

How to Edit Sales with Sales Query


Cash Receipts Query
TravCom for Windows
Cash Receipts Query

Using Help 	Contacting TravCom 	TravCom on the Internet

Files - Queries - Cash Receipts

Description

Cash Receipts Query allows you to search for previously posted cash/check, in-house credit card , and ATM receipts. (You specify how long TravCom is to keep accounting history for each client in Client Maintenance and each vendor in Vendor Maintenance.) Editing of Cash Receipts is not allowed here.

Additional information on the Cash Receipts Queries function is also available in Chapter 8 of your TravCom Users Guide.

Functional Reference(s)

Reference: Cash Receipts Query

Reference: Reverse Cash Receipt

Reference: Client Maintenance - Sales/Accounting Tab

Reference: Vendor Maintenance - Accounting Tab

Reference: Cash Receipts Posting

Reference: Commission Receipts Posting

Procedural Reference(s)

How to Search for a Cash Receipt with Cash Receipts Query

How to Reverse a Cash Receipt

How to Reverse a Commission Receipt


Cash Disbursements Query
TravCom for Windows
Cash Disbursements Query

Using Help 	Contacting TravCom 	TravCom on the Internet

Files - Queries - Cash Disbursements

Description

Cash Disbursements Query allows you to search for previously posted cash disbursements (checks). (You specify how long TravCom is to keep accounting history for each vendor in Vendor Maintenance and each client in Client Maintenance.) Editing of Checks is not allowed here.

Additional information on the Cash Disbursements Queries function is also available in Chapter 8 of your TravCom Users Guide.

Functional Reference(s)

Reference: Cash Disbursements Query

Reference: Check Posting

Procedural Reference(s)

How to Search for a Check with Cash Disbursements Query


Sales Posting
TravCom for Windows
Sales Posting

Using Help 	Contacting TravCom 	TravCom on the Internet

Posting - Accounts Receivable - Sales Posting

Description

Sales Posting allows you to post, adjust, and maintain sales in TravCom. If your TravCom system is interfaced with a CRS, most of your sales will be entered via the Interface. You will still use Sales Posting occasionally to enter sales manually, and to adjust any sale that needs to be adjusted, whether entered automatically by the Interface or manually. (Sales can also be modified in Files - Queries - Sales, provided that the changes you need to make will not affect the accounting or statistics related to the transaction.)

Note that when you post a sale, TravCom will automatically post any resulting accounts receivable invoice(s) and accounts payable invoice(s) , and will automatically affect the general ledger . Also, you may receive and disburse cash at the time you post a sale.

Initial Choices

When you first open Sales Posting, the cursor will be in the Client Number field.

•	You may enter a client number or Sort Key, or select a client account from the drop down list. TravCom will begin the process of entering a new sale.

•	You may select the Repeat Sale button. TravCom will copy information into the form from a previously posted sale that you select, incrementing the ticket number for you. This is useful if you are posting two or more similar tickets.

•	You may select the Adjust a Sale button. TravCom will copy information into the form from a previously posted sale that you select. You may change any information then re-post the sale. TravCom will actually post a "negative sale" to reverse the original sale, then post a new sale to reflect your changes. (Remember that if the changes you need to make will not affect accounting or statistics - such as the passenger name, invoice date(s) or corporate reporting fields -  it is recommended that you use Invoice Query instead.)

•	You may select the Refund a Sale button. TravCom will copy information into the form from a previously posted sale that you select, reversing the amounts for you. You may post this "negative sale" to effectively reverse the sale, or you may adjust the amounts if the refund is only partial.

•	You may select the Void Ticket/Invoice button. TravCom will void a previously posted ticket/invoice that you select, or mark a ticket/invoice as void if it has not previously been posted ("spoiling" the document).

•	You may select the Resubmit button. TravCom will copy information into the form from a previously posted sale that you select. You may post this sale "as-is" to resubmit it on the current airline report, or you may make changes to it first. In either case, TravCom will post a "negative sale" to reverse the original sale, then post a new sale to be included on the current airline report.

•	You may select the Quit button to return to the main menu.

Additional information on the Sales function is also available in Chapter 6 of your TravCom Users Guide.

Functional Reference(s)

Reference: Sales Posting: Header Information

Reference: Sales Posting: Fares/Taxes

Reference: Sales Posting: Forms of Payment

Reference: Sales Posting: Commissions

Reference: Sales Posting: Agents and Outside Sales Agents

Reference: Sales Posting: Vendors

Reference: Sales Posting: Sales Reporting Fields

Reference: Sales Posting: Itinerary

Reference: Sales Posting: General Ledger

Reference: Setup - Exception Codes Tab

Reference: Edit Free Fields

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Invoices

Reference: Printer Forms – Receipts

Reference: Printer Forms - Checks

Procedural Reference(s)

Basic Procedures

How to Post a Basic Airline Sale

How to Post a Basic Non-Airline Sale

How to Repeat a Previously Posted Sale

How to Refund a Previously Posted Sale

How to Adjust a Previously Posted Sale

How to Reverse a Previously Posted Sale

How to Void a Ticket

How to Void an Invoice

How to Resubmit a Sale on the A.R.C. Report

Refinements to Basic Procedures

How to Print Invoices with Sales Posting

How to Post a Deposit (Non-A.R.C.) Sale

How to Post a Final Payment (Non-A.R.C.) Sale

How to Post an Electronic Ticket Sale

How to Post a Bulk Ticket Sale

How to Post a Consolidator/Discounted Ticket Sale

How to Post a Net Fare Sale

How to Post a Sale with a Penalty

How to Post a Travel Agency Fee Document

How to Post a Transaction the Exceeds that Client's Credit Limit

How to Work with Free Fields

How to Change the Default General Ledger Accounts When Posting a Sale

How to Choose Printers for Forms

How to Set Up Invoice Forms

How to Set Up Receipt Forms

How to Set Up Check Forms

How to Set Up Travel Agency Fee Documents (T.A.F.s)


Accounts Receivable Invoice Posting
TravCom for Windows
Accounts Receivable Invoice Posting

Using Help 	Contacting TravCom 	TravCom on the Internet

Posting - Accounts Receivable - A/R Invoices

Description

AR Invoices allows you to post accounts receivable invoices and accounts receivable beginning balances in TravCom. These invoices will appear on the client account and are normally posted to an income or expense account on the general ledger . AR Invoices do not affect any bank account, nor the clients sales statistics or reports.

Note that when Sales transactions are posted TravCom automatically posts the corresponding A/R Invoice to the client account whenever appropriate. This function is used to bill clients for non-sales related charges, such as late fees or service charges, or charges for other services such as faxing or overnight mailing.

The AR Invoices function is also used to adjust previously posted Accounts Receivable invoices when the adjustment does not directly relate to a sales transaction (for example, to apply a discount given or write off a bad debt).

Additional information on the AR Invoices function is also available in Chapter 6 of your TravCom Users Guide.

Functional Reference(s)

Reference: Accounts Receivable Invoice Posting

Reference: Invoice Query

Procedural Reference(s)

How to Post an Accounts Receivable Invoice

How to Post a Beginning Accounts Receivable Balance

How to Remove ("Write-Off") an Unwanted Accounts Receivable Invoice

How to Adjust an Accounts Receivable Invoice

How to Print Invoices with Accounts Receivable Invoice Posting


Cash Receipts Posting
TravCom for Windows
Cash Receipts Posting

Using Help 	Contacting TravCom 	TravCom on the Internet

Posting - Accounts Receivable - Cash Receipts Posting

Description

Cash Receipts Posting allows you to post cash receipts and deposits in TravCom. Note that cash receipts are applied against invoices or directly against one or more general ledger accounts . When you receive cash for a hotel or car rental commission, use the Commission Receipts Posting function.

Additional information on the Cash Receipts function is also available in Chapter 6 of your TravCom Users Guide.

Functional Reference(s)

Reference: Cash Receipts Posting

Reference: Reverse Cash Receipt

Reference: Cash Receipts Query

Reference: General Ledger Maintenance - Cash Accounts Tab

Procedural Reference(s)

How to Post a Bank Deposit

How to Post a Cash Receipt from a Client for Existing Accounts Receivables

How to Post a Cash Receipt from a Vendor for Existing Negative Payables

How to Post a Cash Receipt from a Client for a New Invoice

How to Post a Cash Receipt from a Vendor for a New Invoice

How to Post a Cash Receipt to the General Ledger

How to Post a Partial Cash Receipt

How to Reverse a Cash Receipt

How to Transfer Cash between Cash Accounts

How to Set Up Cash Accounts


Commission Receipts Posting
TravCom for Windows
Commission Receipts Posting

Using Help 	Contacting TravCom 	TravCom on the Internet

Posting - Accounts Receivable - Commission Receipts

Description

Commission Receipts Posting allows you to post commission receipts and deposits in TravCom. Note that commission receipts are applied against vouchers . When you receive cash from a client or vendor (other than a hotel or car rental chain), use the Cash Receipts Posting function.

Additional information on the Commission Receipts function is also available in Chapter 6 of your TravCom Users Guide.

Functional Reference(s)

Reference: Commission Receipts Posting

Reference: Cash Receipts Query

Reference: General Ledger Maintenance - Cash Accounts Tab

Procedural Reference(s)

How to Post a Deposit

How to Post a Commission Receipt for an Existing Voucher

How to Post a Commission Receipt for a New Voucher

How to Adjust a Commission Receipt for a Fee Taken

How to Post a Commission Receipt with HCC Data

How to Reverse a Commission Receipt

How to Set Up Cash Accounts


Late Fee Posting
TravCom for Windows
Late Fee Posting

Using Help 	Contacting TravCom 	TravCom on the Internet

Posting - Accounts Receivable – Late Fees

Description

Late Fee Posting allows you to post late fees to clients for past due invoices. Clients can be set up in Client Maintenance to either receive or be exempt from late fees. Posting late fees will create an accounts receivable invoice to each client based on their overdue invoices. Optionally, the invoices can be printed.

Additional information on the Late Fees function is also available in Chapter 6 of your TravCom Users Guide.

Functional Reference(s)

Reference: Late Fee Posting

Procedural Reference(s)

How to Post a Late Fee


Voucher Posting
TravCom for Windows
Voucher Posting

Using Help 	Contacting TravCom 	TravCom on the Internet

Posting - Accounts Receivable - Vouchers

Description

Voucher Posting allows you to post, edit and maintain vouchers (hotel and car rental bookings) in TravCom.

Since vouchers do not affect accounting or statistics, you can change any field on any posted voucher. Changes you make can affect how the voucher appears on sales reports (such as the Hotel/Car Rental Voucher Report and Hotel/Car Rental Usage Report) but will not modify statistics such as the Agent Productivity or Agency Status Reports.

Additional information on the Vouchers function is also available in Chapter 6 of your TravCom Users Guide.

Functional Reference(s)

Reference: Voucher Posting

Reference: Voucher Posting: General Information

Reference: Voucher Posting: Voucher Information

Reference: Voucher Posting: Amounts/Status

Procedural Reference(s)

How to Post a Voucher

How to Edit a Voucher

How to Delete a Voucher


Accounts Payable Invoice Posting
TravCom for Windows
Accounts Payable Invoice Posting

Using Help 	Contacting TravCom 	TravCom on the Internet

Posting - Accounts Payable - A/P Invoices

Description

AP Invoices allows you to post accounts payable invoices and accounts payable beginning balances in TravCom. These invoices will appear on the vendor account and are normally posted to an expense account on the general ledger . AP Invoices do not affect any bank account, but will affect the vendors sales statistics.

Note that when sales transactions are posted TravCom automatically posts the corresponding A/P Invoice to the vendor account, or the commission due (credit card sales) to the vendor or commission client account (Accounts Receivable), whenever appropriate. This function is used to enter bills form vendors for non-sales related charges, such as rent and utilities.

The AP Invoices function is also used to adjust previously posted Accounts Payable invoices when the adjustment does not directly relate to a sales transaction (for example, a minor discrepancy on the A.R.C. report or a bill entered incorrectly).

Additional information on the AP Invoices function is also available in Chapter 7 of your TravCom Users Guide.

Functional Reference(s)

Reference: Accounts Payable Invoice Posting

Reference: Invoice Query

Procedural Reference(s)

How to Post an Accounts Payable Invoice

How to Post a Beginning Accounts Payable Balance

How to Remove ("Write-Off") an Unwanted Accounts Payable Invoice

How to Adjust an Accounts Payable Invoice

How to Adjust the A.R.C. Payable


Check Posting
TravCom for Windows
Check Posting

Using Help 	Contacting TravCom 	TravCom on the Internet

Posting - Accounts Payable - Checks

Description

Check Posting allows you to post and print cash disbursements in TravCom. You can also use Check Posting to void or reverse checks.

Additional information on the Checks function is also available in Chapter 7 of your TravCom Users Guide.

Functional Reference(s)

Reference: Check Posting

Reference: Automatic Check Writing

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Checks

Procedural Reference(s)

How to Post a Check for an Existing Invoice

How to Post a Check for a New Invoice

How to Post a Check to the General Ledger

How to Void/Reverse a Check

How to Use Automatic Check Writing

How to Transfer Cash between Cash Accounts

How to Set Up Cash Accounts

How to Choose Printers for Forms

How to Set Up Check Forms


Recurrent Payments
TravCom for Windows
Recurrent Payments

Using Help 	Contacting TravCom 	TravCom on the Internet

Posting - Accounts Payable - Recurrent Payments

Description

Recurrent Payments allows you to create payable invoices that will occur regularly, such as rent or loan payments. These transactions are kept on file without affecting your accounting until the time comes that they should be posted. You post groups of these payables with the Post function.

There are two parts to the Recurrent Payments process: creating the transaction records and posting the payment groups.

When you create a recurrent payment, that recurrent payment is not posted automatically. You are entering the necessary information so that TravCom can post the invoice when you chose the Post option.

When you post a group of recurrent payments TravCom creates a payable invoice for each recurrent payment in the group, and posts the associated accounting to the general ledger.

Posting a Payment Group is not the same as posting cash disbursements to pay for those payables. The invoices are created to the Accounts Payable, just as though you had posted each individually via Posting - Accounts Payable - A/P Invoices. When you post a rent payable, for instance, this tells TravCom that you owe a certain amount. It does not tell TravCom that you have paid that amount. The check(s) must still be posted as usual in the Posting - Accounts Payable - Checks function.

Additional information on the Recurrent Payments function is also available in Chapter 7 of your TravCom Users Guide.

Functional Reference(s)

Reference: Recurrent Payments - Payment Info Tab

Reference: Recurrent Payments - Payment Schedule Tab

Reference: Recurrent Payments - Expenses Tab

Reference: Recurrent Payments - Post Dialog Box

Procedural Reference(s)

How to Create a Recurrent Payment

How to Delete a Recurrent Payment

How to Modify a Recurrent Payment

How to Post Recurrent Payments


Debit/Credit Memos
TravCom for Windows
Debit/Credit Memos

Using Help 	Contacting TravCom 	TravCom on the Internet

Posting - Accounts Payable - Debit/Credit Memos

Description

Debit/Credit Memo Posting allows you to post debit and credit memos and Agent Automated Deductions to appear on your airline report. Posting debit and credit memos automatically updates agents (productivity), outside sales agents (commission) and vendors (sales volume and commission) as you record when posting the memo. They do not, however, affect any clients account.

Additional information on the AR Invoices function is also available in Chapter 7 of your TravCom Users Guide.

Functional Reference(s)

Reference: Debit/Credit Memo Posting

Procedural Reference(s)

How to Post a Debit Memo

How to Post a Credit Memo


Adjust Journal Entries
TravCom for Windows
Adjust Journal Entries

Using Help 	Contacting TravCom 	TravCom on the Internet

Posting – General Ledger - Adjust Journal Entries

Description

Adjust Journal Entries allows you to post adjustments and beginning balances directly to your general ledger . Note that TravCom will allow you to post an unbalanced adjustment with this function (an adjustment that throws your general ledger out of balance), but you will be warned before you are allowed to post it.

Additional information on the Adjust Journal Entries function is also available in Chapter 7 of your TravCom Users Guide.

Functional Reference(s)

Reference: Adjust Journal Entries

Procedural Reference(s)

How to Post a General Ledger Adjustment

How to Post General Ledger Beginning Balances

What to Do When the General Ledger Transaction File is Out of Balance


Recurrent Journals
TravCom for Windows
Recurrent Journals

Using Help 	Contacting TravCom 	TravCom on the Internet

Posting – General Ledger – Recurrent Journals

Description

Recurrent Journals allows you to post recurrent adjustments directly to your general ledger . Recurrent adjustments are a set of adjustments that you post periodically. You can build a set of adjustments and then on a monthly basis post the adjustments automatically.

Additional information on the Recurrent Journals function is also available in Chapter 7 of your TravCom Users Guide.

Functional Reference(s)

Reference: Recurrent Journals

Reference: Adjust Journal Entries

Procedural Reference(s)

How to Create a Recurrent Journal Set

How to Delete a Recurrent Journal Set

How to Modify a Recurrent Journal Set

How to Post Recurrent Journals

What to Do When the General Ledger Transaction File is Out of Balance


Bank Reconciliation
TravCom for Windows
Bank Reconciliation

Using Help 	Contacting TravCom 	TravCom on the Internet

Posting - Bank Reconciliation

Description

Bank Reconciliation is a function that helps you keep your data in synchronization with your banks data. Reconciling a cash account is the process of comparing the postings in TravCom to those posted by your bank in order to verify the accuracy of both.

Each time you post a check in any posting function within TravCom (Postings - Accounts Payable - Checks or Posting - Accounts Receivable - Sales), the system automatically updates Outstanding Checks in the bank reconciliation. Every time you post a cash or commission receipt, TravCom updates Cash Not Yet Deposited in the bank reconciliation, and when you drop the deposit slip the date and amount you dropped is moved from Cash Not Yet Deposited to Outstanding Deposits.

When posted correctly, this gives you a list of outstanding checks and deposits to compare to your bank statement when it arrives. By marking the items that cleared your bank account during the statement period, you can verify that the banks records match your own. Then, by taking into account any checks and deposits that had not cleared your account at the time the statement was generated, you can also verify that the Checkbook balance and the general ledger account balance are the same.

Note that the Bank Reconciliation function does not affect your accounting at all, except to post adjustments for bank charges and interest income if you choose.

Additional information on the Bank Reconciliation is also available in Chapter 10 of your TravCom Users Guide.

Functional Reference(s)

Reference: Bank Reconciliation

Reference: Bank Reconciliation Complete

Procedural Reference(s)

How to Set Up the Bank Reconciliation

How to Reconcile a Cash Account with the Bank


Credit Card Reconciliation
TravCom for Windows
Credit Card Reconciliation

Using Help 	Contacting TravCom 	TravCom on the Internet

Posting - Credit Card Reconciliation

Description

The Credit Card Reconciliation function helps you identify transactions in your data that match transactions supplied to you by a credit card company. For example, suppose you have a corporate client who uses an American Express credit card for their travel. American Express can send you data for that client on a disk. With Credit Card Reconciliation, TravCom will quickly identify which of the transactions on the American Express disk have matches in your TravCom data, and which do not. Note that using Credit Card Reconciliation does not affect your TravCom data.

TravCom can reconcile data provided by American Express, Diners Club and Visa.

Additional information on the Credit Card Reconciliation is also available in Chapter 10 of your TravCom Users Guide.

Functional Reference(s)

Reference: Credit Card Reconciliation

Procedural Reference(s)

How to Reconcile Credit Card Data with TravCom


A.R.C. Reconciliation
TravCom for Windows
A.R.C. Reconciliation

Using Help 	Contacting TravCom 	TravCom on the Internet

Posting - A.R.C. Reconciliation

Description

The A.R.C. Reconciliation function lets you compare data from  A.R.C., either on an ARIA diskette or in a file from IAR, with the A.R.C. transactions posted in TravCom. With A.R.C. Reconciliation, TravCom will quickly identify which of the transactions on the A.R.C. disk or in the IAR file have matches in your TravCom data and which do not. Note that using A.R.C. Reconciliation does not affect your TravCom data.

Additional information on the A.R.C. Reconciliation is also available in Chapter 9 of your TravCom Users Guide.

Functional Reference(s)

Reference: A.R.C. Reconciliation

Procedural Reference(s)

How to Reconcile an A.R.C. Report with IAR Data

How to Use A.R.C.'s ARIA Data with TravCom


Missing Ticket Scan/Sequential List
TravCom for Windows
Missing Ticket Scan/Sequential List

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Sales - Missing Ticket Scan/Sequential Ticket List

Description

The Missing Ticket Scan lists transactions of a specified controlled product code within a specified date range, showing the first document, the last document, and any document numbers in between that have not been used. This report is usually used to identify gaps in the airline ticket number sequence on your current weeks airline report. The report is based on sales transactions.

The Sequential Ticket List shows all transactions of a specified controlled product code within a specified date range, showing form of payment, fare and tax information for each document and summary form of payment, fare and tax information for all documents. This report is usually used while preparing for the weekly airline report. The report is based on sales transactions.

Additional information on the Missing Ticket Scan and Sequential Ticket List is also available in Chapters 9 and 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Missing Ticket Scan

Reference: Sequential Ticket List

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


A.R.C./Periodic Sales Report
TravCom for Windows
A.R.C./Periodic Sales Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Sales - A.R.C./Periodic Sales Report

Description

The A.R.C./Periodic Sales Report lists transactions of a specified controlled product code for a specified date range. This is the report you will submit to A.R.C. on a weekly basis, and possibly to other vendors who require periodic sales reporting. The report is based on sales transactions and debit/credit memos.

Note that printing the final version of the A.R.C./Periodic Sales Report impacts your Accounts Payable Invoices but does not affect the Accounts Payable General Ledger Account . As transactions for the specified product code are posted, a single invoice with a running balance is kept for the vendor in question. When you print the final version of an A.R.C. report, that invoice is posted in a final form with a final balance.

The A.R.C./Periodic Sales Report start and end dates are based on the ticketing dates of the transactions for the specified product code. This makes the A.R.C./Periodic Sales Report in TravCom for Windows different than the A.R.C./Periodic Sales Report in TravCom for DOS. One consequence of this difference is that you may print A.R.C./Periodic Sales Reports for prior periods in TravCom for Windows.

Additional information on the A.R.C./Periodic Sales Report is also available in Chapters 9 and 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: A.R.C./Periodic Sales Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters

How to Print an A.R.C./Periodic Sales Report

How to Drop a Controlled Product Code Period

How to Post a Basic Airline Sale

How to Adjust a Previously Posted Sale

How to Reverse a Previously Posted Sale

How to Void a Ticket

How to Resubmit a Sale on the A.R.C. Report


Agent Productivity Report
TravCom for Windows
Agent Productivity Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Sales - Agent Productivity Report

Description

The Agent Productivity Report shows sales productivity figures for a specified range of agents and a specified range of invoice dates. You can show the productivity figures for either booking agent or ticketing agent. This report is based on sales transactions, paid vouchers , and debit/credit memos.

Productivity is recognized by invoice date when a sale is posted or when commission is posted against hotel/car rental vouchers.

Agents can receive credit for the full amount of commission posted (gross) during Sales posting, or can receive credit for the agency commission remaining after any outside sales agent has been paid (net). This is determined in Files - Setup - System Customization and can be changed at will without damage to your statistical reports.

There are three versions of this report, each showing different degrees of detail:

•	The Detail (by Transaction) report lists all transactions for each selected agent. Transactions are sorted by agent and then product code, with total transactions, gross sales and commissions printed for each agent.

•	The Detail (by Product Code) report shows totals for the month to date (or period requested) and year to date, by product code, for each selected agent. The agents total transactions, gross sales and commissions are then printed.

•	The Summary report shows month-to-date and year-to-date sales, commissions and number of transactions for each selected agent.

Additional information on the Agent Productivity Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Agent Productivity Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Airline Volume Report
TravCom for Windows
Airline Volume Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Sales - Airline Volume Report

Description

The Airline Volume Report shows airline month-to-date, quarter-to-date, and year-to-date sales volumes. Figures are reported as gross amounts (including all taxes). This report is based on sales transactions, by validating carrier, and includes only transactions posted with A.R.C. in the primary product code field.

Additional information on the Airline Volume Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Airline Volume Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Client Sales Activity Report
TravCom for Windows
Client Sales Activity Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Sales - Client Sales Activity Report

Description

The Client Sales Activity Report shows the sales transactions for each client in a specified range and for a specified date range, with sub-totals for each client and grand totals for the report. The report is based on sales data.

Additional information on the Client Sales Activity Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Client Sales Activity Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Best Client Sales Report
TravCom for Windows
Best Client Sales Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Sales - Best Client Sales Report

Description

The Best Client Sales Report lists the clients with the highest gross sales volumes, based on either a month (usually the current month ) or for the current year. You can also choose to run this report for selected clients, based on a variety of client fields (for example, Account Types or Key Words). The report is based on sales data.

Additional information on the Best Client Sales Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Best Client Sales Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Internal Sales Analysis Report
TravCom for Windows
Internal Sales Analysis Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Sales - Internal Sales Analysis Report

Description

The Internal Sales Analysis Report shows sales fare and commission information for specified clients. The report is based on sales data.

There are two versions of this report, showing different degrees of detail:

•	The Detail report shows the invoice number and date, ticket number, gross amount, total agency commission and commission earned by outside sales agents. This version will also include the totals printed on the Summary version.

•	The Summary report shows the total number of transactions, the total gross sales, commission and commissions earned by outside sales agents, average sale and commission amounts, month to date and year to date sales.

Additional information on the Internal Sales Analysis Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Internal Sales Analysis Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


City Pair Analysis Report
TravCom for Windows
City Pair Analysis Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Sales - City Pair Analysis Report

Description

The City Pairs Analysis Report ranks city pairs according to dollars spent for a specified airline or all airlines. You can create and save different settings for this report according to specifications you may receive from different airlines or for different clients. The report parameters and record selections you enter will be saved under the unique Description File name you assign and can be retrieved by entering that file name again. The City Pairs Analysis is based on itinerary data and meets airline requirements for the city pairs Segments and Market Share report.

It is also possible to export the information from the City Pairs Analysis Report to a file. This would enable you to build a custom report based on the results of the export.

Additional information on the City Pairs Analysis Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: City Pairs Analysis Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Create a New City Pair Analysis Description File

How to Choose Printers for Forms

How to Set Up Reports/Letters


Corporate Sales Analysis Report
TravCom for Windows
Corporate Sales Analysis Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Sales - Corporate Sales Analysis Report

Description

The Corporate Sales Analysis Report shows passenger, invoice and itinerary information for specified corporate clients within a specified date range. It is designed for distribution to your Corporate and Government clients. Any client account marked Leisure in the Account Type (in Files - Clients - Marketing tab) will not be included when you print this report. The report is based on sales and itinerary data.

Additional information on the Corporate Sales Analysis Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Corporate Sales Analysis Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Corporate Travel Analysis Report
TravCom for Windows
Corporate Travel Analysis Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Sales - Corporate Travel Analysis Report

Description

The Corporate Travel Analysis Report shows reference fare, low fare, savings and exception code details for specified corporate clients in a specified date range. It is designed for distribution to your Corporate and Government clients. Any client account marked Leisure in the Account Type (in Files - Clients - Marketing tab) will not be included when you print this report. Records are subtotaled by department for clients who use Corporate Departments. This report is based on sales data.

Additional information on the Corporate Travel Analysis Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Corporate Travel Analysis Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Corporate Travel Destinations Report
TravCom for Windows
Corporate Travel Destinations Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Sales - Corporate Travel Destinations Report

Description

The Corporate Travel Destinations Report shows the destinations of corporate client passengers within a specified invoice date range. Note that destinations are those cities marked with an "O" in the X/O field of the itinerary leg. Destination cities listed as home cities on the Files - Setup - Agency Information tab are omitted from the report. It is designed for distribution to your Corporate and Government clients. Any client account marked Leisure in the Account Type (in Files - Clients - Marketing tab) will not be included when you print this report. This report is based on itinerary data.

Additional information on the Corporate Travel Destinations Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Corporate Travel Destinations Report

Reference: Setup - Agency Information Tab

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters

How to Enter/Modify Your Agency Information


Hotel/Car Rental Usage Report
TravCom for Windows
Hotel/Car Rental Usage Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Sales - Hotel/Car Rental Usage Report

Description

The Hotel/Car Rental Usage Report shows usage information for specified corporate clients for a specified date range. It is designed for distribution to your Corporate and Government clients. Any client account marked Leisure in the Account Type (in Files - Clients - Marketing tab) will not be included when you print this report. The report is based on vouchers and invoicing date ; transactions are included regardless of whether you have received commission for the reservation yet. Note that pre-paid hotel and car sales are not listed on this report. Each hotel or car rental property is summarized, with a separate total and page for each selected product code .

Additional information on the Hotel/Car Rental Usage Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Hotel/Car Rental Usage Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Client Name Report
TravCom for Windows
Client Name Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Sales - Client Name Report

Description

The Client Name Report lists specified clients either alphabetically or numerically. You can also restrict the clients by their default in-house agent or outside sales agent . It is most commonly printed for front office agents as a concise list of client account numbers and names for easy reference. This report is based on the data in your client file.

Additional information on the Client Name Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Client Name Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Client Mailing Labels/Rolodex Cards
TravCom for Windows
Client Mailing Labels/Rolodex Cards

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Sales - Client Mailing Labels/Rolodex Cards

Description

The Client Mailing Labels/Rolodex Cards allow you to print labels and index cards for your clients. You can sort or limit the clients included by one or more selection criteria, including client numbers , account types , default in-house or outside sales agent , Key Words and postal code/zip code. The labels and cards are based on the data in your client file.

Additional information on the Client Mailing Labels and Rolodex Cards is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Client Mailing Labels/Rolodex Cards


Inactive Client Report
TravCom for Windows
Inactive Client Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Sales - Inactive Client Report

Description

The Inactive Client Report lists clients for whom you have posted no sales since a date you specify. Month-to-date and year-to-date sales (based on the current month ), current open balance and last activity date are shown on the report. It is based on the Last Activity Date field in the client file.

Additional information on the Inactive Client Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Inactive Client Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Aged Schedule of Accounts Receivable
TravCom for Windows
Aged Schedule of Accounts Receivable

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Receivable - Aged Schedule of Accounts Receivable

Description

The Aged Schedule of Accounts Receivable lists open accounts receivable invoices aged according to schedules you define. The detailed version of the report shows all open invoices with invoice information for each client. The summary version of the report shows just the open balance and its aged components for each client.

Additional information on the Aged Schedule of Accounts Receivable is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Aged Schedule of Accounts Receivable

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters

How to Post an Accounts Receivable Invoice

How to Remove ("Write-Off") an Unwanted Accounts Receivable Invoice

How to Adjust an Accounts Receivable Invoice


Cash Receipts Report
TravCom for Windows
Cash Receipts Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Receivable - Cash Receipts Report

Description

The Cash Receipts Report lists cash receipts and commission receipts, and indicates for each receipt how much was applied against accounts receivable invoices, accounts payable invoices, or vouchers. You can restrict the cash receipts included by specifying cash accounts, clients, vendors, and date ranges.

Additional information on the Cash Receipts Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Cash Receipts Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters

How to Search for a Cash Receipt with Cash Receipts Query

How to Post a Cash Receipt from a Client for Existing Accounts Receivables

How to Post a Cash Receipt from a Vendor for Existing Negative Payables

How to Post a Cash Receipt from a Client for a New Invoice

How to Post a Cash Receipt from a Vendor for a New Invoice

How to Post a Cash Receipt to the General Ledger

How to Reverse a Cash Receipt

How to Post a Commission Receipt for an Existing Voucher

How to Post a Commission Receipt for a New Voucher

How to Post a Commission Receipt with HCC Data

How to Reverse a Commission Receipt


Client Statements
TravCom for Windows
Client Statements

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Receivable - Client Statements

Description

The Client Statements are the statement forms you send to your clients. The statement indicates open transactions on the clients account, and ages those transactions according to schedules you define. You can print statements for groups of clients according to a Statement Group code that you define. For example, if you assign a Statement Group Code "A" to clients 2, 7 and 10, then printing Client Statements for Statement Group A will print statements for clients 2, 7, and 10 only.

Additional information on Client Statements is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Client Statements

Reference: Client Maintenance - Sales/Accounting Tab

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Statements

Procedural Reference(s)

How to Assign a Statement Group to a Client

How to Choose Printers for Forms

How to Set Up Statement Forms


Priority Collections/Dunning Letters
TravCom for Windows
Priority Collections/Dunning Letters

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Receivable - Priority Collections/Dunning Letters

Description

The Priority Collections Report shows clients with balances exceeding an amount you specify, clients with past due balances exceeding an amount you specify, or clients with a balance over their credit limit. You use this report to identify your most important receivables.

The Dunning Letters are collection letters you can send to clients. You can choose which clients should get dunning letters with the same criteria you use when printing the Priority Collections Report. You can edit the collection letter to suit your agencys needs.

Additional information on the Priority Collections Report and Dunning Letters is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Priority Collections Report

Reference: Dunning Letters

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters

How to Edit the Dunning Letter


Client Accounting Activity Report
TravCom for Windows
Client Accounting Activity Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Receivable - Client Accounting Activity Report

Description

The Client Accounting Activity Report shows accounts receivable invoices posted within the specified date range and prior invoices that have remaining balances. For each invoice, the report shows the balance and any payments made.

Additional information on the Client Accounting Activity Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Client Accounting Activity Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Client Ledger Cards
TravCom for Windows
Client Ledger Cards

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Receivable - Client Ledger Cards

Description

The Client Ledger Cards shows invoices posted in the current accounting period and invoices from prior periods with remaining balances. For each invoice, the report shows reference and payment information.

Additional information on the Client Ledger Cards is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Client Ledger Cards

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Client Credit Report
TravCom for Windows
Client Credit Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Receivable - Client Credit Report

Description

The Client Credit Report shows the credit limits you have set for your clients, and compares those limits to the clients balances.

Additional information on the Client Credit Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Client Credit Report

Reference: Client Maintenance - Sales/Accounting Tab

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters

How to Assign a Credit Limit to a Client

How to Post a Transaction the Exceeds that Client's Credit Limit


A/R Open Invoice Report
TravCom for Windows
A/R Open Invoice Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Receivable - A/R Open Invoice Report

Description

The A/R Open Invoice Report lists accounts receivable invoices with open balances. Reference information is shown for each invoice.

Additional information on the A/R Open Invoice Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: A/R Open Invoice Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Missing Invoice Scan/Sequential List
TravCom for Windows
Missing Invoice Scan/Sequential List

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Receivable - Missing Invoice Scan/Sequential List

Description

The Missing Invoice Scan lists accounts receivable invoices within a specified date range, showing the first invoice number, the last invoice number, and any invoice numbers in between that have not been used.

The Sequential Invoice List shows all accounts receivable invoices in invoice number order within a specified date range.

Additional information on the Missing Invoice Scan and Sequential Invoice Lost is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Missing Invoice Scan

Reference: Sequential Invoice List

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Hotel/Car Rental Voucher Report
TravCom for Windows
Hotel/Car Rental Voucher Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Receivable - Hotel/Car Rental Voucher Report

Description

The Hotel/Car Rental Voucher Report lists your vouchers. You can set the report to print any combination of open, paid, cancelled, or non-commissionable vouchers. You can also restrict the range of vouchers included in the report on a number of criteria.

Additional information on the Hotel/Car Rental Voucher Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Hotel/Car Rental Voucher Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Commission Follow-up Letters
TravCom for Windows
Commission Follow-up Letters

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Receivable - Commission Follow-up Letters

Description

Commission Follow-up Letters are letters you can send to hotel and car rental chains and individual properties to collect commissions. You can modify the text of the letter to suit your agencys needs.

Additional information on Commission Follow-up Letters is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Commission Follow-up Letters

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters

How to Edit the Commission Follow-Up Letter

How to Post a Voucher

How to Edit a Voucher

How to Delete a Voucher


Aged Schedule of Accounts Payable
TravCom for Windows
Aged Schedule of Accounts Payable

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Payable - Aged Schedule of Accounts Payable

Description

The Aged Schedule of Accounts Payable lists open accounts payable invoices aged according to schedules you define. The detailed version of the report shows all open invoices with invoice information for each vendor/outside sales agent. The summary version of the report shows just the open balance and its aged components for each vendor/outside sales agent.

Additional information on the Aged Schedule of Accounts Payable is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Aged Schedule of Accounts Payable

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters

How to Post an Accounts Payable Invoice

How to Remove ("Write-Off") an Unwanted Accounts Payable Invoice

How to Adjust an Accounts Payable Invoice


Cash Disbursements
TravCom for Windows
Cash Disbursements

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Payable - Cash Disbursements

Description

The Cash Disbursements Report lists cash disbursements to specified vendors for a specified date range.

Note that the output on this report will vary depending on which security level you have. The report will list only those checks posted at or below your current security access level. For example, if you are currently logged into TravCom with security level four, the report will show only those checks posted by users at or below security access level four. Checks posted by level five users will not be shown. To show all cash disbursements, log into TravCom with the master security access level before running this report.

Additional information on the Cash Disbursements Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Cash Disbursements Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters

How to Post a Check for an Existing Invoice

How to Post a Check for a New Invoice

How to Post a Check to the General Ledger

How to Void/Reverse a Check


Check Number Register
TravCom for Windows
Check Number Register

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Payable - Check Number Register

Description

The Check Number Register lists checks issued specified vendors in a specified date range.

Note that the output on this report will vary depending on which security level you have. The report will list only those checks posted at or below your current security access level. For example, if you are currently logged into TravCom with security level four, the report will show only those checks posted by users at or below security access level four. Checks posted by level five users will not be shown. To show all cash disbursements, log into TravCom with the master security access level before running this report.

Additional information on the Check Number Register is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Check Number Register

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters

How to Post a Check for an Existing Invoice

How to Post a Check for a New Invoice

How to Post a Check to the General Ledger

How to Void/Reverse a Check


Cash Requirements Report
TravCom for Windows
Cash Requirements Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Payable - Cash Requirements Report

Description

The Cash Requirements Report shows how much you will owe specified vendors by certain dates. When you choose this report, you will enter two dates, usually the first and last dates for the current month. The report will then show how much you will owe each specified vendors on or before the first date, on or before the second date, and after the second date. This helps you gauge what your cash requirements will be for the month.

Note that this report is most useful if you post your liabilities (accounts payable invoices) when they are incurred. For example, if your rent is due on the first of each month, you should post an accounts payable invoice at that time, even if you dont pay the invoice until the third. That way TravCom can report that you have this liability.

Additional information on the Cash Requirements Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Cash Requirements Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters

How to Post a Check for an Existing Invoice

How to Post a Check for a New Invoice

How to Post a Check to the General Ledger

How to Void/Reverse a Check

How to Post an Accounts Payable Invoice

How to Remove ("Write-Off") an Unwanted Accounts Payable Invoice

How to Adjust an Accounts Payable Invoice


Vendor Usage Report
TravCom for Windows
Vendor Usage Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Payable - Vendor Usage Report

Description

The Vendor Usage Report shows purchases made from specified vendors in a specified date range. The report is based on sales posted for the specified vendors, and includes pre-paid hotel and car rental sales. The detail version of the report shows information for each purchase, and the summary version of the report shows totals information only.

Additional information on the Vendor Usage Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Vendor Usage Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


A/P Invoice Tracking Report
TravCom for Windows
A/P Invoice Tracking Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Payable - A/P Invoice Tracking Report

Description

The A/P Invoice Tracking Report lists accounts payable invoices and payment information for specified vendors in a specified date range.

Additional information on the A/P Invoice Tracking Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: A/P Invoice Tracking Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Agent Commission Statements
TravCom for Windows
Agent Commission Statements

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Payable - Agent Commission Statements

Description

The Agent Commission Statement shows commissions earned by in-house and outside sales agents. For in-house agents, the commissions listed are only those that for which you have actually received the payment. For example, if a sale is posted with a $50 commission, that $50 will not appear on this report unless the client has actually paid for the sale and optionally all commission from the vendor has been received. The Agent Commission Statement thus differs from the Agent Productivity Report, since the Productivity Report shows productivity regardless of whether the sale has been paid for or not.

Additional information on the Agent Commission Statements is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Agent Commission Statements

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Vendor Name Report
TravCom for Windows
Vendor Name Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Payable - Vendor Name Report

Description

The Vendor Name Report lists specified vendors and/or outside sales agents either alphabetically or numerically. This report is based on the data in your vendor file.

Additional information on the Vendor Name Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Vendor Name Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Vendor Mailing Labels/Rolodex Cards
TravCom for Windows
Vendor Mailing Labels/Rolodex Cards

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Accounts Payable - Vendor Mailing Labels/Rolodex Cards

Description

The Vendor Mailing Labels/Rolodex Cards allow you to print labels and index cards for your vendors and outside sales agents. You can limit the range of vendors and OS agents by one or more of several record selection criteria. The labels and cards are based on the data in your vendor file.

Additional information on the Vendor Mailing Labels and Rolodex Cards is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Vendor Mailing Labels/Rolodex Cards


Trial Balance Report
TravCom for Windows
Trial Balance Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - General Ledger - Trial Balance Report

Description

The Trial Balance Report lists general ledger accounts that have non-zero balances in the specified accounting month. If the general ledger is in balance, the sum of these accounts should be zero, i.e. the value in the debits column of this report should match the value in the credits column. If the sum is not zero, the general ledger is not in balance for this month.

Additional information on the Trial Balance Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Trial Balance Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters

What to Do When the General Ledger Transaction File is Out of Balance


Transaction Report
TravCom for Windows
Transaction Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - General Ledger - Transaction Report

Description

The General Ledger Transaction Report shows in detail how the general ledger was affected by all transactions coming from posting sources you specify (such as check posting or sales posting). Note that this is the same information that appears on the Posting Detail Report, but here it is organized by posting source. All posting sessions should have a session total of zero for the posting session to keep the transaction file in balance. You limit this report to a specified date range.

Additional information on the Transaction Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Transaction Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters

What to Do When the General Ledger Transaction File is Out of Balance


Posting Detail Report
TravCom for Windows
Posting Detail Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - General Ledger - Posting Detail Report

Description

The Posting Detail Report shows in detail how each general ledger account was affected in a specified date range. Note that this is the same information that appears on the General Ledger Transaction Report, but here it is organized by general ledger account.

Additional information on the Posting Detail Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Posting Detail Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters

What to Do When the General Ledger Transaction File is Out of Balance


Financial Statement/Balance Sheet
TravCom for Windows
Financial Statement/Balance Sheet

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - General Ledger - Financial Statement/Balance Sheet

Description

The Financial Statement shows your income and expenses for the specified month. If you use the Sales/Cost of Sales Accounting Method, your sales and cost of sales will appear at the top of the financial statement. If you use the Direct Income Accounting Method, only your income will appear at the top of the financial statement.

The Balance Sheet shows your assets and liabilities for the specified month.

Additional information on the Financial Statement and Balance Sheet is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Financial Statement

Reference: Balance Sheet

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters

How to Use the Sales/Cost of Sales Accounting Method

How to Use the Direct Income Accounting Method


Chart of Accounts
TravCom for Windows
Chart of Accounts

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - General Ledger - Chart of Accounts

Description

The Chart of Accounts is a list of your general ledger accounts. You can include format accounts in this list, too. TravCom uses format accounts when printing the Financial Statement/Balance Sheet. Format accounts include items such as headings and totals.

Note that when TravCom prints the Financial Statement/Balance Sheet, the general ledger accounts are printed in numerical sequence. You can add, edit, and delete general ledger accounts to suit your agencys needs, but you must be careful to keep the numerical sequences correct or your Financial Statement/Balance Sheet will not give you correct information. The Chart of Accounts report is useful for checking the numerical order of your accounts.

Additional information on the Chart of Accounts Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Chart of Accounts

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters

How to Work with Format Accounts and Maintain your Financial Statement/Balance Sheet


Daily Agency Status Report
TravCom for Windows
Daily Agency Status Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Agency Status - Daily Agency Status

Description

The Daily Agency Status Report shows summary sales, accounting, and productivity information for a specified day.

Additional information on the Daily Agency Status Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Daily Agency Status Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Weekly Agency Status Report
TravCom for Windows
Weekly Agency Status Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Agency Status - Weekly Agency Status

Description

The Daily Agency Status Report shows summary sales, accounting, and productivity information for a specified week.

Additional information on the Weekly Agency Status Report is also available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Weekly Agency Status Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Month to Date Totals Report
TravCom for Windows
Month to Date Totals Report

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Agency Status - Month to Date Totals

Description

The Month to Date Totals Report shows summary sales, accounting, and productivity information for the current month, up to a day you specify.

Additional information on the Month to Date Totals Report is also available in Chapter 12 (Agency Status Reports) of your TravCom Users Guide.

Functional Reference(s)

Reference: Month to Date Totals Report

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Reports/Letters

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Reports/Letters


Custom Reports
TravCom for Windows
Custom Reports

Using Help 	Contacting TravCom 	TravCom on the Internet

Reports - Custom Reports

Description

The Custom Reports function allows you to manage reports built with Crystal Reports. Crystal Reports is the integrated custom report generator software included with TravCom for Windows. You can use Crystal Reports to create custom reports to meet your own needs or the needs of a client. Please refer to the Crystal Reports online documentation for details.

Additional information on TravCom for Windows databases available in Crystal Reports is available in Chapter 12 of your TravCom Users Guide.

Functional Reference(s)

Reference: Custom Reports

Procedural Reference(s)

How to Print Custom Reports

How to Edit Custom Reports

How to Delete Custom Reports

How to Import/Export Custom Reports


Interface Overview
TravCom for Windows
Interface Overview

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Description

Interface is how TravCom for Windows receives information directly from your reservation system(s).

This is a one-way communication; information cannot be sent from TravCom to the reservation system, and this link cannot be used by anyone to access your files.

The interface function lets you:

•	transfer information at your convenience via a cable linking the two systems (WORLDSPANs Image-to-Disk interface does not require a cable).

•	correct any errors in the data received.

•	post the sales and vouchers into your databases.

The Interface consists of four holding areas (A through D) into which you transfer sale and voucher records from your reservation system(s).

Records are stored in these holding areas so that you can verify and correct them as necessary prior to posting them to your clients, vendors, general ledger, etc. Reservation information which has been received through the interface is not stored in TravComs financial records until you actually post those records.

The interface steps are as follows:

1.	Receive data from your reservation system(s) into the selected Interface area (A through D).

2.	Verify the processed data using the Interface Edit List and Verification List.

3.	Make any corrections necessary using Edit Data.

4.	Run a new Verification List to confirm all errors have been corrected (optional).

5.	Post the interface data.

Before You Begin

Before you can begin using TravComs interface you must:

•	Ensure that you have a dedicated communications port available on your computer. (Note: WORLDSPANs Image-to-Disk interface does not use a communications port.)

•	Check that your interface cable is properly set up.

TravCom receives interface data via a serial cable. If the cable is provided by your reservation system an adapter is usually not necessary. If the cable is not supplied you will need to purchase one.

Amadeus will provide an RJ45 cable with an adapter to your serial port. Since Amadeus does not use a standard serial cable from their computer, TravCom cannot provide an adapter to modify the cable.

For Apollo or WORLDSPAN you should purchase a 25-pin straight through RS232 cable. TravCom will provide an adapter to modify this cable to the correct pinnings.

For SABRE you should purchase a null modem cable. This can be a 9-pin or 25-pin cable as required to fit your communications port. You can also purchase a 25-pin straight through RS232 cable and TravCom will provide an adapter to modify this cable to the correct pinnings.

•	Ensure that the interface has been set up correctly in TravCom and on your reservation system.

On TravCom, use the Install Interface function to define which reservation system(s) you are using and how the information will be sent.

Your reservation system may require hardware or system modifications if you have not previously interfaced. Check with your CRS sales representative to be certain you are set up to interface to TravCom.

•	Provide your agents with the formats they will need to enter in each PNR to correctly transfer entries to TravCom.

The standard booking/ticketing/invoicing entries for your reservations system will remain the same. Additional accounting PNR fields have been added to allow greater flexibility. If you will be using Crystal Reports to create your own corporate management reports you might also use optional entries such as Purchase Order numbers and Free Fields. Optional entries are described in Chapter 5 of your Users Guide or in the help topic screens for each reservation system.

Additional information on  Interfacing is also available in Chapter 5 of your TravCom Users Guide.

Functional Reference(s)

Reference: Receive Interface Data

Reference: Process Interface Data

Reference: Print Edit List

Reference: Edit Data

Reference: Verify Data

Reference: Post Data

Reference: Apollo Formats

Reference: Amadeus Formats

Reference: WORLDSPAN Formats

Reference: SABRE Formats

Procedural Reference(s)

How to Transmit Queued Data from the CRS to TravCom

How to Edit Interfaced Data

How to Verify Interface Data

How to Post Interfaced Data

How to Post Part of an Interface Data File

Troubleshooting Interface Problems


Install Interface
TravCom for Windows
Install Interface

Using Help 	Contacting TravCom 	TravCom on the Internet

Interface - Install Interface

Description

Install Interface is where you configure your TravCom interfaces. For each interface you must specify which CRS system the interface will be for, you must specify certain communications parameters, and you must set certain options.

Additional information on the Install Interface function is also available in Chapter 5 of your TravCom Users Guide.

Functional Reference(s)

Reference: Install Interface

Procedural Reference(s)

How to Configure an Interface

Troubleshooting Interface Problems


Print Journals
TravCom for Windows
Print Journals

Using Help 	Contacting TravCom 	TravCom on the Internet

Periodic - Print Journals

Description

Print Journals allows you to print any TravCom journals that are not empty. The TravCom journals list every transaction entered in TravCom, and serve as your audit trail. TravCom requires that the journals be printed before closing the accounting month. For safety, you should make a backup of your data before printing your journals (that way the backup will contain the journal data).

Additional information on printing Journals is also available in Chapter 11 of your TravCom Users Guide.

Functional Reference(s)

Reference: Print Journals

Procedural Reference(s)

How to Print Journals

How to Make a Backup of your Data


Close Current Month
TravCom for Windows
Close Current Month

Using Help 	Contacting TravCom 	TravCom on the Internet

Periodic - Close Current Month

Description

The Close Current Month function ends the accounting month in TravCom. For example, if you are in accounting month January and you choose Close Current Month, any transaction you post afterward will be for accounting month February, regardless of invoice date. When you choose the Close Current Month function, TravCom checks that your journals have been printed and displays a reminder that you should have posted all transactions for the month, done your bank reconciliation, and made a backup of your data.

Additional information on Closing the Current Month is also available in Chapter 11 of your TravCom Users Guide.

Functional Reference(s)

Reference: Close Current Month

Reference: Backup/Restore Data

Procedural Reference(s)

How to Close the Accounting Month

How to Make a Backup of your Data


Close Fiscal Year
TravCom for Windows
Close Fiscal Year

Using Help 	Contacting TravCom 	TravCom on the Internet

Periodic - Close Fiscal Year

Description

The Close Fiscal Year function ends the fiscal year in TravCom. When you close a fiscal year, all of your income and expense general ledger accounts are reset to zero for the new year. The sum of the income and expense accounts is transferred to the Previous Fiscal Year Retained Earnings Account, which you may specify on the Close Fiscal Year dialog box.

You should close your fiscal year just after you have closed the accounting month that represents the last month in your fiscal year. TravCom will remind you that you should post all year end adjustments before closing the fiscal year, and you should make a backup of your data.

Additional information on Closing the Fiscal Year is also available in Chapter 11 of your TravCom Users Guide.

Functional Reference(s)

Reference: Close Fiscal Year

Reference: Backup/Restore Data

Procedural Reference(s)

How to Close the Fiscal Year

How to Make a Backup of your Data


Calendar/Bulletin Board
TravCom for Windows
Calendar/Bulletin Board

Using Help 	Contacting TravCom 	TravCom on the Internet

Utilities - Calendar/Bulletin Board

Description

The Calendar/Bulletin Board is an online calendar that allows you to program messages to appear on specified future dates. Programmed messages appear when you log into TravCom on the specified date. You can make messages appear for individual dates, for particular days of every week, or for particular days of every month.

Additional information on using the Calendar and Bulletin Board is also available in Chapter 13 of your TravCom Users Guide.

Functional Reference(s)

Reference: Calendar/Bulletin Board

Procedural Reference(s)

How to Program Messages to Appear in TravCom


Calculator
TravCom for Windows
Calculator

Using Help 	Contacting TravCom 	TravCom on the Internet

Utilities - Calculator

Description

The Calculator is an online calculator just like a desktop calculator. The advantage of using the online calculator is that you can copy results from it and paste them into any field in TravCom.

Additional information on using the Calculator is also available in Chapter 13 of your TravCom Users Guide.

Functional Reference(s)

Reference: Calculator

Procedural Reference(s)

How to Use the Calculator


Export Data
TravCom for Windows
Export Data

Using Help 	Contacting TravCom 	TravCom on the Internet

Utilities - Export Data

Description

The Export Data function allows you to export your TravCom data into several pre-defined formats. This function is primarily designed for members of various consortiums. You can use Crystal Reports to export TravCom data that you choose in formats designed for use with your spreadsheet, database, or word processor.

Additional information on Exporting data is also available in Chapter 13 of your TravCom Users Guide.

Functional Reference(s)

Reference: Export Data

Procedural Reference(s)

How to Export TravCom Data to Pre-Defined Formats


Backup/Restore Data
TravCom for Windows
Backup/Restore Data

Using Help 	Contacting TravCom 	TravCom on the Internet

Utilities - Backup/Restore Data

Description

The Backup/Restore Data function allows you to make a copy of your data or restore a copy of your data. Backup copies of your data serve both as a protection against computer-related problems and as an archive of your accounting activity.

Additional information on making, testing and restoring Backups is also available in Chapter 13 of your TravCom Users Guide.

Functional Reference(s)

Reference: Backup/Restore Data

Procedural Reference(s)

How to Make a Backup of your Data

How to Restore your Data


Log on/off
TravCom for Windows
Log on/off

Using Help 	Contacting TravCom 	TravCom on the Internet

Utilities - Log on/off

Description

The Log on/off function allows you to log out of TravCom. You can then leave the computer and no one can use TravCom without logging back in through the TravCom login security system.

TravCom allows you to define six security access levels, and a seventh level serves as the "master" level. You specify which functions and reports will be accessible for each security level. Then you assign an access level to each in-house agent. When the agent logs into TravCom with the Log on/off dialog box, the agent may supply either the password assigned in the agent file or the master password assigned to the master security level. In the former case, the agent will be logged into the system with the access permissions you have assigned for the access level given to the agent. In the latter case, the agent will be logged into the system with the master access level.

NOTE: To customize the access levels and assign access levels to agents, you must be logged into TravCom with the master access level.

Additional information on the Logon/off utility is also available in Chapter 13 of your TravCom Users Guide.

Functional Reference(s)

Reference: Log on/off

Procedural Reference(s)

How to Log into TravCom

How to Add an Agent

How to Edit an Agent

How to Delete an Agent

How to Modify Security Access Levels


Database Maintenance
TravCom for Windows
Database Maintenance

Using Help 	Contacting TravCom 	TravCom on the Internet

Utilities - Database Maintenance

Description

The Database Maintenance function allows you to perform maintenance procedures on your databases:

•	Check Balances

•	Restore Balances

•	Change Account numbers

•	Purge History

•	Clear Databases

•	Repair Databases

The maintenance procedures affect the actual databases themselves; they do not do anything to affect your accounting. You should always make a backup of your data before performing these procedures.

Additional information on using the Database Maintenance utility is also available in Chapter 13 of your TravCom Users Guide.

Functional Reference(s)

Reference: Database Maintenance

Procedural Reference(s)

How to Maintain the Databases

How to Check Balances

How to Restore Balances

How to Change Account Numbers

How to Purge History

How to Clear the Databases

How to Repair Corrupt Databases


Register Program
TravCom for Windows
Register Program

Using Help 	Contacting TravCom 	TravCom on the Internet

Utilities - Register Program

Description

The Register Program function allows you to register your TravCom software, enabling it to continue to operate for a new lease period. You will have a 19-digit code to enter; this code is supplied to you by TravCom.

Additional information on the Register Program dialog box is also available in Chapter 13 of your TravCom Users Guide.

Functional Reference(s)

Reference: Register Program

Procedural Reference(s)

How to Register TravCom


Change Branch
TravCom for Windows
Change Branch

Using Help 	Contacting TravCom 	TravCom on the Internet

Branch - Change Branch

Description

For multi-branch systems, Change Branch allows you to change the active branch. HINT: To make the various branches appear differently on the screen for easy identification, make the screen colors for each branch different.

Additional information on the Change Branch dialog box is also available in Chapter 14 of your TravCom Users Guide.

Functional Reference(s)

Reference: Change Branch

Reference: Add Branch

Procedural Reference(s)

How to Change the Active Branch

How to Change TravCom Screen Colors


Add Branch
TravCom for Windows
Add Branch

Using Help 	Contacting TravCom 	TravCom on the Internet

Branch - Add Branch

Description

For multi-branch systems, Add Branch allows you to add a new branch. Each branch in TravCom uses a separate general ledger. Essentially, branches are separate accounting entities, but they can be related with cross-branch accounting functions and cross-branch reporting.

All branches share the same basic databases of client, vendors, and agents, but individual clients, vendors and agents must be tagged to be available to the posting functions of each particular branch. In other words, suppose you have clients 1, 2 and 3. All three clients will be available if you choose Files - Clients in any branch. Now suppose that client 1 is tagged for branches 1 and 2, client 2 is tagged for branch 1, and client 3 is tagged for branch 2. If you are in branch 1, you will be able to use only clients 1 and 2 in functions like Sales Posting. In branch 2, you will be able to use only clients 2 and 3.

When you create a new branch, you can choose to make ALL clients, vendors, and/or agents available to the posting functions in the new branch. To do this, make sure the appropriate checkboxes are checked.

Additional information on the Add Branch dialog box is also available in Chapter 14 of your TravCom Users Guide.

Functional Reference(s)

Reference: Add Branch

Reference: Change Branch

Procedural Reference(s)

How to Add a Branch

How to Change the Active Branch


Delete Branch
TravCom for Windows
Delete Branch

Using Help 	Contacting TravCom 	TravCom on the Internet

Branch - Delete Branch

Description

For multi-branch systems, Delete Branch permanently deletes the specified branch.

Additional information on the Delete Branch dialog box is also available in Chapter 14 of your TravCom Users Guide.

Functional Reference(s)

Reference: Delete Branch

Procedural Reference(s)

How to Delete a Branch


Branch Setup
TravCom for Windows
Branch Setup

Using Help 	Contacting TravCom 	TravCom on the Internet

Branch - Branch Setup

Description

For multi-branch systems, Branch Setup allows you to specify various parameters for cross-branch reports.

Additional information on the Branch Setup screens is also available in Chapter 14 of your TravCom Users Guide.

Functional Reference(s)

Reference: Branch Setup

Procedural Reference(s)

How to Set Up Cross-Branch Reporting


Drop Deposit
TravCom for Windows
Drop Deposit

Using Help 	Contacting TravCom 	TravCom on the Internet

Description

The Drop Deposit function allows you to record when you are actually taking a deposit to the bank. A deposit may consist of one or more cash or commission receipts. When you take several cash receipts to the bank together, only a single deposit entry will appear on your bank statement. By using the Drop Deposit function, TravCom will know what that entry on your bank statement should be, and will put an identical entry in your Bank Reconciliation function. That way, when you reconcile TravCom with your bank statement, you will match complete deposit amounts, without having to guess which individual cash receipts composed those deposits.

Additional information on the Drop Deposit function is also available in Chapter 6 of your TravCom Users Guide.

Functional Reference(s)

Reference: Drop Deposit

Reference: Bank Reconciliation

Procedural Reference(s)

How to Post a Bank Deposit

How to Reconcile a Cash Account with the Bank


Create New Invoice In Context
TravCom for Windows
Create New Invoice In Context

Using Help 	Contacting TravCom 	TravCom on the Internet

Description

TravCom allows you to create a new accounts receivable or accounts payable invoice in the context of a transaction you are currently posting. For example, you may be posting a cash receipt, and you find that no accounts receivable invoice was previously posted for it. TravCom lets you create the invoice as you post the cash receipt against it.

Creating an invoice in this way does not create a sales transaction or post an expense. The invoice will create an entry on the client or vendor account, showing payment due (from Checks) or a credit on the account (form Cash Receipts), and will affect the selected bank account.

This procedure does not replace posting a sale or an A/R Invoice or A/P Invoice .

Additional information on creating invoices in context is also available in Chapter 6 (Cash Receipts) and Chapter 7 (Checks) of your TravCom Users Guide.

Functional Reference(s)

Reference: New Invoice

Procedural Reference(s)

How to Create a New Invoice In Context


Print Invoice/Fill-In Invoice Information
TravCom for Windows
Print Invoice/Fill-In Invoice Information

Using Help 	Contacting TravCom 	TravCom on the Internet

Description

When you wish to print an invoice in TravCom, you have the chance to fill in the name & address of the person on the invoice, and enter additional invoice remarks.

Functional Reference(s)

Reference: Print Invoice Dialog Box

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Invoices

Procedural Reference(s)

How to Print an Invoice

How to Choose Printers for Forms

How to Set Up Invoice Forms


Print Check
TravCom for Windows
Print Check

Using Help 	Contacting TravCom 	TravCom on the Internet

Description

When you wish to print a check in TravCom, you have the chance to fill in the name & address payee and to modify the date on the check.

Additional information on printing Checks is also available in Chapter 7 of your TravCom Users Guide.

Functional Reference(s)

Reference: Print Checks

Reference: Setup - Printers/Forms Tab

Reference: Printer Forms - Checks

Procedural Reference(s)

How to Choose Printers for Forms

How to Set Up Check Forms


Void Checks
TravCom for Windows
Void Checks

Using Help 	Contacting TravCom 	TravCom on the Internet

Description

Void Checks allows you to record voided check numbers and to reverse previously posted checks. When you void a previously posted check, you can choose to recreate the invoice the check had been written against (if applicable), or you can reverse the check and return the amounts directly to the general ledger without recreating the invoice.

Additional information on Voiding Checks is also available in Chapter 7 of your TravCom Users Guide.

Functional Reference(s)

Reference: Void Checks

Procedural Reference(s)

How to Void/Reverse a Check


Automatic Check Writing
TravCom for Windows
Automatic Check Writing

Using Help 	Contacting TravCom 	TravCom on the Internet

Description

Automatic Check Writing is a function which will allow you to batch several invoices to be paid automatically. You can select which invoices will be paid either manually or automatically, based on the Mark Payables selection on the Vendor file. When posting the payments you can have TravCom print the checks as well.

Additional information on Automatic Check Writing is also available in Chapter 7 of your TravCom Users Guide.

Functional Reference(s)

Reference: Automatic Check Writing

Procedural Reference(s)

How to Use Automatic Check Writing


Reverse Cash Receipts
TravCom for Windows
Reverse Cash Receipts

Using Help 	Contacting TravCom 	TravCom on the Internet

Description

Reverse Cash Receipts allows you to reverse previously posted cash receipts. When you reverse a cash receipt TravCom will automatically record the receipt as reversed. Any invoices against which the cash receipt was applied will be returned. If the original cash receipt was posted against the general ledger then those amounts will be posted back to the general ledger as well.

Additional information on Reverse Cash Receipts is also available in Chapter 7 of your TravCom Users Guide.

Functional Reference(s)

Reference: Reverse Cash Receipt

Procedural Reference(s)

How to Reverse a Cash Receipt


Edit Free Fields
TravCom for Windows
Edit Free Fields

Using Help 	Contacting TravCom 	TravCom on the Internet

Description

Edit Free Fields is a tool to help you enter or modify information in the free fields of a sale or voucher. Free fields are data fields that you use in a way that you choose. A slash ("/") tells TravCom where to end the information for one free field and begin the information for the next. If you wanted to enter information in free field ten, for example, you would use a free field line such as "/////////free10". The Edit Free Fields tool lets you enter the information directly into free field 10 without having to worry about entering the right number of slashes.

Additional information on Free Fields is also available in Chapters 5 and 6 (Sales Posting) of your TravCom Users Guide.

Functional Reference(s)

Reference: Edit Free Fields

Procedural Reference(s)

How to Work with Free Fields


Credit Password
TravCom for Windows
Credit Password

Using Help 	Contacting TravCom 	TravCom on the Internet

Description

TravCom prompts for the Credit Password when you are trying to post a transaction that will exceed the credit limit of a client. You must enter the credit password to continue entering the transaction.

Functional Reference(s)

Reference: Credit Password Dialog

Reference: Setup - Passwords Tab

Procedural Reference(s)

How to Post a Transaction that Exceeds the Client's Credit Limit

How to Assign a Credit Limit to a Client

How to Change the Credit Password


Glossary of TravCom Terms
TravCom for Windows
Glossary of TravCom Terms

Using Help 	Contacting TravCom 	TravCom on the Internet

A

ACCOUNT TYPE

ACCOUNTING MONTH

ACCOUNTING PERIOD

ACCOUNTS PAYABLE

ACCOUNTS RECEIVABLE

ADJUST SALE

ADJUSTMENT, AIR

ADJUSTMENT, JOURNAL

AGED SCHEDULE

AGENCY STATUS REPORT

AGENT

AGENT CODE

AGENT NUMBER

AGENT PASSWORD

AGENT TABLE

AGING

AIR ADJUSTMENT

AIRLINE

AIRLINE CODE

AIRLINE NUMBER

AIRLINE REPORTING CORPORATION

ALTERNATE CITY CODE

AP INVOICE

AR INVOICE

A.R.C.

A.R.C. PERIOD

A.R.C. RECONCILIATION

A.R.C. REPORT

ARIA DISKETTE

ASSET

ATM

AUTHORIZED AMOUNT

B

BACK UP

BALANCE FORWARD

BALANCE FORWARD POSTING

BALANCE SHEET

BANK RECONCILIATION

BEGINNING BALANCE

BOOKING AGENT

BOOKING DATE

BRANCH

BRANCH CLEARING ACCOUNT

BROWSE

BROWSE WINDOW

BULK TICKET

BUSINESS TYPE

C

CALENDAR YEAR

CANNED REPORT

CAPITAL

CASH ACCOUNT

CASH DISBURSEMENT

CASH RECEIPT

CHAIN CODE

CHART OF ACCOUNTS

CHECKBOX

CHOICE LIST

CHOOSE

CITY CODE

CLICK

CLIENT

CLIENT ACCOUNT TYPE

CLIENT NUMBER

CLOSE ACCOUNTING PERIOD

CLOSE CURRENT MONTH2

CLOSE FISCAL YEAR2

COMBO BOX

COMMISSION

COMMISSION CLIENT

COMMISSION INCOME ACCOUNTING

CONSOLIDATOR

CONTROLLED PRODUCT CODE

CORPORATE CLIENT

CORRELATE

COST OF SALES

COUNTRY

CREDIT CARD RECONCILIATION2

CREDIT LIMIT

CREDIT PASSWORD

CURRENCY

CURRENT MONTH

D

DATABASE

DEFAULT

DEPARTMENT

DEPOSIT

DIRECT INCOME ACCOUNTING

DISCOUNTED TICKET

DISTRIBUTE

DIVISION

DOUBLE-CLICK

DROP A.R.C. REPORT

DROP-DOWN BUTTON

DROP-DOWN LIST BOX

E

EDIT LIST

EQUITY

ERROR INTERFACE

EXCEPTION CODE

EXCEPTION CODE GROUP

EXPENSE

EXPORT

F

FARE

FARE, NET

FARE, PUBLISHED

FARE, SELLING

FIELD

FILE MAINTENANCE

FINANCIAL STATEMENT

FINANCIAL STATEMENTS

FISCAL YEAR

FOP

FORM

FORM OF PAYMENT

FORMAT ACCOUNT

FREE FIELD

G

GENERAL LEDGER

GENERAL LEDGER ACCOUNT

GENERAL LEDGER ADJUSTMENT

GOVERNMENT CLIENT

GROSS

GSA NUMBER

H

HCC

HCC RECONCILIATION

HELP

HISTORY

HOTEL CLEARING CORPORATION

HOUSE ACCOUNT

I

IAR

IAR RECONCILIATION

IATA NUMBER

IMPORT

IN-HOUSE AGENT

IN-HOUSE CREDIT CARD

INCOME

INCOME STATEMENT

INTERACTIVE AGENCY REPORTING

INTERFACE

INTERFACE DATA

INVOICE

INVOICE DATE

INVOICE NUMBER

J

 JOURNAL

JOURNAL ADJUSTMENT

K

KEYWORD

L

LEISURE CLIENT

LIABILITY

LOW FARE

M

MAIN MENU

MASTER PASSWORD

MENU

MINI A.R.C. REPORT

N

NEGATIVE SALE

NET

NET FARE

NET REMIT

NEXT OPEN

NEXT MONTH

O

OPENING BALANCE

OPERATING EXPENSE

ORPHAN

OUT OF BALANCE

OUT OF BALANCE, AP INVOICES AND GL

OUT OF BALANCE, AR INVOICES AND GL

OUT OF BALANCE, CLIENT

OUT OF BALANCE, CURRENT GL MONTH

OUT OF BALANCE, CURRENT YEAR

OUT OF BALANCE, GL FILE

OUT OF BALANCE, GL TRANSACTION FILE

OUT OF BALANCE, VENDOR

OUTPUT DEVICE

OUTSIDE SALES AGENT

OWNER'S EQUITY

P

PARAMETER

PASSWORD

PASSWORD, AGENT

PASSWORD, CREDIT

PASSWORD LEVEL

PASSWORD, MASTER

POINT

POST

POSTING DATE

POSTING JOURNAL

POSTING SOURCE

POSTING SESSION

PRIMARY PRODUCT CODE

PRINT PREVIEW

PRODUCT CODE

PRODUCTIVITY

PROFIT AND LOSS STATEMENT

PST

PUBLISHED FARE

Q

QUEUE

R

RADIO BUTTON

RECONCILE

RECORD

RECORD SELECTION

RECURRENT PAYMENT

REFERENCE FARE

REFUND

REFUND SALE

REPORT

REPORT WRITER

REPORTING PROGRAM

RESTORE

RESUBMIT

RETAINED EARNINGS

REVENUE

REVERSE

S

SALE

SALE, NEGATIVE

SALE, REFUND

SALE TYPE

SALE, VOID

SALES/COST OF SALES ACCTNG

SCROLLBAR

SEARCH METHOD

SECURITY ACCESS LEVEL

SELECT

SELLING FARE

SERIAL NUMBER

SERVICE CHARGE

SESSION

SORT KEY

SORT ORDER

STATEMENT

STATUS BAR

SUBMENU

SUBSIDIARY ACCOUNT

SUPPLIER

SUPPORTING SCHEDULE

SUSPENSE ACCOUNT

T

TAB

TAG

TAX FORMULA

TICKETING AGENT

TICKETING DATE

TOOL BAR

TRANSACTION

TRANSACTION CODE

TRANSFER

TRAVEL TYPE

TRIAL BALANCE

U

V

VAT

VENDOR

VENDOR NUMBER

VENDOR TYPE

VERIFICATION LIST

VERIFY INTERFACE DATA

VOID

VOID CHECK

VOID INVOICE

VOID SALE

VOID TICKET

VOUCHER

W

WALK IN ACCOUNT

WALK-IN CLIENT

WARNING INTERFACE

WINDOW

WRITE-OFF

X

Y

Z


ACCOUNTING MONTH

The accounting month in TravCom is the period of time that starts when you close the current month (with the Periodic - Close Current Month function) and ends when you close the month again. TravCom for Windows allows you to have two consecutive accounting months open at any time, called "current" and "next." Transactions posted in between these events are all considered transactions for that accounting month, even if any dates included with the transactions (such as invoice dates) are for different calendar months. For example, suppose the current accounting month is February. When you post a sale, TravCom will record it as a February sale, even if you give it a March invoice date (unless you have clicked the Next Month box). Note that an A.R.C. Period may span the transition from one accounting month to the next.


ACCOUNTING PERIOD

A period of time used to manage your accounting information. TravCom uses two accounting periods: the Accounting Month and the Fiscal Year. When a transaction is posted in TravCom, it is posted into the current or next accounting month and the current fiscal year, regardless of any dates included in the transaction (such as an invoice date). For example, suppose the current accounting month is February. When you post a sale, TravCom will record it as a February sale, even if you give it a January invoice date. You may instruct TravCom to record it as a March sale by clicking the Next Month box.


ACCOUNTS PAYABLE

Money that you owe someone is an Accounts Payable. For example, when you sell a cruise you will collect money from the client (an Accounts Receivable until it is paid) and send money to the cruise company (the Vendor). This transaction increases your cost of sales expense and creates a liability to the cruise line. Until you post the Cash Disbursement in TravCom, the transaction will remain an open accounts payable – you are still liable to the vendor.

An accounts payable balance is recorded with an Invoice. A positive AP Invoice indicates that you owe a vendor. A negative AP Invoice indicates that the vendor owes you (it reduces the overall balance you owe them). Refunds due to clients are tracked on the accounts receivable.

In the General Ledger, an accounts payable account is a Liability and appears on the Balance Sheet. In TravComs pre-loaded general ledger, the liability accounts are in the 2000 numerical sequence, all product codes use a single accounts payable account (2010), and there is a special accounts payable account for monies owed to outside sales agents (2020).


ACCOUNTS RECEIVABLE

Money that someone owes you is an Accounts Receivable. For example, when a client calls you to purchase an airline ticket, they owe you the price of that ticket. This transaction increases your income and creates an accounts receivable from the client. Until you post the Cash Receipt in TravCom, the transaction will remain an open accounts receivable – they still owe you for the airline ticket.

An accounts receivable balance is recorded with an Invoice. A positive AR Invoice indicates that a client owes you. A negative AR Invoice indicates that you owe the client (a refund). Commissions due from vendors may appear as AR invoices or negative AP Invoice, depending on how you have built the Vendor file record (i.e. the Commission Client).

In the General Ledger, an accounts receivable account is an Asset and appears on the Balance Sheet. In TravComs pre-loaded general ledger, the asset accounts are in the 1000 numerical sequence and all product codes use a single accounts receivable account (1110).


ADJUST SALE

Adjust Sale is used to modify a sale that has already been posted, but posted incorrectly. "Adjust" reverses the incorrect posting and re-posts the transaction with the new information that you entered.

Note that in TravCom for Windows adjusting a sale does not replace the original transaction. After adjusting the sale you will see three transactions, representing the original posting, the reversal of that posting, and the corrected posting. The first two will be marked "Adjustment" and will not print on most reports.


AGED SCHEDULE

An Aged Schedule, or Aging, is a report that lists either AR Invoices or AP Invoices, shows the outstanding invoice balances, and arranges the invoices to show how long the invoice has been past due. In TravCom, you can specify the aging cycles for your aged schedules. That means you may choose how TravCom categorizes the age of the open invoices. For example, you can see columns for all current invoices, invoices over 10 days, over 20 days and over 30 days, or you may use cycles of 15, 30 and 45 days, or whatever you wish. The aging schedule you choose affects just the Aged Schedule report. It does not affect the invoices themselves.


AGENCY STATUS REPORT

The Agency Status Reports in TravCom show all of the sales and accounting activity posted that day, that week, or that month. These reports provide useful summaries to give you an overview of how your business is doing.


AGENT

Anyone who works on your reservation system. Agent information is stored in the Agent Table, which you access by choosing Files - Agents. Agents are identified with both an Agent Number and an Agent Code, one of which must match the agents sign-in on the reservation system.

Each TravCom for Windows user must also have a record built in the agent table, even if they do not work on the reservation system. To successfully log on to TravCom, they must enter their agent ID (number or code) and Password, as built in the agent table.

Outside Sales Agents are also identified as Vendors, since TravCom handles accounting differently for in-house and outside agents. In general, TravCom does not prepare AP Invoices for agents, but does prepare AP Invoices for outside agents.


AGENT CODE

A two-character alpha/numeric field that TravCom uses to identify each Agent. Either the agent code or Agent Number must match the agents sign-in on the reservation system so that TravCom for Windows can identify the agents interfaced records. When you post a transaction in TravCom that involves an agent, you can identify the agent with either the agent code or the agent number, since both uniquely identify each agent.

Although the Agent Code field is alpha/numeric, it must start with an alphabetic character or TravCom may experience problems identifying the agent properly.


AGENT NUMBER

A three-digit numeric field that TravCom uses to identify each Agent. Either the agent number or Agent Code must match the agents sign-in on the reservation system so that TravCom for Windows can identify the agents interfaced records. When you post a transaction in TravCom that involves an agent, you can identify the agent with either the agent number or the agent code, since both uniquely identify each agent.


AGENT PASSWORD

The Agent Password is part of TravComs password security system. Each Agent built in the Agent Table may select their own password of up to six alpha/numeric characters, entered on the Personnel tab. The combination of the agents ID (Agent Code or Agent Number) and their agent password allows TravCom for Windows to identify who is logging onto the system and to ensure that they have access only to those functions and reports allowed by their Password Level.


AGENT TABLE

The data table where you keep information about your Agents. You access it by choosing Files - Agents.


AIR ADJUSTMENT

An airline debit or credit memo, commission recall, or an Agent Automated Deduction, which is posted in TravCom with the Postings - Accounts Payable - Debit/Credit Memos function. Adjustments appear on the A.R.C. Report, and can affect the productivity of in-house and outside sales agents.


AIRLINE

TravCom keeps Airline information in the Airline Table, which you can access by choosing Files - Airlines. Each airline is identified by Airline Code, Airline Number and airline name.


AIRLINE CODE

A two-digit alpha/numeric identifier assigned to each Airline. The airline codes used in TravCom are international standards, shared by TravCom and your reservation system.


AIRLINE NUMBER

A three-digit numeric identifier assigned to each Airline. The airline numbers used in TravCom are international standards, shared by TravCom and your reservation system.


AIRLINE REPORTING CORPORATION

The Airline Reporting Corporation (A.R.C.) is the agency in the United States to whom all airline ticket sales by travel agencies are reported. Sales are reported weekly (the A.R.C. Period) on the A.R.C. Report.


ALTERNATE CITY CODE

A three-letter identifier for a city, for reference only.


AP INVOICE

An AP Invoice is an Accounts Payable Invoice. TravCom uses AP invoices exclusively with Vendors.

A positive AP Invoice means that you owe the vendor. For example, when you post a cash sale TravCom will post an AP invoice to the vendors account to indicate that you owe the vendor for the sale.

A negative AP Invoice means that the vendor owes you. For example, when you refund a cash sale TravCom will post a negative AP invoice to the vendors account to indicate that they owe you a refund for your client. Negative AP invoices representing commissions due on credit card sales can be avoided by establishing the vendor as a Commission Client.


A.R.C.

A.R.C. is the Airline Reporting Corporation. This is the agency in the United States to whom all airline ticket sales by travel agencies are reported. Sales are reported weekly (the A.R.C. Period) on the A.R.C. Report.


A.R.C. PERIOD

An A.R.C. Period is defined by the Airline Reporting Corporation as Monday through Sunday of any given week. TravCom for Windows determines which A.R.C. period a ticket belongs to by the Ticketing Date entered on the transaction. When you print an A.R.C. Report (either for the current A.R.C. period or for a previous A.R.C. period), you will specify the dates of the A.R.C. week. The sales included on that report are the sales whose ticketing dates fall within the specified range.

Note: This definition of the A.R.C. period is different from the definition used in TravCom for DOS, where the current A.R.C. period includes any ticket posted since the A.R.C. report was last dropped. A.R.C. reports could not be printed for any A.R.C. period except the current week. The new definition allows greater flexibility in re-printing A.R.C. reports and resubmitting tickets.


A.R.C. RECONCILIATION2
A.R.C. RECONCILIATION

A function which allows you to electronically compare transactions posted in TravCom to the transactions processed by A.R.C.. The A.R.C. Reconciliation function requires that you have signed up for the Aria Diskette from A.R.C..


A.R.C. REPORT

The weekly ticket report required by the Airline Reporting Corporation (A.R.C.). TravCom for Windows will print an A.R.C. report that meets all A.R.C. requirements. TravCom for Windows allows you to print or re-print the A.R.C. report for any A.R.C. Period for which sales history is being kept in your database.

Note: The A.R.C. Report functions differently in TravCom for Windows than in the TravCom for DOS version. TravCom for DOS allowed you to print the current A.R.C. Report only, and included all transactions since the report was last dropped. The new definition allows greater flexibility in re-printing A.R.C. reports and resubmitting tickets.


ARIA DISKETTE

A diskette available from A.R.C. which contains an electronic equivalent of the A.R.C. report they send you. TravCom for Windows can read the Aria diskette and compare A.R.C.s version of your report to TravComs version of the report.


AR INVOICE

An AR Invoice is an Accounts Receivable Invoice. TravCom uses AR invoices exclusively with Clients (Commission Clients are a special case. See the definition of Commission Client for more information on this).

A positive AR Invoice means that the client owes you. For example, when you post a cash sale TravCom will post an AR invoice to the clients account to indicate that they owe you for that sale.

A negative AR Invoice means that you owe the client. For example, when you refund a cash sale TravCom will post a negative AR invoice to the clients account to indicate that you owe the client a refund.


ASSET

Anything of value owned by your business. There are two types of assets:

•	Current Assets, which are those that can or will be liquidated within 12 months. Examples include your Cash in Bank and Accounts Receivables.

•	Fixed Assets, which are those that will not be liquidated within 12 months. Examples include furniture and computer equipment.

Assets are shown on the first half of the Balance Sheet and in the Debit column on the Trial Balance Report.  In TravComs pre-loaded General Ledger, the asset accounts are in the 1000 numerical series.


ATM

An Automated Teller Machine, a cash machine from a bank. TravCom allows you to record ATM as a form of payment.


AUTHORIZED AMOUNT

The amount you expect A.R.C. to withdraw from (or deposit to) your bank account. This amount is printed at the bottom of the Sequential Ticket List and A.R.C. Report. TravCom for Windows calculates this as the gross cash sales less your commissions. Generally in TravCom this is called the Net Remit.


BACK UP

"Back up" (two words, used as a verb) means to make a "backup" (one word, used as a noun). A "TravCom backup" is a copy of your TravCom data. TravCom has a built-in utility to make backups, which you can access by choosing Utilities - Backup/Restore Data. Making and keeping backups on diskettes or tapes helps protect you from data loss should you experience computer problems.


BALANCE FORWARD

A balance on a Clients or Vendors account that is being carried forward from a previous accounting system.

TravCom for Windows keeps a detailed balance for each of your clients and vendors, including each outstanding Invoice. Generally, these invoices will be from transactions you have posted in TravCom. When you first begin to use TravCom, however, you will not have posted any transactions yet. Still, many of your customers may owe you, and you may owe many vendors. You enter these initial invoices when you set up TravCom (with the Balance Forward Posting function). These initial balances are balance forwards.


BALANCE FORWARD POSTING

Balance Forward Posting is used to put a Balance Forward on a Clients or Vendors account. To access Balance Forward Posting for clients, choose Posting - Accounts Receivable - A/R Invoices, and make sure to click on the Balance Forward checkbox before posting the Invoice. To access Balance Forward Posting for vendors, choose Posting - Accounts Payable - A/P Invoices, and make sure to click on the Balance Forward checkbox before posting the Invoice.

The Balance Forward Posting function does not affect your General Ledger.


BALANCE SHEET

A report accounting for the Assets, Liabilities, and Capital for a specified month. "Balance" refers to the requirement that Assets (Debit balance) are always equal to Liabilities plus Capital(Credit balance).


BANK RECONCILIATION2
BANK RECONCILIATION

 The process of marking in TravCom which checks and deposits have cleared your bank account and comparing the bank balance as reported by your bank to the bank balance as reported by TravCom for Windows.


BEGINNING BALANCE

The Debit or Credit balance on a General Ledger Account at the time you start TravCom or as of the first day of an Accounting Period.


BOOKING AGENT

The Agent that created a PNR in the reservation system, determined by the agents sign-in. TravCom for Windows also recognizes the Ticketing Agent as the agent signed in at the time the record is ticketed or sent to the accounting Interface.


BOOKING DATE

The date that the item was booked in the reservation system. The date the transaction was invoiced (the Invoice Date) or entered into TravCom (the Posting Date) may be different.


BRANCH

A single location of an agency for which you maintain separate Financial Statements and other reports. TravCom will keep separate journals and reports, including Financial Statements for each branch, while also allowing you to produce consolidated reports and Financial Statements for your company.


BRANCH CLEARING ACCOUNT

For multi-branch agencies, a special General Ledger account which allows you to post transactions across Branches. Unlike the Suspense Account, the Branch Clearing Account for each branch will carry a balance; however, the total of all Branch Clearing Accounts from all of the branches should always equal zero.

For example, you need to write a check to your telephone company for the total amount you owe them and divide the expense between all of your branch locations. In the branch where you post the Cash Disbursement (check) TravCom for Windows will decrease (credit) the bank account for the full amount, but increase (debit) the Telephone expense General Ledger Account only for the amount you indicate belongs to this branch. The difference will be posted to the Branch Clearing Account in this branch. At the same time in each other branch, Telephone expense will be increased by the amount you specify and the branch clearing account will be credited by the same amount. This keeps the General Ledger in each branch in balance as well as the overall general ledger for your company.


BROWSE

To bring to screen, in a Browse Window, a list of some or all of the records in a database. Browsing makes it easier to quickly edit a large number of records.


BROWSE WINDOW

A list, printed to the screen, which allows you to view and edit any or all records in a data base. Browse makes it easier to quickly edit a large number of records.


BULK TICKET

A ticket which is priced using a special contract between your agency and an airline. A bulk ticket is reported to A.R.C. at the contract price, with no commission, and sold to the Client at a price determined by your agency. TravCom will allow you to enter two Fares, a Published Fare and a Selling Fare. The client account will show the selling fare (plus any taxes) while the A.R.C. Report will show the published fare (plus any taxes).


BUSINESS TYPE

A reference field in each client record. This field is not used in any Canned Reports in TravCom for Windows.


CALENDAR YEAR

January through December. In TravCom, identified as Accounting Periods 1 through 12.


CANNED REPORT

A report that is built and ready for you to use when you install TravCom. Since these reports are prebuilt, you cannot modify them beyond the Print Options available when you run the report.


CAPITAL

Capital or Equity accounts are the claims of the owners or stockholders against the Assets of the agency: money invested in the company plus Retained Earnings, or whatever remains after all creditor claims (Liabilities) are paid.

Capital accounts are shown on the second half of the Balance Sheet, after the Liabilities, and in the Credit column on the Trial Balance Report. In TravComs pre-loaded General Ledger, the Capital accounts are at the end of the 2000 numerical series.


CASH ACCOUNT

A General Ledger Account that represents a bank account (or petty cash). Only general ledger accounts that are identified as Cash Accounts (in Files - General Ledger - Cash Accounts tab) may be selected in the Sales Posting, Cash Receipts, Commission Receipts and Checks functions for the Bank Account field.


CASH DISBURSEMENT

Any check you write out is a cash disbursement. Cash disbursements can be written to Vendors, Clients, or directly to the General Ledger (miscellaneous).


CASH RECEIPT

Cash or checks received for deposit into a bank account are considered cash receipts. In general, TravCom for Windows does not differentiate between cash and checks. Cash receipts can be posted from Vendors, Clients, or directly to the General Ledger (miscellaneous).


CHAIN CODE

A unique two-letter identifier assigned to each hotel or car chain referenced in your Reservation System. TravCom uses this code to match Vendor numbers.


CHART OF ACCOUNTS

A list of all General Ledger Accounts.


CHECK BOX

A box that you can click to select or de-select an option. For example, most Posting Programs in TravCom for Windows will have a checkbox called Next Month. By clicking here, placing an X in the checkbox, you are indicating that you want this transaction to affect your General Ledger for next month. Click again to remove the X and you are indicating that this transaction should affect the Current Month (should not affect Next Month).


CHOICE LIST

A list of options available. Some choice lists include Radio Buttons or Check Boxes, others Tag boxes.


CHOOSE

To select an option by clicking on it or typing the indicated keystrokes.


CITY CODE

A unique three-letter identifier assigned to each airport referenced on your Reservation System.


CLICK

To press and release the left-hand button on your mouse one time. To select an item or an option, or start a program within TravCom for Windows, you usually click on it. Some options and lists require a Double-click.


CLIENT

Anyone who makes purchases from you. Each client is assigned a Client Number in the client file so that TravCom for Windows can keep their address, telephone numbers and other specific information for reporting and mailing lists. If you do not want TravCom to track transactions for a particular person, you may choose to post their sales and payments to a House Account or Walk-in Account rather than create a client account for this person.

Commission Clients are a special type of client account used to track commissions due from vendors. Refer to the entry for commission clients for more information.


CLIENT ACCOUNT TYPE

Radio buttons in the Client File (Marketing tab) which allow you to categorize clients as Leisure, Corporate and Government


CLIENT NUMBER

A unique number of up to eight digits, which TravCom uses to identify each Client with whom you do business.


CLOSE ACCOUNTING PERIOD

The process of telling TravCom for Windows that all entries have been made for the current Accounting Period, and you wish to finalize the figures. Once closed, no information may be added or modified in the period except by General Ledger Adjustment. When you close an Accounting Month TravCom will move the income and expense balances from the current month on the Income Statement to the year-to-date column. When you close a Fiscal Year TravCom will move the Fiscal Retained Earnings to Previous YTD Retained Earnings, clearing all Year to Date figures on the Income Statement (Income and Expense accounts).


CLOSE CURRENT MONTH2
CLOSE CURRENT MONTH

The process of telling TravCom for Windows that all entries have been made for the current Accounting Month, and you wish to finalize the figures. Once closed, no information may be added or modified in the period except by General Ledger Adjustment. TravCom will move the income and expense balances from the current month on the Income Statement to the year-to-date column, and any amounts posted to Next Month will be moved to the current month.


CLOSE FISCAL YEAR2
CLOSE FISCAL YEAR

The process of telling TravCom for Windows that all entries have been made for the current Fiscal Year, and you wish to finalize the figures. Once closed, no information may be added or modified in the period except by General Ledger Adjustment. When you close the fiscal year TravCom will move the Fiscal Retained Earnings to Previous YTD Retained Earnings, clearing all Year to Date figures on the Income Statement (Income and Expense accounts).


COMBO BOX

A box that appears when you click on any drop-down button next to a field. The drop down list box displays all valid entries you may select for that field.


CONSOLIDATOR

A wholesaler in the travel industry who sells tickets at discounted rates. TravCom for Windows can track two fares on any ticket, the Published Fare and the Selling Fare, allowing you to track the retail price as well as your selling price on tickets you purchase from consolidators.


CONTROLLED PRODUCT CODE

Marking a Product Code as controlled tells TravCom for Windows that you wish to produce a report similar to the A.R.C. Report for this product code. Each sales transaction will be tracked by a unique number entered into the ticket number field, and instead of individual sales listed on the Accounts Payable, TravCom will generate a single net remit for each report period.


COMMISSION

In TravCom for Windows, the term "commission" refers to commissions you are paid by tour and cruise companies, airlines, and hotel and car rental chains, as well as the commissions brought into the agency by In-house Agents and the commissions you pay to Outside Sales Agents.

Commissions may be posted as part of a Sales posting, to adjust the Net Remit to A.R.C. or to reduce the amount you are to pay a tour or cruise Vendor, or for TravCom to track amounts due back on credit card sales. Commissions are also entered as part of each Voucher so that TravCom knows how much you are expecting on each hotel and car rental booking.

TravCom for Windows uses these postings to calculate the commission Productivity of each Agent, and to automatically calculate and post the commissions due to your outside sales agents.


COMMISSION CLIENT

An administrative Client account used to track commissions due you from Vendors on credit card Sales. Although all activity related to vendors is normally tracked on the Accounts Payable, TravCom will allow you to transfer commissions due you (negative payables) to the Accounts Receivable through the use of the commission client field in each vendors record. A commission client record must be built in the client file and cross-referenced in the appropriate vendors record.


COMMISSION INCOME ACCOUNTING

The practice of posting only the commission earned by the agency to the Income Statement. The full amount of the sales and the amounts paid to the Vendors (Cost of Sales) may be obtained on a variety of reports but will not be reflected on the Income Statement. The alternate form of accounting is Sales/Cost of Sales. Commission Income Accounting is also known as Direct Income Accounting.


CORPORATE CLIENT

A Client for whom you wish to generate corporate reports. Each client is identified in their client record as leisure, corporate or government. When you mark an account as a corporate or government type the Departments tab is enabled, allowing you to create departments within the account to sub-divide their corporate reports.


COST OF SALES

The amount you must pay Vendors for products you have sold. That is, the selling price minus your Commission. In Sales/Cost of Sales Accounting, the Cost of Sales is recorded in an Expense account on your Income Statement. This is separate from the Sales or Income account, which records the full selling price.


COUNTRY

The country relating to the address you are entering. This is important if the country must be printed as part of the address on mailing labels, billing statements, etc.


CORRELATE

Correlating Clients, Vendors and Agents is necessary for multi-branch installations to tell TravCom which branches each record belongs to. Records are correlated on the Branches tab.


CREDIT CARD RECONCILIATION2
CREDIT CARD RECONCILIATION

A function which allows you to electronically compare transactions posted in TravCom to transactions charged on a clients credit card bill.

TravCom for Windows can correlate data from American Express, Diners Club or Visa.


CREDIT LIMIT

The maximum balance allowed on a Clients account before you want TravCom to warn you that they are exceeding their acceptable balance. When a clients open invoices total more than the credit limit established for them TravCom for Windows will require that you enter the Credit Password to manually post additional cash sales. You can also have the intreface Verification List issue a Warning when new transactions received through the Interface cause a client to exceed their established credit limit.


CREDIT PASSWORD

A special password which allows you to override the established Credit Limit for a Client and post a Sale which requires that the client be allowed additional credit.


CURRENCY

Generally, the local currency of the country where your agency is located. Multi-currency installations of TravCom for Windows may add the additional currencies in which they maintain bank accounts.


CURRENT MONTH

The Accounting Month TravCom is working in at this time. This is displayed at all times at the bottom of your screen


DATABASE

A collection of records that provides a foundation for various functions within TravCom. For example, the Vendor database allows TravCom to track purchases from a variety of sources and prepare reports accordingly, as well as maintaining information specific to each vendor such as address, telephone numbers, tax ID number, and if there is a Commission Client associated with the vendor.


DEFAULT

The number or setting to be used when no other is specified.


DEPARTMENT

A way of subdividing a corporate or government Client account for reporting purposes.


DEPOSIT

A Cash Receipt or several cash receipts listed on a single deposit slip for the bank.


DIRECT INCOME ACCOUNTING

The practice of posting only the commission earned by the agency to the Income Statement. The full amount of the sales and the amounts paid to the Vendors (Cost of Sales) may be obtained on a variety of reports but will not be reflected on the Income Statement. The alternate form of accounting is Sales/Cost of Sales. Direct Income Accounting is also known as Commission Income Accounting.


DISCOUNTED TICKET

A ticket that you are selling for less than the Published Fare printed on the ticket.


DISTRIBUTE

Applying the item (Cash Receipt, Cash Disbursement, Invoice, etc) you are posting against invoices or General Ledger Accounts.


DIVISION

A way of sub-dividing your Income Statement within a Branch location. For example, your agency may have divisions for leisure, corporate, cruise, or group sales.


DOUBLE-CLICK

To press and release the left-hand mouse button twice in quick succession to select an item or an option, or to start a program within TravCom for Windows. Most options and programs within TravCom only require a single Click.


DROP A.R.C. REPORT

Finalizing an A.R.C. Report to tell TravCom for Windows that there will be no further changes to this report. TravCom will also finalize the payable Invoice to A.R.C..


DROP-DOWN BUTTON

A button displaying an arrow pointing downward which appears to the right of various fields in TravCom for Windows. If you click once on the drop-down button, TravCom will display a Drop-Down List Box and allow you to select an entry for that field.


DROP-DOWN LIST BOX

A box that appears when you click on any drop-down arrow next to a field. The drop down list displays all valid entries you may select for that field.


EDIT LIST

A list, normally printed to paper, showing all of the fields in all records in a Database. It allows you to review the records for accuracy and/or currency. Edit lists may be printed for all Clients, Vendors, Agents, General Ledger Accounts, Airlines, and City Codes on file. Interface also has an Edit List to review all the records received from your reservation system that have not yet been Posted.


EQUITY

Equity or Capital accounts are the claims of the owners or stockholders against the Assets of the agency: money invested in the company plus Retained Earnings.

In the General Ledger file, TravCom for Windows uses the term Capital. Capital accounts are shown on the second half of the Balance Sheet, after the Liabilities, and in the Credit column on the Trial Balance Report. In TravComs pre-loaded General Ledger, the Capital accounts are at the end of the 2000 numerical series.


ERROR INTERFACE
ERROR, INTERFACE

A message that prints on the Verification List in Interface indicating there is a problem that will prevent the transaction from posting. For example, a Client Number that does not exist in the Client file, or a ticket number that has already been posted into TravCom. When TravCom recognizes an unusual situation that may or may not be correct, the Verification List will print a Warning in place of an Error.


EXCEPTION CODE

A twodigit numeric code used to explain to Corporate Clients why a passenger did not purchase the lowest available fare (the Low Fare).


EXCEPTION CODE GROUP

A list of Exception Codes used by a Corporate Client or a number of Corporate Clients. Each exception code group is identified by a single character, and may include up to 100 exception code reasons.


EXPENSE

A cost to your agency. There are two types of expenses: Costs incurred in the production of Income (Revenue) are called Cost of Sales Expenses, and costs not related to sales (overhead) are called Operating Expenses.

Expense accounts are usually shown on the Income Statement after the Income accounts and in the Debit column on the Trial Balance Report. In TravComs pre-loaded General Ledger, the Expense accounts are in the 5000 numerical series.


EXPORT

To output information in a format that another program can read.


FARE

A price, not including taxes. TravCom uses two types of fares, the Selling Fare and the Published Fare.


FARE, NET

A price, not including taxes. TravCom uses two types of fares, the Selling Fare and the Published Fare.


FIELD

A single piece of information within a Record. For example, an invoice number, product code, or ticket number.


FILE MAINTENANCE

A set of programs to audit and update Databases in TravCom for Windows.


FINANCIAL STATEMENT

A summary of the Income (Revenues) and Expenses for an Accounting Period. Also called a Profit and Loss Statement (P & L).


FINANCIAL STATEMENTS

A term referring to the Balance Sheet and Income Statement together.


FISCAL YEAR

The annual Accounting Period (twelve Accounting Months) used by your agency. The fiscal year may or may not be from January through December, and is the cycle you use for reporting income for tax purposes.

In TravCom for Windows, the fiscal year is the period of time that starts when you close the current fiscal year (with the Periodic - Close Fiscal Year function) and ends when you close it again a year later. Transactions posted in between closings are all considered transactions for a single fiscal year, even if any dates included with the transactions (such as Invoice Dates) are for different calendar or fiscal years. For example, suppose the current fiscal year is 1998. When you post a sale, TravCom will record it as a 1997 sale, even if you give it a 1999 invoice date. Note that an A.R.C. period may span the transition from one fiscal year to the next.


FOP

Abbreviation for Form of Payment. TravCom for Windows recognized four types of payments: cash/check, credit card, in-house charge (CX) and ATM.


FORM

A pre-built or customized template for printing checks, invoices, client billing statements and vouchers. For each of these documents, the formats you would like TravCom for Windows to print for you are selected on the Printers/Forms tab in Files - Setup.


FORM OF PAYMENT

How a Client is payinf for a transaction. TravCom for Windows recognized four types of payments: cash/check, credit card, in-house charge (CX) and ATM.


FORMAT ACCOUNT

Special accounts on the General Ledger used to customize your Balance Sheet and Income Statement. Format accounts control headings, sub-totals and totals, and page breaks.


FREE FIELD

A field or set of fields with no predefined parameters. These are used for entries you need which cannot be accommodated in any of the other fields available, normally relating to special reporting requirements of Corporate Client accounts.


GENERAL LEDGER

The set of all General Ledger Accounts.


GENERAL LEDGER ACCOUNT

A place you record all transactions of a like nature, such as all transactions which will increase or decrease a specific Cash (Bank) account. Each General Ledger Account keeps track of all increases and decreases of a specific type.


GENERAL LEDGER ADJUSTMENT

An accounting entry made directly to your General Ledger. This is done with the Postings - Accounts Payable - Adjust Journal Entries function.

Normally, TravCom affects the general ledger for you. For example, when you post a sale, TravCom will automatically affect any general ledger accounts needed to properly record the accounting for the sale.

You only need to make a journal adjustment to record end-of-period adjustments (normally from your accountant), to enter opening balances, or occasionally to correct a transaction that was posted incorrectly.


GOVERNMENT CLIENT

A Client for whom you wish to generate corporate reports. Each client is identified in their client record as leisure, corporate or government. When you mark an account as a corporate or government type the Departments tab is enabled, allowing you to create departments within the account to sub-divide their corporate reports. Additionally, clients marked as government will have the GSA field available for the required government contract number.


GROSS

An amount which includes any related taxes.


GSA NUMBER

Government Service Authorization, a contract number required by some Government Clients. The GSA field accepts a maximum of 20 alpha/numeric characters.


HCC

HCC is the Hotel Clearing Corporation, a company that collects commissions on behalf of travel agencies and distributes those commissions.


HCC RECONCILIATION

The process of comparing the bookings paid by Hotel Clearing Corporation, as detailed on a disk provided by HCC, to the hotel bookings (Vouchers) posted in TravCom for Windows. The HCC Reconciliation function, run from within Commission Posting, is used to post the HCC check and mark the related vouchers "paid" or "cancelled" as appropriate.


HELP

Online help screens that pop up when you press the F1 Key or click on HELP from the Main Menu.


HOTEL CLEARING CORPORATION

A company that collects hotel commissions on behalf of subscribing travel agencies, and distributes those commissions. HCC can optionally provide an electronic copy of the booking detail on their check, which TravCom for Windows can use to identify the appropriate hotel bookings (Vouchers) in TravCom, via the HCC Reconciliation function.


HISTORY

Information relating to Accounting Periods which have been closed.


HOUSE ACCOUNT

A record built in the Client file, used to post transactions for clients who do not have their own Client Number and for whom you do not wish to create a new client record. House Accounts are also called Walk-in Accounts.


IAR RECONCILIATION

A function which allows you to electronically compare transactions posted in TravCom to the transactions processed through A.R.C.s IAR system. The IAR Reconciliation function requires that you have signed up for Interactive Agency Reporting with A.R.C..


IATA NUMBER

An eight-digit number assigned to your agency for A.R.C. and IATAN identification and reporting purposes.


IMPORT

To load information into one program that was created in another program.


IN-HOUSE AGENT

An agent who works for the travel agency, who is paid a salary or wage, as opposed to an Outside Sales Agent, who is paid a commission.


IN-HOUSE CREDIT CARD

A client credit card payment that you can cash directly, using a merchant account maintained by your Agency. This form of payment tells TravCom for Windows that you will receive payment via the clients credit card, and forward an agency check to the vendor.


INCOME

The difference between Revenues and Expenses. "Income" is often used as synonymous with "Revenue", particularly with Direct Income Accounting.


INCOME STATEMENT

A summary of the Revenues (Income) and Expenses for an Accounting Period. Also called a Profit and Loss Statement (P & L).


INTERACTIVE AGENCY REPORTING

An optional program with A.R.C. that allows an agency to report ticket sales electronically.


INTERFACE

A oneway communication between your Reservation System(s) and TravCom, used to transfer sales information.


INTERFACE DATA

The information transmitted by your Reservation System to TravCom.


INVOICE

All of the Transactions (sales, cash receipts, checks, A/R and A/P Invoices) that are related, assigned to the same Invoice Number.


INVOICE DATE

The date on the Invoice; the date the invoice was run. The date the transaction was entered into TravCom may be different, and is the posting date.


INVOICE NUMBER

A number assigned to each transaction, or set of related transactions, you enter in TravCom. The invoice number is the method that TravCom uses to keep track of each record and its status.


JOURNAL ADJUSTMENT

An accounting entry made directly to your General Ledger. This is done with the Postings - Accounts Payable - Adjust Journal Entries function.

Normally, TravCom affects the general ledger for you. For example, when you post a sale, TravCom will automatically affect any general ledger accounts needed to properly record the accounting for the sale.

You only need to make a journal adjustment to record end-of-period adjustments (normally from your accountant), to enter opening balances, or occasionally to correct a transaction that was posted incorrectly.


KEYWORD

A word or code entered into a Client account. Keywords are used to track special interests for reports, mailing lists or reference. For example, you might create keywords for cruise or ski clients, families and seniors.


LEISURE CLIENT

A client for whom you do not wish to produce Corporate Reports.


LIABILITY

Monies you owe:  the claims other people can make against your company. There are two types of liabilities:

•	Current Liabilities, which those that will be due within 12 months. Examples include your Accounts Payable.

•	Long-Term Liabilities, which are those that will not be due (paid in full) within 12 months. Examples include any bank loans or auto loans.

Liabilities are shown on the second half of the Balance Sheet, before the Capital accounts, and in the Credit column of the Trial Balance Report. In TravComs pre-loaded General Ledger, the Liability accounts are in the 2000 numerical series.


LOW FARE

The lowest fare the agency could have ticketed for a particular sale, normally for Corporate Client reporting. The Low Fare is used to determine if the client is paying more than necessary for trips (Ticketed Fare minus Low Fare will give the Excess). An Exception Code is used to explain why the Low Fare was not ticketed.


MAIN MENU

The first Menu that comes up when you start TravCom. The menu from which you access all programs and reports within the TravCom System.


MASTER PASSWORD

The highest level Password available on TravCom. Required for access to certain functions and information such as restoring a Backup, accessing the Agent Personnel tab, and the Setup - Passwords tab.

Unlike Password Levels, the Master password is not customizable (except for creating the actual password) and has full access to functions in TravCom. The Master password may be used with any agent logon.

The Master password overrides the users regular Password and Password Level, and allows full access to all functions within TravCom.


MENU

A list of programs and/or reports that you can select to run.


MINI A.R.C. REPORT

An A.R.C. report generated to correct the information in TravCom. A "mini-A.R.C. report" is not submitted to A.R.C.


NEGATIVE SALE

A transaction posted in Sales Posting using negative fare and tax information. Normally, negative sales are posted when you select Refund a Sale or Void Ticket/Invoice to reverse a posted sale in TravCom for Windows, though a negative sale may be manually posted in some circumstances.


NET

An amount not including taxes.


NET FARE

A field used for any supplemental commission you receive from a special arrangement with an airline.


NET REMIT

The amount you owe a vendor on a sale. Figured as the gross less your commission.


NEXT OPEN

A button that appears next to various fields in TravCom for Windows. This function may be used in two ways:

•	Click on the Next Open button to allow TravCom to assign the next available number in this database.

•	Type in a number for TravCom to use as a starting point, then click on the Next Open button to allow TravCom to assign the next available number starting from the number you have typed in.


NEXT MONTH

The Accounting Month following the Current Month. The current month is displayed at the bottom of the TravCom for Windows screen, on the Status Bar. You may post any transaction into the current month as displayed on your screen, or into the next month for purposes of the General Ledger/Financial Statements.


OPENING BALANCE

The Debit or Credit balance on a General Ledger Account at the time you start TravCom or as of the first day of an Accounting Period.


OPERATING EXPENSE

Expenses not related to sales transactions: overhead. For example, rent, telephone and utility charges, printing and office supplies.


ORPHAN

When changing Client, Vendor, or General Ledger account numbers, an Orphan is created anytime you attempt to assign a number that is already in use.


OUT OF BALANCE

When two totals that should be equal are not, for example, when the debits do not equal the credits on your General Ledger, or when the Subsidiary Accounts do not equal the General Ledger Account to which they relate.


OUT OF BALANCE, CLIENT

A message indicating that the Invoices open on a client account do not add up to the total open balance on that clients account. The total may have been miscalculated, or there may be an invoice or Cash Receipt missing from the detail for that client.


OUT OF BALANCE, CURRENT GL MONTH

A message indicating that the debits and credits posted during the current accounting month are not equal. If TravCom for Windows reports the General Ledger file is out of balance, then the overall debits and credits are not equal; if TravCom reports that the general ledger transaction file is out of balance, then an individual posting reflects unequal debits and credits.


OUT OF BALANCE, CURRENT YEAR

A message indicating that the debits and credits posted during the current accounting year are not equal. If TravCom for Windows reports the General Ledger file is out of balance, then the overall debits and credits are not equal; if TravCom reports that the general ledger transaction file is out of balance, then an individual posting reflects unequal debits and credits.


OUT OF BALANCE, GL TRANSACTION FILE

A message indicating that the debits and credits posted for an individual transaction are not equal.


OUT OF BALANCE, GL FILE

A message indicating that the debits do not equal the credits on your General Ledger.


OUT OF BALANCE, VENDOR

A message indicating that the Invoices open on a vendor account do not add up to the total open balance on that vendors account. The total may have been miscalculated, or there may be an invoice or Check missing from the detail for that vendor.


OUT OF BALANCE, AP INVOICES AND GL

A message indicating that the total of all Invoices due to all Vendors is not equal to the total shown on the General Ledger Account(s) for Accounts Payable.


OUT OF BALANCE, AR INVOICES AND GL

A message indicating that the total of all Invoices due from all Clients is not equal to the total shown on the General Ledger Account(s) for Accounts Receivable.


OUTPUT DEVICE

When running a report, TravCom will allow you to print it to the printer (default setting), your computer screen, or a disk file.


OUTSIDE SALES AGENT

An agent who is paid on commission, not salary. May be paid a combination of the two.


OWNER'S EQUITY

Equity or Capital accounts are the claims of the owners or stockholders against the Assets of the agency: money invested in the company plus Retained Earnings, or whatever remains after all creditor claims (Liabilities) are paid.

Capital accounts are shown on the second half of the Balance Sheet, after the Liabilities, and in the Credit column on the Trial Balance Report. In TravComs pre-loaded General Ledger, the Capital accounts are at the end of the 2000 numerical series.


PARAMETER

Guidelines or values. Fields will normally have parameters (length, whether they are alpha or numeric, show decimals or date, etc.). In TravCom, you have free fields available in sales and voucher posting which have no pre-defined parameters - that is, no set length or format. Hardware such as your printer will also have parameters, which assist your computer in communicating with these devices.


PASSWORD

A method of maintaining security in your Accounting System. Passwords allow or disallow users access to most TravCom programs.

There are three types, of passwords used in TravCom, the Agent Passwords, Credit Password and Master Password.


PASSWORD LEVEL

The Password level has to do with TravComs security system. There are six password levels, or Security Access Levels available, each of which can be customized to allow or deny access to any function within TravCom for Windows (with several exceptions). Each agent and TravCom user is assigned a password level in their Agent file record, which controls what functions they may access.


POINT

To move the mouse pointer on-screen without Clicking the button. Moving the mouse pointer to the option you want and clicking on it once to select it is called "point and click."


POST

To record a transaction in your TravCom for Windows system.


POSTING DATE

The date a transaction was entered into TravCom for Windows. The date the invoice was run may be different from the posting date, and is referred to as the invoice date.


POSTING JOURNAL

The permanent record of transactions entered into TravCom. Each posting program generates a journal. Unlike a report, a journal merely records postings made in TravCom and does not analyze the data in any way.


POSTING SOURCE

A program used to enter information into TravCom for Windows.


POSTING SESSION

A number assigned each time you work in a posting program. The Session Number allows you to quickly determine when a record was posted and find it on the Posting Journal.


PRIMARY PRODUCT CODE

A Product Code entered into Sales transactions to override the accounting associated with the Product Code originally entered for the sale. For example, a Tour Order would be posted with the Product Code for A.R.C. to place it on the A.R.C. report, and the Primary Product Code for Tours so that the Income Statement and statistical reports will show the activity as a tour sale.


PRINT PREVIEW

A command on the Print Options dialog box which instructs TravCom for Windows to display a report or journal on the screen before printing it to paper.


PRODUCT CODE

A twodigit number which identifies the kind of service being sold, such as an A.R.C. ticket, a Hotel room, or a Cruise. The Product Code determines the general ledger accounts to be affected by the transaction being posted. See also Primary Product Code.


PRODUCTIVITY

A total of the activity posted by an agent.


PROFIT AND LOSS STATEMENT

A summary of the Revenues (Income) and Expenses for an Accounting Period. Also called an Income Statement.


PST

Provincial Sales Tax.

In TravCom, the PST is shown in the fourth Tax field for all sales transactions. TravCom will track all PST collected and paid, in PST Input and Output accounts on the General Ledger.


PUBLISHED FARE

The price of the ticket, not including taxes, as it will be reported to A.R.C. If you handle Bulk or Consolidator tickets, or Discounted tickets, this may be different from the Selling Fare which is the price that will be charged to the Client.


QUEUE

A list. Your Reservation System creates a Queue of invoices for you to interface. TravCom allows you to create a Queue of reports. A Report Queue is a list of reports that you wish TravCom to run.


RADIO BUTTON

A button you can click on to select an item or option. Unlike Tagging and Check Boxes, selecting an item with a radio button automatically de-selects all other items or options on the list. For example, the Password Level assigned to each agent in their Agent file is selected with a radio button.


RECONCILE

Comparing one set of numbers against another set of numbers to verify that they are equal or to identify discrepancies. For example, the balance in your check book as compared to the balance on your bank statement plus deposits (+) and checks (-) the bank had not yet received.


RECORD

All of the Fields that relate to a single transaction.


RECORD SELECTION

If you do not wish TravCom to include all records on the data base when you run a report, you may Record Select those you wish to include or exclude. The option to include or exclude certain records is available on most reports.


RECURRENT PAYMENT

A disbursement you post at regular intervals, such as rent or an auto loan.


REFERENCE FARE

Generally, the full coach fare. Reference Fare is used to determine the amount of savings on Corporate Client reports (Reference Fare minus fare ticketed equals the amount saved).


REFUND

A negative sale. A refund will appear on reports printed from TravCom, as opposed to a Void which will not.


REPORT

A document used to retrieve information from TravCom. Unlike Journals, reports analyze posted information.


REPORT WRITER

A program for building custom reports when the available Canned Reports do not suit your needs. The report writer used by TravCom for Windows is Crystal Reports by Seagate Software.


REPORTING PROGRAM

A program used to retrieve information from TravCom, generally in a processed format.


RESTORE

The process of replacing the Data files on your Hard Drive with those made as a Backup. Restore will replace Data files with those on the floppy disk(s), not merge them!


RESUBMIT

As a verb, the process of re-sending to A.R.C. a ticket that they have returned to you for any reason.

As a noun, a ticket that is being re-sent to A.R.C..


RETAINED EARNINGS

The net income (profit or loss) posted to the Balance Sheet at the end of each Accounting Period. Retained Earnings accumulates each month and each year. TravCom uses two Retained Earnings Accounts:  Retained Earnings for previous Fiscal Years, and Retained Earnings for the current Fiscal Year (YTD).


REVENUE

The gross receipts (Sales) of the agency, on the Income Statement.


REVERSE

To repeat a posting, with opposite signs. Normally to Void or Refund a Sale, void a Check Posting, or remove a Cash Receipt from your system.


REFUND SALE

A negative sale. A refund will appear on reports printed from TravCom, as opposed to a Void which will not.


SALE

A record created when you sell an air ticket, hotel, cruise, etc. A sale requires payment from the client, to a vendor, and is posted to the General Ledger. A booking made wherein no monies are to be collected or disbursed is not a Sale, but a Voucher.


SALE, NEGATIVE

A transaction posted in Sales Posting using negative fare and tax information. Normally, negative sales are posted when you select Refund a Sale or Void Ticket/Invoice to reverse a posted sale in TravCom for Windows, though a negative sale may be manually posted in some circumstances.


SALE, REFUND

A negative sale. A refund will appear on reports printed from TravCom, as opposed to a Void which will not.


SALE TYPE

A field showing the status of a sales posting. Sales types include Sale, Void, Adjustment, Resubmit, Exchange, Refund and Debit Memo.


SALE, VOID

A negative sale. A void will not appear on reports printed from TravCom (except the Missing Ticket Scan and Sequential Ticket List), as opposed to a Refund which will.


SALES/COST OF SALES ACCTNG

The practice of recording a related Revenue and Expense in separate accounts on the General Ledger so as to maintain both the Gross Sale amount and the Cost of that Sale. Income is determined by netting the two General Ledger Accounts.


SCROLLBAR

A bar that appears at the right or bottom of a screen to indicate there are additional records or fields that may be viewed by moving to the left, right, up or down. A box in the scrollbar indicated your position on the screen relative to the ends of the display. Navigate along the scrollbar using the arrows at either end of the bar, by moving the box along the scrollbar, or by clicking to the side of the box that you wish the screen to move.


SEARCH METHOD

The information you will enter for TravCom to find the record you are looking for. In many cases you can change the Search Method if the information available is different from the field TravCom is currently requesting.


SECURITY ACCESS LEVEL

The Security Access Level, or Password Level, has to do with TravComs security system. There are six password levels available, each of which can be customized to allow or deny access to any function within TravCom for Windows (with several exceptions). Each agent and TravCom user is assigned a password level in their Agent file record, which controls what functions they may access. The Master Password overrides the password level assigned to any used, allowing them access to all posting and reporting functions in TravCom.


SELECT

To Click once on an item on a list or Menu, or to click on the Select button to tell TravCom for Windows that you wish to work with that record or function.


SELLING FARE

The price of a ticket, not including taxes, that the client will be charged. If you handle Bulk or Consolidator tickets, or Discounted tickets, this may be different from the Published Fare, which is the price that will be reported to A.R.C..


SERIAL NUMBER

A number identifying your copy of TravCom for Windows. The serial number is usually your IATA Number.


SERVICE CHARGE

A charge you choose to apply to a Client account for invoices over a certain age.


SORT KEY

An alpha/numeric field that TravCom uses to alphabetize a data base. This is also the field TravCom uses to find a record when you do not know the number (Client, Vendor, etc).

Although the Sort Key is alpha/numeric, it must start with an alphabetic character or TravCom may experience problems identifying the account properly.


SORT ORDER

The order in which you wish TravCom to present the information you are requesting. For example, do you wish to see invoices in numerical order, or in order of the customer number to which they were posted? The option to change the Sort Order is available on most reports.


STATEMENT

A list of open invoices due from a Client.


STATEMENT GROUP

A group of billing statements that are normally run together. For example, statements run weekly vs. Statements run monthly. The Statement Group to which each client belongs is entered into their Client File on the Sales/Accounting tab.


STATUS BAR

A row of fields displayed at the bottom of your TravCom for Windows screen at all times. The status bar shows Agent Code of the user currently logged on to TravCom, the Agency Name (as entered for the current Branch if you have multiple branches in TravCom), the current branch number, Current Month, and system date and time. This display cannot be changed directly.


SUBMENU

A menu within another Menu. In TravCom, a menu selection that has a submenu is marked with an arrow.


SUBSIDIARY ACCOUNT

An account that details part of the balance of a General Ledger Account. For example, each Client Number represents a subsidiary account; all of the Client Numbers together are the set of subsidiary accounts to the Accounts Receivable General Ledger Account, and the total of these Accounts should always be equal to the balance of the General Ledger Account.


SUPPLIER

Someone from whom you make purchases. Suppliers are built in the Vendor file in TravCom for Windows.


SUPPORTING SCHEDULE

A breakdown of an entry or several entries on the Financial Statements. Supporting Schedules are designed to need to show how numbers were arrived at on the Financial Statements. For example, on the Balance Sheet, "Cash" is comprised of several numbers which can be broken out on a Supporting Schedule as:  Cash in Bank 1, Cash in Bank 2, Petty Cash, and Savings Account 1.


SUSPENSE ACCOUNT

A special General Ledger Account used when you need to hold a debit or credit temporarily. The Suspense Account should always maintain a zero balance.


TAB

Used as a verb, to press the t key on the keyboard. In TravCom for Windows, you forward from one Field to the next by pressing the t key.

Used as a noun TAB refers to the labels at the top of many screens in TravCom for Windows. For example, the Setup file has 12 tabs: Agency Information, Currencies, Exception Codes, IATA Numbers, Miscellaneous, Printers/Forms, Divisions, System Customization, Miscellaneous, Tables, Product Codes, Passwords and VAT Setup.


TAG

A method of selecting some or all records on a list to edit, post, delete, etc. A tagged item will have an 'X' in the TAG column, or to the left of the record/account number, an untagged item will not.


TAX FORMULA

A calculation for VAT, and/or PST. Tax formulas are created and maintained in the Setup file, on the VAT Setup tab.


TICKETING AGENT

The Agent that sent a PNR to the accounting Interface, determined by the agents sign-in. TravCom for Windows also recognizes the Booking Agent as the agent signed in at the time the record was created.


TICKETING DATE

The date the ticket was run, or invoiced; the date the invoice was run. The date the transaction was entered into TravCom may be different, and is the posting date. TravCom uses the ticketing date to determine when a document should be included on an A.R.C. Report.


TOOL BAR

A series of buttons normally displayed along the top of the Main Menu. These buttons allow you to access the most common functions in TravCom for Windows by clicking once on the appropriate button instead of negotiating the program menus.


TRANSACTION

A single posting. A transaction may be a Sales posting, a Cash Receipt, a Check, an AR Invoice or AP Invoice posting, a debit or credit memo posting, etc.


TRANSACTION CODE

A singledigit alpha/numeric field for any sorting purpose you require. A Transaction Code is entered to a single Sale record, to sort or select individual sales in custom reports.


TRANSFER

To move information, generally detailed information, from one place to another, such as from your reservation system to TravCom, from one Client Number to another, or from the Hard Drive to a Floppy Disk.


TRAVEL TYPE

A reference field in each client record. This field is not used in any Canned Reports in TravCom for Windows.


TRIAL BALANCE

A report used to verify that all debits are equal to all credits on the General Ledger.


VAT

Value Added Tax.

In TravCom, the VAT is shown in the third Tax field for all sales transactions. TravCom will track all VAT collected and paid, in VAT Input and Output accounts on the General Ledger.


VENDOR

Someone you pay. For example, tour and cruise companies, hotel and car rental chains, your landlord and telephone company, and outside sales agents who work in your agency.


VENDOR NUMBER

A unique number, up to six digits, by which TravCom identifies each of the vendors you do business with.


VENDOR TYPE

A field in the Vendor File (Accounting tab) which allows you to categorize vendor accounts. For example, Tours, Cruises, Hotels, Cars, etc….


VERIFICATION LIST

A report to warn you of anomalies in your Interface Data. There are two types of Verification notices:  Warnings and Errors. A warning is issued when TravCom detects an unusual situation (such as Commission = 0.00) which you should review for accuracy. An error is issued when TravCom detects a problem that will prevent the sale from posting (such as a Client Number that does not exist in the Client File).


VERIFY INTERFACE DATA

A report to warn you of anomalies in your Interface Data. There are two types of Verification notices: Warnings and Errors. A warning is issued when TravCom detects an unusual situation (such as Commission = 0.00) which you should review for accuracy. An error is issued when TravCom detects a problem that will prevent the sale from posting (such as a Client Number that does not exist in the Client File).


VOID

To reverse a Transaction so that it will not appear on reports printed from TravCom. Tickets, Invoices, and Checks (cash disbursements) can all be voided in TravCom for Windows.

There are also Void functions in Sales Posting (Void Ticket/Invoice) and Check Posting (Void Check) that will allow you to enter ticket, invoice, or check numbers that were voided before they were ever posted into TravCom.


VOID CHECK

The process of reversing a check (cash disbursement) that has been posted in TravCom for Windows so that it will not show on the Bank Reconciliation, and any expenses or invoices related to the check will be returned to the General Ledger or Accounts Payable.

Checks are also voided to show that they have been spoiled and will not ever be posted in TravCom for Windows.


VOID INVOICE

The process of reversing a transaction (sale) that has been posted in TravCom for Windows so that it will not show on any reports.

Invoices are also voided to show that they have been spoiled and will not ever be posted in TravCom for Windows.


VOID SALE

A negative transaction posted in Sales Posting. A void will not appear on reports printed from TravCom (except the Missing Ticket Scan and Sequential Ticket List), as opposed to a Refund which will.


VOID TICKET

The process of reversing a transaction (sale) that has been posted in TravCom for Windows so that it will not show on any reports.

Tickets are also voided to show that they have been spoiled and will not ever be posted in TravCom for Windows.


VOUCHER

A record created to track hotel and car bookings when no Sale has been posted. A Voucher is issued when no payment is being made for a booking, but you wish to track the item until Commission is received. A Voucher does not affect the General Ledger.


WALK IN ACCOUNT
WALK-IN ACCOUNT

A record built in the Client file, used to post transactions for clients who do not have their own Client Number and for whom you do not wish to create a new client record. Walk-in Accounts are also called House Accounts.


WALK-IN CLIENT

A Client who does not have their own Client Number and for whom you do not wish to create a new client record.


WARNING INTERFACE
WARNING, INTERFACE

A message that prints on the Verification List in Interface indicating there is an entry in a record that may not be correct, but will not prevent the transaction from being posted. For example, a commission amount which shows 0.00. You should review the reported field for accuracy before posting the interface. When TravCom recognizes a problem that will prevent the record from posting, an Error is issued, not a Warning.


WINDOW

Popup boxes with text and/or data fields to enter.


WRITE-OFF

To clear an invoice from the Accounts Receivable or Accounts Payable by moving the balance to a General Ledger Account. For example, if you know a client is not going to pay you for an Invoice you write off that invoice balance to the Bad Debts account.


Contents
TravCom for Windows
Help Contents

Using Help 	Contacting TravCom 	TravCom on the Internet

General Function Descriptions

Quick notes that tell you what a function or report is, and where to get more information about it. These are the topics you will see when you press F1 from a function or report within TravCom for Windows. Links from these topics jump to related Functional References and Procedural References.

Functional References

Detailed information for TravCom for Windows' functions and reports. Normally you will link to functional references from related general function descriptions, but you may also browse through the functional references to find items that interest you. Functional references will help you if you are confused about the meaning of a particular field of data on a screen or report. Links from these topics jump to related Procedural References.

Procedural References

Detailed procedural instructions that explain how to use TravCom for Windows functions and reports, what to do when certain conditions occur in TravCom, and how to troubleshoot problems. Normally you will link to procedural references from related general function descriptions, but you may also browse through the procedural references to find items that interest you. Procedural references will help you if you need to learn how to do a specific task. Links from these topics jump to related Functional References. Step-by-step examples accompany most procedural instructions.

Glossary of TravCom Terms

Short definitions of terms used throughout TravCom for Windows.


Using Help
TravCom for Windows
Using Help

Using Help 	Contacting TravCom 	TravCom on the Internet

Starting TravCom Help

There are several ways to start TravCom Help.

Do This	To See This
Choose Help - Contents	The Help Contents screen
Choose Help - Search	The Help Search screen
Press F1 at the TravCom Main Menu	The Help Contents screen
Press F1 at any TravCom Function or Report	The General Description for the function or report, with links to detailed functional and procedural references, including examples.
Click the Help on TravCom for Windows icon in the TravCom for Windows Program Group	The Help Contents screen
Double-click TCSWIN.HLP from File Manager or Windows Explorer	The Help Contents screen
Using TravCom Help

There are three main ways that you can use TravCom for Windows Help.

1	You can browse TravCom Help, reading whichever topics interest you.
2	You can search for procedural help when you have a specific task to accomplish.
3	You can use the context sensitive functional help when you are working with a particular TravCom function and have questions about it.
Browsing TravCom Help

Browsing is a good way to get familiar with what is in the TravCom Help file.

To browse TravCom Help, start at the Help Contents screen and click on any topic that interests you. Note that the Browse buttons on the Help toolbar allow you to move back and forth through related topics.

Browse Buttons

Also, each topic has cross-references to other Help topics. You can always click one of these links to jump to the new topic and continue from there.

Procedural Help

There will be times when you know what you need to do in TravCom for Windows, but you won't know how to do it. For example, you may see an old accounts receivable invoice that you know you will never collect. You want to write off the invoice, but how do you do it?

There are two ways to get procedural help for problems like these. First, you can start at the TravCom Help Contents, then go to the Procedural Reference and look for a procedure that matches what you want to do. The Procedural Reference contains many of the most common tasks in TravCom, gleaned from years of data recorded by the TravCom Help Desk. The procedures are grouped according to accounting function, so this method works best if you have a good understanding of TravCom's basic accounting concepts.

Another way to get procedural help is to start at the TravCom Help Contents, then click Search. Search for keywords that are related to your task. In the example above, you might search for invoice for instance. Your search results will show all related Help topics. Double-click the one that matches what you want to do.

Context-Sensitive Functional Help

Sometimes you will be working with a TravCom function and you will have a question about it. Maybe there is a particular field you are unsure about, or you don't know how to continue posting the record you are working on.

In situations like these, just press the F1 key. When you press F1 from any of TravCom's function screens (like the Sales Posting screen), TravCom Help will start and will jump directly to the General Description of the function you are in. From the General Description you can then jump to related Functional References, Procedural References, and Articles, and get popup definitions for related terms.


Contacting TravCom
TravCom for Windows
Contacting TravCom

Using Help 	Contacting TravCom 	TravCom on the Internet

You can contact TravCom via telephone, fax, or email. Telephone and fax options are described below. Please see TravCom on the Internet for Internet-based communication options.

TravCom Standard Support

All TravCom subscribers receive TravCom Standard Support. Standard Support offers toll-free technical assistance for accounting and reporting issues within TravCom, and with certain computer issues.

If your question is an accounting or reporting issue within TravCom:

1	Have a good understanding of TravCom terms. This helps you to explain your issue to the support technician. See the Glossary of TravCom Terms to learn about terms related to your issue.
2	Check to make sure your issue is not addressed in the TravCom Reference Manual or TravCom Help file.
3	Have printouts of any reports or screens that illustrate your issue.
4	Be next to your computer, and have a fax machine available.
If your question is a computer related-issue:

1	Have a printed TravCom System Information report, including your CONFIG.SYS file and AUTOEXEC.BAT file. If you use TravCom on a network, the CONFIG.SYS and AUTOEXEC.BAT files of ALL TravCom computers (including the file server) may be required.
2	Have a printed version of any error message you may have received.
3	Be next to your computer, and have a fax machine available.
Please note that TravCom Support cannot offer specific assistance with network issues (beyond basic TravCom installation instructions for a network), nor with third party software such as word processors or spreadsheets.

TravCom Standard Support can be reached from 6:30am to 5:30pm Pacific Standard Time at the following numbers. Please be sure to listen carefully to your options when you call. Select Technical Support to get assistance, not Sales. If you leave a message on the Sales line, this will significantly delay the response to your support call.

Voice	800-TRAVCOM 800-872-8266
Fax	800-FAX-4TCS 800-329-4827
International Voice	310-284-6626
International Fax	310-553-5949


TravCom on the Internet
TravCom for Windows
TravCom on the Internet

Using Help 	Contacting TravCom 	TravCom on the Internet

TravCom Website

TravCom's World Wide Web site includes the latest updates to TravCom software and online tools to help answer TravCom-related questions. To use the TravCom website, you need to have an Internet connection and a frames-capable web browser such as Microsoft Internet Explorer or Netscape Navigator. The TravCom website is located at

http://www.travcom.com

If your Internet connection is set up on this machine, you can click the link to go directly to the website with your default web browser. Click here to learn how to set your default Internet browser .

TravCom Email

You can send email to TravCom at the following addresses. If your email client is already installed on this machine, just click the links below to create a new email message.

TravCom Sales	sales@travcom.com
TravCom Support	support@travcom.com
TravCom web-related issues	webmaster@travcom.com


How to Set Your Default Internet Browser
TravCom for Windows
How to Set Your Default Internet Browser

Using Help 	Contacting TravCom 	TravCom on the Internet

When you click on the Internet hyperlinks in this help file, the help program needs to know which Internet Web Browser you wish to use. The Help program can work with Microsoft Internet Explorer, Netscape Navigator, or NSCA Mosaic. You must have one of these Web Browsers installed on your computer, and you must have a connection to the Internet to use the hyperlinks.

To specify which browser the Help program should use, do the following.

1	Exit from TravCom Help. The default browser cannot be set while help is running.
2	Find the SETBROWS.EXE program in your TravCom directory. Normally, your TravCom directory is C:\TCSWIN. When you find the program, run it.
3	The program will ask you to locate your preferred browser. Use the Browse navigation tool to find the browser you wish to use. For example, if you installed Internet Explorer in your Program Files directory (in Windows 95), your browser would probably be in a location like C:\Program Files\Internet Explorer\iexplore.exe. Please Note: TravCom support will not be able to help you locate your browser. If you are not sure where you installed it, either consult your browser documentation or contact the technical support for your browser software.


Functional References
TravCom for Windows
Functional References

Using Help 	Contacting TravCom 	TravCom on the Internet

Functional References explain the details of the various functions and reports in TravCom. You will want to view the Functional Reference for a function or report when you are unsure what a particular field on the function or report means. Links from these topics jump to related Procedural References and Training Articles.

The Functional References are organized below in groups roughly following where the functions appear on the TravCom menus. Functions that are not accessed from the menus (some functions are accessed only from other functions) are grouped at the beginning and end of the list.

Reference: Logon Dialog

Files

Reference: Client Maintenance - General Tab

Reference: Client Maintenance - Marketing Tab

Reference: Client Maintenance - Branches Tab

Reference: Client Maintenance - In House Tab

Reference: Client Maintenance - Sales/Accounting Tab

Reference: Client Maintenance - Departments Tab

Reference: Client File Edit List

Reference: Browse Client File

Reference: Vendor Maintenance - General Tab

Reference: Vendor Maintenance - Accounting Tab

Reference: Vendor Maintenance - Reporting Tab

Reference: Vendor Maintenance - Branches Tab

Reference: Vendor File Edit List

Reference: Browse Vendor File

Reference: Chain Codes

Reference: Agent Maintenance - General Tab

Reference: Agent Maintenance - Personnel Tab

Reference: Agent Maintenance - Branches Tab

Reference: Agent File Edit List

Reference: Airline Maintenance

Reference: Airline File Edit List

Reference: General Ledger Maintenance - General Tab

Reference: General Ledger Maintenance - Current Balances Tab

Reference: General Ledger Maintenance - Previous Balances Tab

Reference: General Ledger Maintenance - Budgets Tab

Reference: General Ledger Maintenance - Posting Accounts Tab

Reference: General Ledger Maintenance - Cash Accounts Tab

Reference: General Ledger Maintenance - Financial Statements Tab

Reference: General Ledger Maintenance - Supporting Schedules Tab

Reference: General Ledger File Edit List

Reference: City Maintenance

Reference: Setup - Agency Information Tab

Reference: Setup - IATA Numbers Tab

Reference: Setup - Divisions Tab

Reference: Setup - Product Codes Tab

Reference: Setup - Currencies Tab

Reference: Setup - Miscellaneous Tab

Reference: Setup - System Customization Tab

Reference: Setup - Passwords Tab

Reference: Setup - Exception Codes Tab

Reference: Setup - Printers/Forms Tab

Reference: Setup - Miscellaneous Tables Tab

Reference: Setup - VAT Tab

Reference: Invoice Query: Query Screen

Reference: Invoice Query: A/R Invoice Screen

Reference: Invoice Query: A/P Invoice Screen

Reference: Sales Query: Query Screen

Reference: Sales Query: Invoice General Screen

Reference: Sales Query: Invoice Accounting Screen

Reference: Sales Query: Invoice Commission Screen

Reference: Sales Query: Invoice Reporting Screen

Reference: Sales Query: Invoice Itinerary Screen

Reference: Cash Receipts Query

Reference: Cash Disbursements Query

Posting

Accounts Receivable

Reference: Sales Posting: Header Information

Reference: Sales Posting: Fares/Taxes

Reference: Sales Posting: Forms of Payment

Reference: Sales Posting: Commissions

Reference: Sales Posting: Agents and Outside Sales Agents

Reference: Sales Posting: Vendors

Reference: Sales Posting: Sales Reporting Fields

Reference: Sales Posting: Itinerary

Reference: Sales Posting: General Ledger

Reference: Accounts Receivable Invoice Posting

Reference: Cash Receipts Posting

Reference: Commission Receipts Posting

Reference: Late Fee Posting

Reference: Voucher Posting

Reference: Voucher Posting: General Information

Reference: Voucher Posting: Voucher Information

Reference: Voucher Posting: Amounts/Status

Accounts Payable

Reference: Accounts Payable Invoice Posting

Reference: Check Posting

Reference: Recurrent Payments - Payment Info Tab

Reference: Recurrent Payments - Payment Schedule Tab

Reference: Recurrent Payments - Expenses Tab

Reference: Recurrent Payments - Post Dialog Box

Reference: Debit/Credit Memo Posting

General Ledger

Reference: Adjust Journal Entries

Reference: Recurrent Journals

Other

Reference: Bank Reconciliation

Reference: Bank Reconciliation Complete

Reference: Credit Card Reconciliation

Reference: A.R.C. Reconciliation

Reports

Sales

Reference: Missing Ticket Scan

Reference: Sequential Ticket List

Reference: A.R.C./Periodic Sales Report

Reference: Agent Productivity Report

Reference: Airline Volume Report

Reference: Client Sales Activity Report

Reference: Best Client Sales Report

Reference: Internal Sales Analysis Report

Reference: City Pairs Analysis Report

Reference: Corporate Sales Analysis Report

Reference: Corporate Travel Analysis Report

Reference: Corporate Travel Destinations Report

Reference: Hotel/Car Rental Usage Report

Reference: Client Name Report

Reference: Client Mailing Labels/Rolodex Cards

Reference: Inactive Client Report

Accounts Receivable

Reference: Aged Schedule of Accounts Receivable

Reference: Cash Receipts Report

Reference: Client Statements

Reference: Priority Collections Report

Reference: Dunning Letters

Reference: Client Accounting Activity Report

Reference: Client Ledger Cards

Reference: Client Credit Report

Reference: A/R Open Invoice Report

Reference: Missing Invoice Scan

Reference: Sequential Invoice List

Reference: Hotel/Car Rental Voucher Report

Reference: Commission Follow-up Letters

Accounts Payable

Reference: Aged Schedule of Accounts Payable

Reference: Cash Disbursements Report

Reference: Check Number Register

Reference: Cash Requirements Report

Reference: Vendor Usage Report

Reference: A/P Invoice Tracking Report

Reference: Agent Commission Statements

Reference: Vendor Name Report

Reference: Vendor Mailing Labels/Rolodex Cards

General Ledger

Reference: Trial Balance Report

Reference: Transaction Report

Reference: Posting Detail Report

Reference: Financial Statement

Reference: Balance Sheet

Reference: Chart of Accounts

Agency Status

Reference: Daily Agency Status Report

Reference: Weekly Agency Status Report

Reference: Month to Date Totals Report

Interface

Reference: Receive Interface Data

Reference: Process Interface Data

Reference: Print Edit List

Reference: Edit Data

Reference: Verify Data

Reference: Post Data

Reference: Apollo Formats

Reference: Amadeus Formats

Reference: WORLDSPAN Formats

Reference: SABRE Formats

Reference: Install Interface

Periodic

Reference: Print Journals

Reference: Close Current Month

Reference: Close Fiscal Year

Utilities

Reference: Calendar/Bulletin Board

Reference: Calculator

Reference: Export Data

Reference: Backup/Restore Data

Reference: Log on/off

Reference: Database Maintenance

Reference: Register Program

Multi-Branch Functions (multi-branch systems only)

Reference: Change Branch

Reference: Add Branch

Reference: Delete Branch

Reference: Branch Setup

In-Context Functions

Reference: Drop Deposit

Reference: Print Setup

Reference: Select Branches

Reference: New Invoice

Reference: Print Invoice

Reference: Print Checks

Reference: Void Checks

Reference: Automatic Check Writing

Reference: Reverse Cash Receipt

Reference: Edit Free Fields

Reference: Credit Password

Reference: Printer Forms - Invoices

Reference: Printer Forms - Checks

Reference: Printer Forms - Statements

Reference: Printer Forms - Vouchers

Reference: Printer Forms - Receipts

Reference: Printer Forms - Reports/Letters


Reference: Logon Dialog
TravCom for Windows
Reference: Logon Dialog

Using Help 	Contacting TravCom 	TravCom on the Internet

Fields on the Logon Dialog box:

Branch	If your version of TravCom supports multi-branch capability and you have created multiple branches, you may enter a branch number to log on to. When you first install TravCom, or if you have single-branch software, only one branch will be pre-built and this field will not be displayed.
Logon	The number or code of the person logging on to TravCom for Windows, as built in the Agent File. When you first install TravCom there is a pre-built agent record, called the House Account, for you to use to log on until you can establish your own Agent File records. Enter your agent number or code, or 0 or HA for the House Account, or select from the drop down list.
Password	The password assigned to the person logging on, as built in the Agent File. TravCom for Windows will verify the combination of Logon and Password against the records in the Agent File. You can also enter the Master password at this time, which will override the regular password assigned to the person shown in the Logon field. The Master password gives the user access to all functions and reports within TravCom for Windows. When you first install TravCom, enter the Master password, MASTER, so that you can access and customize TravCom. WARNING: It is strongly recommended that you change the Master Password immediately. The Master password can be used by anyone signing into TravCom, Click here for more help on changing the Master password.
Buttons on the Logon Dialog box:

OK	Click on this button to accept the entry in the Branch, Logon and Password fields. This button is the default selection; if you press e TravCom for Windows will automatically select this option.
Quit	Click on this button if you do not want to load TravCom for Windows.


Reference: Client Maintenance - General Tab
TravCom for Windows
Reference: Client Maintenance - General Tab

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The General tab is used to enter information about your clients' names, addresses and telephone numbers. The Client Number field is mandatory; although all other fields are optional it is strongly recommended that you enter a minimum of a Name and Sort Key for each account you create.

Fields on the Client Maintenance General tab:

Number	The number assigned to the client you are adding, displaying, or changing. This is a unique 8-digit number (TravCom will add leading zeroes).
Name	The client or company name for invoicing and for mailing statements. Enter the name as you want it to print, for example MR.JOHN SMITH or DR. and MRS. DONALD DOE.
Sort Key	The first 10 characters of the Name field appear automatically in this field, and can be overwritten. Enter the characters that you want TravCom to use when sorting clients alphabetically. The sort key is used as a shortcut for retrieving the client file in posting functions. For example, for Ace Corporation you might want a sort key of ACE or ACE CORP; for John Smith you might want SMITH.
Contact	Name of contact person if appropriate.
Address	The street address for invoicing and for mailing labels and statements (up to 2 lines).
City	The client's city name.
State/Prov.	The 2-letter code for the client's state or province.
Postal Code	The client's zip code. If you enter a zip code which is found in the Postal Codes table, the following occurs: TravCom automatically fills in the city, state/province, and country which corresponds to that zip code in the Postal Codes table.  The cursor goes to the city field so that you can change the city, state/province, and country if the displayed entries are not correct. If the zip code you enter is not in the table, you must enter the other address fields manually.
Country	The country for the client's address.
Include Country...	Check box to indicate whether or not you want to include the country name with the mailing address on statements, reports, mailing lists, etc.
Phone Numbers	Up to 3 telephone numbers for the client. For each number you can specify a description (such as home, business, car, etc.), a telephone number (in any format), and an extension number.
Fax No.	The client's fax number, if applicable.
E-Mail	The client's E-mail address, if applicable.
Buttons on the Client Maintenance General tab:

Edit List	Allows you to print a list or all or selected records, including all data fields for each record. This button is only available when you do not have a specific client displayed.
Browse	Allows you to print to screen a list of all or selected records, including all data fields for each record. The Browse option allows you to make changes, including deleting, to multiple clients at a time. This button is only available when you do not have a specific client displayed.
Import	Allows you to import a new client's name, address and telephone number from an interfaced PNR into the client file. This button is only available when you do not have a specific client displayed. Click here for more information on importing new clients from interfaced records.
Quit	Exits the Client File and returns you to the main menu. This button is only available when you do not have a specific client displayed.
Next Open	Instructs TravCom to assign the next open client account number. This button may be used in two ways: Click on the Next Open button without entering a number to instruct TravCom to assign the first number not already in use, or… Type a number in the Client Number field, then click on Next Open to instruct TravCom to assign the first number not already in use that is equal to or greater than the number you have entered.
Update	Saves the information you have entered to this client record. This button is only available when you have a specific client displayed.
Delete	Deletes the displayed client record. This button is only available when you have a specific client displayed.
Cancel	Exits from the current client record without saving any changes you have made. This button is only available when you have a specific client displayed.
Notes	Displays a screen for free flow typing to the client account. Use the Notes screen to keep any additional information on the client account that you want for reference or for custom reports. This button is only available when you have a specific client displayed.


Reference: Client Maintenance - Marketing Tab
TravCom for Windows
Reference: Client Maintenance - Marketing Tab

Using Help 	Contacting TravCom 	TravCom on the Internet

The Marketing tab is used to enter information you wish to use in marketing to your clients. This is particularly helpful if you want to produce reports or mailings for specific groups of clients, or if you want to print corporate reports for the client. The only mandatory field on this tab is the Account Type, which defaults to Leisure.

Fields on the Client File Marketing tab are:

Business Type	The type of business this client represents (can be used for marketing or demographic purposes).  If you enter a new business type (up to 25 characters), TravCom allows you to automatically add it to the master table. The master table of business types is maintained in Files - Setup - Misc. Tables.
Travel Type	The type of travel this client books. You can create your own table of travel types for marketing purposes. For example, you could use this for destinations or types of travel (Skiing, Touring, Sun, Vegas, etc.)  If you enter a new travel type (up to 25 characters), TravCom allows you to automatically add it to the master table. This table is maintained in Files - Setup - Misc. Tables.
Referred by	The person who referred this client to your agency.
Account Type	Type of client: Leisure, Corporate or Government.  If you select Corporate or Government, a Departments tab window becomes available for this client. Departments are not available for Leisure clients. TravCom will automatically include any Corporate or Government types in the pre-built corporate reports. Additionally, Government types will have a GSA field available for the appropriate contract number.
Key Words	These can be used to select clients for reports, edit lists, mailing lists, etc. For example, you could indicate a client's interests or destinations (Golf, Las Vegas, etc.). The master table is maintained in Files - Setup - Misc. Tables. You can select existing key words, or you can add new ones to your master table by entering them here.

Buttons on the Client Maintenance Marketing tab are:

Update	Saves the information you have entered to this client record.
Delete	Deletes the displayed client record.
Cancel	Exits from the current client record without saving any changes you have made.
Notes	Displays a screen for free flow typing to the client account. Use the Notes screen to keep any additional information on the client account that you want for reference or for custom reports.


Reference: Client Maintenance - Branches Tab
TravCom for Windows
Reference: Client Maintenance - Branches Tab

Using Help 	Contacting TravCom 	TravCom on the Internet

If your version of TravCom supports multi-branching capability this tab allows you to select the branches with which this client is associated. Each branch is automatically listed on the tab; an X to the left of the branch indicates the client account can be used in that branch, and no X to the left of the branch indicates the client account cannot be used in that branch. Click on any branch to toggle the selection on or off.

Buttons on the Client Maintenance Branches tab are:

All	Select all branches for this client. Xes will be placed next to all branches shown.
None	de-select all branches for this client. All Xes will be removed.
Update	Saves the information you have entered to this client record.
Delete	Deletes the displayed client record.
Cancel	Exits from the current client record without saving any changes you have made.
Notes	Displays a screen for free flow typing to the client account. Use the Notes screen to keep any additional information on the client account that you want for reference or for custom reports.


Reference: Client Maintenance - In House Tab
TravCom for Windows
Reference: Client Maintenance - In House Tab

Using Help 	Contacting TravCom 	TravCom on the Internet

The In House tab is used to define the agent who usually deals with this client account and any outside sales agent(s) who should be given commission and productivity credit for sales to this client account. If the account is a Corporate or Government account you can also define an Exception Code Group here.

Fields on the Client Maintenance In House tab are:

Agent No.	The agent that usually handles this client's business.
Outside Agent	If this client's transactions are to be credited to an Outside Sales Agent for commission payments, enter the Outside Agent's vendor number or select from the drop down list. You can enter two O/S agents to any client account.
O/S Comm. %	Enter the commission percentage the Outside Sales Agent receives for this client, if different from the percentage entered in the O/S agent's vendor record.  Enter the commission as a percentage of agency commission, not as a percentage of the sale. (For example, Agent 50 receives 50% of the agency commission). This field will override the default percentage in the O/S agent's vendor record.
Exception Code Group	The Exception Code Group for the client. This is the group of codes which can be used to define (usually for corporate or government) why the low fare was not taken on a sale. Different groups of codes can be defined in Setup. For example, Group A might be exception codes used for most corporate accounts, and Group B might be for the exclusive use of one corporate account.
Buttons on the Client Maintenance In House tab are:

Update	Saves the information you have entered to this client record.
Delete	Deletes the displayed client record.
Cancel	Exits from the current client record without saving any changes you have made.
Notes	Displays a screen for free flow typing to the client account. Use the Notes screen to keep any additional information on the client account that you want for reference or for custom reports.


Reference: Client Maintenance - Sales/Accounting Tab
TravCom for Windows
Reference: Client Maintenance - Sales/Accounting Tab

Using Help 	Contacting TravCom 	TravCom on the Internet

The Sales/Accounting tab is used to define payment and credit information for this client.

Fields on the Client Maintenance Sales/Accounting tab are:

Open Balance	The current balance for this client (display only).
Service Charges	A check box to define whether or not you want to place service charges on the account for unpaid balances. This is for future use only. Currently, it has no effect on accounting, but you might want to use the information when creating custom reports.
Allow Credit	Define whether or not credit is extended to this client. If checked, the client is allowed a credit up to but not exceeding the amount entered in the next field (Credit Limit). If not checked, the client is not allowed any credit. Clients with no credit, or who exceed the limit defined in the Credit Limit field, will generate a credit warning on the Interface Verify List, and will require a Credit Password in TravCom's Sales Posting function.
Credit Limit	If you selected Allow Credit, enter the dollar amount of the client's credit limit.  You can only enter an amount if Allow Credit is selected. If Allow Credit is selected, but the Credit Limit field is zero, then TravCom allows unlimited credit to this customer. Clients who exceed the limit defined in this field will generate a credit warning in the Interface, and will require a Credit Password in TravCom's Sales Posting function.
Credit No.	The client's primary credit card number, if applicable.  This number is validated by TravCom. If you enter an invalid number, a warning message appears. Click on OK to acknowledge the warning. You can then change the credit card number, or continue.
Expiration	Optionally enter the expiration date for the client's primary credit card, in numeric format MMYY or MM/YY (for example, 0499 or 04/99).
First/Last Activity Dates	The file creation date is the first activity date. The last date is automatically updated each time you post activity to this account number, but can be overwritten.
Last Statement Date	The date of the last statement printed for this client.
Statement Group	Define the frequency for running statements for this client. Example, M for Monthly. You can create a new frequency code or select an existing one from the drop-down list.
Buttons on the Client Maintenance Sales/Accounting tab are:

Update	Saves the information you have entered to this client record.
Delete	Deletes the displayed client record.
Cancel	Exits from the current client record without saving any changes you have made.
Notes	Displays a screen for free flow typing to the client account. Use the Notes screen to keep any additional information on the client account that you want for reference or for custom reports.


Reference: Client Maintenance - Departments Tab
TravCom for Windows
Reference: Client Maintenance - Departments Tab

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The Departments tab is only available if you have selected Corporate or Government as the client Account Type on the Marketing tab. This tab allows you to build the departments that will be used by this client account.

Fields on the Client Maintenance Departments tab are:

Department	The number assigned to the department you are adding, displaying, or changing. This is a unique 10-character alpha-numeric code.
Department Name	The department name for reporting purposed. This may be up to 30 characters.
Budget	The department budget, if the corporate account requires you to provide budgetary information on their reports.
Buttons on the Client Maintenance Departments tab are:

Add	Allows you to enter a new department code and description for this client.
Edit	Allows you to modify the highlighted department.
Delete	Removes the highlighted department from this client's account.
Update	Saves the information you have entered to this client record.
Delete	Deletes the displayed client record.
Cancel	Exits from the current client record without saving any changes you have made.
Notes	Displays a screen for free flow typing to the client account. Use the Notes screen to keep any additional information on the client account that you want for reference or for custom reports.


Reference: Client File Edit List
TravCom for Windows
Reference: Client File Edit List

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The Edit List prints a list of all or selected records, including all data fields for each record.

Fields on the Client Edit List dialog box are:

From/To Client Number	Allows you to enter a range of client account numbers to print on your list. For example, from account 5000 to 9000. The default setting is blank to include all client accounts.
Include Key Words	Allows you to print or suppress client KeyWords on the Edit List. The default setting is to exclude KeyWords from the report.
Include Departments	Allows you to print or suppress Department names and numbers for Corporate and Government clients, as relevant.
Report Sort Order	Radio buttons that allow you to print the report in numerical order by client account number or alphabetical order by Sort Key.
Buttons on the Client Edit List dialog box are:

Tag Options	Allows you to select individual clients to appear on the Edit List. You can tag clients by Number, Name, Account Type, Business Type, Travel Type or KeyWords.
Print	Prints the Edit List using the selections you have made.
Cancel	Cancels the Edit List and returns you to Client File Maintenance.


Reference: Browse Client File
TravCom for Windows
Reference: Browse Client File

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Browse allows you to view a list of all or selected client records. Most fields in the client record are displayed (except KeyWords and Corporate/Government Departments).

Fields on the Browse Client File screen are:

From/To Client	Allows you to enter a range of clients to be displayed. This field allows a range of numbers only; you cannot enter Sort Keys as a range. For example, you can browse from client 1 to client 1000, but you cannot browse from JONES to SMITH.  The default setting is blank to include all accounts.
Numerical/ Alphabetical Order	Radio buttons that allow you to print the report in numerical order by client account number or alphabetical order by Sort Key. You can choose to display records alphabetically regardless of whether or not you have entered a numerical range in the From/To Client fields.
Buttons on the Browse Client File screen are:

Search	If you have entered criteria in the From/To field or changed the sort between numerical and alphabetical this instructs TravCom to re-display records according to the new criteria.
OK	Accepts the changes you have made to the client records and exits back to the Client File Maintenance screen.
Tag All	Tags all displayed records. A tagged record will display an X to the left of the client account number. You can also tag or untag  records individually by clicking on the box to the left of the client number.  Records are normally tagged when you are going to make changes to multiple records at once.
Untag All	Removes all tags from the displayed records. The X to the left of the client account numbers will be removed from all records. You can also tag or untag records individually by clicking on the box to the left of the client number. Records are normally untagged when you want to make new selections for additional group edits. It is not necessary to untag all records when you are finished browsing and modifying, and are ready to quit the Browse function.
Delete Tagged Records	Deletes all tagged records from the client database. TravCom will only delete clients who have a zero (0.00) balance on their account and no open invoices. WARNING: Always use caution when deleting clients! Once deleted from the database, the record cannot be recovered except by restoring a backup.
Replace Tagged Records	Replaces the current field in all tagged records with a new value which you will specify. This allows you to enter a value once and have TravCom copy it to all of the selected client account records.


Reference: Vendor Maintenance - General Tab
TravCom for Windows
Reference: Vendor Maintenance - General Tab

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The General tab is used to enter information about your vendors' names, addresses and telephone numbers. The Vendor Number field is mandatory; although all other fields are optional it is strongly recommended that you enter a minimum of a Name and Sort Key for each account you create.

Fields on the Vendor Maintenance General tab are:

Number	The number of the vendor you want to add, display or change. This is a unique 6-digit number (TravCom will add leading zeroes). Remember to keep numbers within the established ranges for your agency.
Name	The vendor or company name (up to 30 characters).
Sort Key	The first 10 characters of the Name field appear automatically in this field, and can be overwritten. Enter the characters that you want TravCom to use when sorting vendors alphabetically (such as vendor name). The sort key is also used as a shortcut for retrieving the vendor file in posting functions. If this is a hotel or car rental vendor, it is not necessary to use the chain code as a sort key, as TravCom has a separate table to identify hotel and car chains for vouchers received through the Interface. See Defining Vendor Chain Codes for more details.
Contact	Name of contact person if appropriate.
City	The vendor's city name.
State/Prov.	The 2-letter code for the vendor's state or province. If you enter a code that TravCom doesn't recognize you will be asked if you want to add it to the master table.
Postal Code	The vendor's zip code.  If you enter a zip code which is found in the Postal Codes table… • TravCom automatically fills in the city, state/province, and country which corresponds to that zip code in the Postal Codes table and… • the cursor moves to the city field so that you can change the city, state/province, and country if the displayed entries are not correct. If the zip code you enter is not in the table you must enter the remaining address fields manually.
Country	The country for the vendor's address.
Include Country...	Check box to indicate whether or not you want to include the country name with the mailing address on statements, reports, mailing lists, etc….
Phone Numbers	Up to 3 telephone numbers for the vendor. For each number you can specify a description (such as main, accounting, etc.), a telephone number (in any format), and an extension number.
Fax No.	The vendor's fax number.
E-Mail	The vendor's E-mail address, if applicable.
Commission Follow-up Letters Address	Define the address for sending Car and Hotel commission follow-up letters to these vendors. The three options let you:  - send letters to this vendor address  - send letters to an address defined on the voucher (normally the property address) - inhibit commission follow-up letters for this vendor
Buttons on the Vendor Maintenance General tab are:

Edit List	Allows you to print a list or all or selected records, including all data fields for each record. This button is only available when you do not have a specific vendor displayed.
Browse	Allows you to print to screen a list of all or selected records, including all data fields for each record. The Browse option allows you to make changes, including deleting, to multiple vendors at a time. This button is only available when you do not have a specific vendor displayed.
Quit	Exits the Vendor File and returns you to the main menu. This button is only available when you do not have a specific vendor displayed.
Next Open	Instructs TravCom to assign the next open vendor account number. This button may be used in two ways: Click on the Next Open button without entering a number to instruct TravCom to assign the first number not already in use, or… Type a number in the Vendor Number field, then click on Next Open to instruct TravCom to assign the first number not already in use that is equal to or greater than the number you have entered.
Update	Saves the information you have entered to this vendor record. This button is only available when you have a specific vendor displayed.
Delete	Deletes the displayed vendor record. This button is only available when you have a specific vendor displayed.
Cancel	Exits from the current vendor record without saving any changes you have made. This button is only available when you have a specific vendor displayed.
Notes	Displays a screen for free flow typing to the vendor account. Use the Notes screen to keep any additional information on the vendor account that you want for reference or for custom reports. This button is only available when you have a specific vendor displayed.
Chain Codes	Allows you to identify a vendor as a hotel or car rental chain and define the chain code(s) that belong to this vendor account. See Reference: Chain Codes for more information on these fields.


Reference: Vendor Maintenance - Accounting Tab
TravCom for Windows
Reference: Vendor Maintenance - Accounting Tab

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The Accounting tab is used to enter defaults and parameters for how accounting will be handled for this vendor.

Fields on the Vendor Maintenance Accounting tab are:

Outside Sales Agent	If this vendor record is for an Outside Sales Agent select this check box.  This is used in the preparation of Agent Commission Statements and for setting up vendor Accounts Payable.
Comm. %	Default commission percentage for outside sales agents, car vendors and hotel vendors.  • If this is an outside sales agent enter their default commission percentage. Remember, however, that if a different percentage is defined in the Client File, that percentage will override this one. In addition, this percentage can be overridden on any sale at the time of Sales posting in TravCom. • If this is a car or hotel vendor, enter commission percentage. When a car or hotel booking is received via the Interface, TravCom uses this field to calculate expected commission on a reservation voucher.
Commission Client	If this vendor has a corresponding client record for A/R credit card commission posting, enter the client number here. Otherwise leave this field blank. This is only used to transfer credit card commission from the vendor file to the A/R client file. For non-A.R.C. credit card transactions, the commission owed to you may be put to the accounts receivable under this client number. The commission stays in the client file until the vendor pays you. If this field is left blank, all commissions owed will be posted as negative payables. This entry can be overridden on any sale at the time of Sales Posting in TravCom.
Default Product Code	Enter the product code usually associated with this vendor. You can type the product code number, or you can choose from a drop-down list.
Default Expense Account	Enter the associated general ledger expense account. You can type the G/L account number or sort key, or you can choose from a drop-down list. For vendors such as Tour and Cruise companies, this will be the Cost of Sales account associated with the product you usually buy from this vendor (the Income account if you use Direct Income Accounting). For example, for a tour company enter the Tour Cost of Sales (or Tour Income) account number, and for your landlord enter the Rent Expense account number. This will be used as the default expense account for postings involving this vendor. However, the account can be overridden in the TravCom posting functions.
Open Balance	This field displays the current balance for this vendor for all branches and cannot be changed from this screen.
Mark Payables....	This information is used by the Automatic Check Writing function in TravCom, and is not applicable for checks posted through Check Posting. The automatic check writing facility will automatically queue checks to be printed when the selected requirements are met. Select one of the four options shown, to indicate when to mark payables for this vendor (for example, when the receivables are fully paid, partially paid, always, or never). The default is to mark payables when receivables are fully paid.
Commission Exemptions	For countries with VAT an exemption box appears for each tax set up in your agency's VAT Setup table. If this vendor's transactions are tax exempt, select the exemption check box(es).
Buttons on the Vendor Maintenance Accounting tab are:

Update	Saves the information you have entered to this vendor record.
Delete	Deletes the displayed vendor record.
Cancel	Exits from the current vendor record without saving any changes you have made.
Notes	Displays a screen for free flow typing to the vendor account. Use the Notes screen to keep any additional information on the vendor account that you want for reference or for custom reports.
Chain Codes	Allows you to identify a vendor as a hotel or car rental chain and define the chain code(s) that belong to this vendor account. See Reference: Chain Codes for more information on these fields.


Reference: Vendor Maintenance - Reporting Tab
TravCom for Windows
Reference: Vendor Maintenance - Reporting Tab

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The Reporting tab is used to enter defaults and parameters for reporting options for this vendor.

Fields on the Vendor Maintenance Reporting tab are:

Vendor Type	The type of vendor as defined by your agency. This is used for reporting and edit list purposes, and allowing you to categorize vendor types any way your agency wants. For example, you might set up vendor types such as TOUR, CRUISE, O/S SALES AGT, INSUR, etc. Each type can be up to 30 characters long. You can select an existing type from the drop down list box or enter a new vendor type to be added to the master table (maintained in Setup - Misc. Tables).
Tax ID 1 / 2	Used for applicable registration numbers for tax purposes. For O/S agents and employees this can be their social security number. Tax ID 1 triggers a 1099 for this vendor. Tax ID 2 is for reference and custom reports only.
First/Last Activity Dates	First and last day your agency did business with the vendor. The Last field is automatically updated each time you post a transaction with this vendor but can be overwritten.
Preferred Vendor	Check this box if this is a preferred vendor. You can then base reports on this setting for only your preferred vendors.
Buttons on the Vendor Maintenance Accounting tab are:

Update	Saves the information you have entered to this vendor record.
Delete	Deletes the displayed vendor record.
Cancel	Exits from the current vendor record without saving any changes you have made.
Notes	Displays a screen for free flow typing to the vendor account. Use the Notes screen to keep any additional information on the vendor account that you want for reference or for custom reports.
Chain Codes	Allows you to identify a vendor as a hotel or car rental chain and define the chain code(s) that belong to this vendor account. See Reference: Chain Codes for more information on these fields.


Reference: Vendor Maintenance - Branches Tab
TravCom for Windows
Reference: Vendor Maintenance - Branches Tab

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If your version of TravCom supports multi-branching capability this tab allows you to select the branches with which this vendor is associated. Each branch is automatically listed on the tab; an X to the left of the branch indicates the vendor account can be used in that branch, and no X to the left of the branch indicates the vendor account cannot be used in that branch. Click on any branch to toggle the selection on or off.

Buttons on the Vendor Maintenance Branches tab are:

Update	Saves the information you have entered to this vendor record.
Delete	Deletes the displayed vendor record.
Cancel	Exits from the current vendor record without saving any changes you have made.
Notes	Displays a screen for free flow typing to the vendor account. Use the Notes screen to keep any additional information on the vendor account that you want for reference or for custom reports.
Chain Codes	Allows you to identify a vendor as a hotel or car rental chain and define the chain code(s) that belong to this vendor account. See Reference: Chain Codes for more information on these fields.


Reference: Vendor File Edit List
TravCom for Windows
Reference: Vendor File Edit List

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The Edit List prints a list of all or selected records, including all data fields for each record.

Fields on the Vendor Edit List dialog box are:

From/To Vendor Number	Allows you to enter a range of vendor account numbers to print on your list. For example, from account 100 to 900. The default setting is blank to include all vendor accounts.
Include Vendors	Allows you to print or suppress vendors that do not have the Outside Sales Agent check box marked in their vendor record. Clear this option if you want to print an Edit List of your Outside Sales Agents only. The default setting is checked to include all vendors.
Include Outside Sales Agents	Allows you to print or suppress vendors that have the Outside Sales Agent check box marked in their vendor record. Clear this option if you want to print an Edit List of all of you suppliers without including the outside sales agents. The default setting is checked to include all outside sales agents.
Report Sort Order	Radio buttons that allow you to print the report in numerical order by vendor account number or alphabetical order by Sort Key.
Buttons on the Vendor Maintenance Edit List dialog box are:

Tag Options	Allows you to select individual vendors to appear on the Edit List. You can tag vendors by Number, Name, or Vendor Type.
Print	Prints the Edit List using the selections you have made.
Cancel	Cancels the Edit List and returns you to Vendor File Maintenance.


Reference: Browse Vendor File
TravCom for Windows
Reference: Browse Vendor File

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Browse allows you to view a list of all or selected vendor records. All fields in the vendor record are displayed.

Fields on the Browse Vendor File screen are:

From/To Vendor	Allows you to enter a range of vendors to be displayed. This field allows a range of numbers only; you cannot enter Sort Keys as a range. For example, you can browse from vendor 100 to vendor 1000, but you cannot browse from GOGO to TRAFALGAR.  The default setting is blank to include all accounts.
Numerical/ Alphabetical Order	Radio buttons that allow you to print the report in numerical order by vendor account number or alphabetical order by Sort Key. You can choose to display records alphabetically regardless of whether or not you have entered a numerical range in the From/To Vendor fields.
Buttons on the Browse Vendor File screen are:

Search	If you have entered criteria in the From/To field or changed the sort between numerical and alphabetical this instructs TravCom to re-display records according to the new criteria.
OK	Accepts the changes you have made to the vendor records and exits back to the Vendor File Maintenance screen.
Tag All	Tags all displayed records. A tagged record will display an X to the left of the vendor account number. You can also tag or untag  records individually by clicking on the box to the left of the vendor number.  Records are normally tagged when you are going to make changes to multiple records at once.
Untag All	Removes all tags from the displayed records. The X to the left of the vendor account numbers will be removed from all records. You can also tag or untag records individually by clicking on the box to the left of the vendor number. Records are normally untagged when you want to make new selections for additional group edits. It is not necessary to untag all records when you are finished browsing and modifying, and are ready to quit the Browse function.
Delete Tagged Records	Deletes all tagged records from the vendor database. TravCom will only delete vendors who have a zero (0.00) balance on their account and no open invoices. WARNING: Always use caution when deleting vendors! Once deleted from the database, the record cannot be recovered except by restoring a backup.
Replace Tagged Records	Replaces the current field in all tagged records with a new value which you will specify. This allows you to enter a value once and have TravCom copy it to all of the selected vendor account records.


Reference: Chain Codes
TravCom for Windows
Reference: Chain Codes

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The Chain Codes dialog box is used only for hotel and car rental vendors. This function is used to translate the 2-letter hotel/car chain codes from your CRS into TravCom hotel/car vendors.

When vouchers are sent to TravCom via the Interface, TravCom associates the vouchers with the vendor using that chain code.

Fields on the Chain Codes dialog box are:

Chain Codes	Two-character code for hotel and car chains. For each hotel or car rental vendor, enter the chain codes that should be considered part of this vendor account. For example, enter HH in the Hilton Hotels vendor, HI in the Holiday Inns vendor, and ZE in the Hertz vendor. You must set up default hotel and car vendors - one for Miscellaneous Hotels and one for Miscellaneous Cars. For each of these vendors assign the chain code ZZ. If a record is received via interface which includes a chain code that has not been set up in TravCom, then the record will go to the corresponding Miscellaneous vendor account and will use the commission percent defined in that account.
Vendor Type	Identifies whether this vendor is a hotel or car rental vendor.


Reference: Agent Maintenance - General Tab
TravCom for Windows
Reference: Agent Maintenance - General Tab

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The General tab is used to enter information about your agents' names, addresses and telephone numbers. All TravCom users should also have a record in the Agent File.

Fields on the Agent Maintenance General tab are:

Number	A unique 3-digit number for identification. TravCom puts in the leading zeros. (The agent number must be numeric.)
Code	A unique 2-character alphabetic code for identification. (The agent code must start with an alpha character.) It is necessary that you use the agent's reservation system sign-on code in either the Number or Code field. The CRS sign-on is automatically picked up and stored in each PNR. This ensures that the correct agent gets credit for the sale.
Name	The agent's name.
Address	The agent's street address (up to 2 lines, free format).
City	The agent's city name.
State/Prov	2-letter state or province code. If you enter a code that TravCom doesn't recognize you will be asked if you want to add it to the master table.
Postal Code	The zip code.  If you enter a zip code which is found in the Postal Codes table, the following occurs: • TravCom automatically fills in the city, state/province and country which correspond to that zip code in the Postal Codes table.  • The cursor goes to the city field, so that you can change the city, state/province, and country if the displayed values are not correct. If the zip code you enter is not in the table, you must enter the other address fields manually.
Country	The country for the agent's address.
Include Country...	Check box to indicate whether or not you want to include the country name with the mailing address.
Phone Numbers	Up to 3 telephone numbers for the agent. For each number you can specify a description, a telephone number (in any format), and an extension number.
Fax No.	The agent's fax number, if applicable.
E-Mail	The agent's E-mail address, if applicable.
Buttons on the Agent Maintenance General tab are:

Edit List	Allows you to print a list or all or selected records, including all data fields for each record. This button is only available when you do not have a specific agent displayed.
Quit	Exits the Agent File and returns you to the main menu. This button is only available when you do not have a specific agent displayed.
Next Open	Instructs TravCom to assign the next open agent account number. This button may be used in two ways: Click on the Next Open button without entering a number to instruct TravCom to assign the first number not already in use, or… Type a number in the Agent Number field, then click on Next Open to instruct TravCom to assign the first number not already in use that is equal to or greater than the number you have entered.
Update	Saves the information you have entered to this agent record. This button is only available when you have a specific agent displayed.
Delete	Deletes the displayed agent record. This button is only available when you have a specific agent displayed.
Cancel	Exits from the current agent record without saving any changes you have made. This button is only available when you have a specific agent displayed.
Notes	Displays a screen for free flow typing to the agent account. Use the Notes screen to keep any additional information on the agent account that you want for reference or for custom reports. This button is only available when you have a specific agent displayed.


Reference: Agent Maintenance - Personnel Tab
TravCom for Windows
Reference: Agent Maintenance - Personnel Tab

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The Personnel tab is only available when your are logged on to TravCom with the Master password. It is used to keep employment and bonus information on the agent, and to store their password and password level.

Hire Date	The date the agent started working at your agency.
Term. Date	The date on which the agent ceased working at your agency.
Tax ID	The agent's Social Security Number.
Incentive Start	The dollar amount of commission that the agent must earn for the agency within a specific period, (which could be a month, a quarter, or any date range), before the incentive becomes active. Incentive commission is calculated on commission earned in excess of this amount. The incentive is calculated and displayed on the Agent Commission Statement. However, TravCom does not automatically create a payable. If you use this type of incentive program you will need to create a payable for the incentive amount using the A/P Invoice posting function.
Incentive %	The percentage of your agency's commission which the agent receives as an incentive For example, assume that the Incentive percentage is 5%, and the Incentive Start amount is $5,000.00. During the period, which could be a month, a quarter, or any date range, the agent produces commissions totaling $7,000.00. The Agent Commission Statement will show the incentive as 5% of $2,000 (which is $100). These three figures will appear on this statement. If the Incentive % is used without an Incentive Start TravCom will calculate the incentive on each sale individually. If no Incentive % is entered in an agent's file, an Agent Commission Statement will not be generated at all.
Password	The agent's TravCom Logon password (up to 6 characters).
Password Level	The password security level for this agent (1 through 6).  Password levels define what the agent can and cannot do in TravCom. They are defined in Files - Setup - Passwords See Setup - Passwords . The Master Password, which can be used by any agent who knows it, overrides this password and allows the user full access to all functions in TravCom.
Buttons on the Agent Personnel tab are:

Update	Saves the information you have entered to this agent record.
Delete	Deletes the displayed agent record.
Cancel	Exits from the current agent record without saving any changes you have made.
Notes	Displays a screen for free flow typing to the agent account. Use the Notes screen to keep any additional information on the agent account that you want for reference or for custom reports.


Reference: Agent Maintenance - Branches Tab
TravCom for Windows
Reference: Agent Maintenance - Branches Tab

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If your version of TravCom supports multi-branching capability this tab allows you to select the branches with which this agent is associated. Each branch is automatically listed on the tab; an X to the left of the branch indicates the agent can be used in that branch, and no X to the left of the branch indicates the agent cannot be used in that branch. Click on any branch to toggle the selection on or off.

Buttons on the Agent Maintenance Branches tab are:

Update	Saves the information you have entered to this agent record.
Delete	Deletes the displayed agent record.
Cancel	Exits from the current agent record without saving any changes you have made.
Notes	Displays a screen for free flow typing to the agent account. Use the Notes screen to keep any additional information on the agent account that you want for reference or for custom reports.


Reference: Agent File Edit List
TravCom for Windows
Reference: Agent File Edit List

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The Edit List prints a list of all or selected records, including all data fields for each record.

Fields on the Agent Edit List dialog box are:

From/To Vendor Number	Allows you to enter a range of agent numbers to print on your list. For example, from agent 1 to 50. The default setting is blank to include all agents.
Report Sort Order	Radio buttons that allow you to print the report in numerical order by agent number or alphabetical order by agent code.
Buttons on the Agent Maintenance Edit List dialog box are:

Tag Options	Allows you to select individual agents to appear on the Edit List. You can tag agents by Number or Name.
Print	Prints the Edit List using the selections you have made.
Cancel	Cancels the Edit List and returns you to Agent File Maintenance.


Reference: Airline Maintenance
TravCom for Windows
Reference: Airline Maintenance

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Fields on the Airline Maintenance window are:

Airline Number	The 3-digit number on the carrier identification plate. You can view an existing record by entering the Airline Number or Airline Code in this field.
Airline Code	The two-character airline code. This is the field that TravCom will use for sorting when you request airlines to be sorted alphabetically.
Airline Name	The name of the airline as you would like it to appear on reports.
Preferred Airline	Check this box if this is a preferred airline. You can then base reports on this setting for only your preferred airlines.
Exemptions	For countries with VAT a check box indicating whether the airline is VAT or PST exempt.
Buttons on the Airline Maintenance screen are:

Edit List	Allows you to print a list or all or selected records, including all data fields for each record. This button is only available when you do not have a specific airline displayed.
Quit	Exits the Airline File and returns you to the main menu. This button is only available when you do not have a specific airline displayed.
Update	Saves the information you have entered to this airline record. This button is only available when you have a specific airline displayed.
Delete	Deletes the displayed airline record. This button is only available when you have a specific airline displayed.
Cancel	Exits from the current airline record without saving any changes you have made. This button is only available when you have a specific airline displayed.


Reference: Airline File Edit List
TravCom for Windows
Reference: Airline File Edit List

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The Edit List prints a list of all or selected records, including all data fields for each record.

Fields on the Airline Edit List dialog box are:

From/To Vendor Number	Allows you to enter a range of airline numbers to print on your list. For example, from 001 to 125. The default setting is blank to include all airlines.
Report Sort Order	Radio buttons that allow you to print the report in numerical order by airline number, or alphabetical order by airline name or code.
Buttons on the Airline Maintenance Edit List dialog box are:

Tag Options	Allows you to select individual airlines to appear on the Edit List. You can tag airlines by Number or Code.
Print	Prints the Edit List using the selections you have made.
Cancel	Cancels the Edit List and returns you to Airline File Maintenance.


Reference: General Ledger Maintenance - General Tab
TravCom for Windows
Reference: General Ledger Maintenance - General Tab

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The General tab is used to enter descriptive information about your general ledger accounts and how they are to be printed on financial reports.

Fields on the General Ledger Maintenance General tab are:

G/L Account	A unique number for identification (up to 8 digits). TravCom enters leading zeroes.
Description	A description of the account. This is the name that will appear on the Financial Statements.
Sort Key	Enter a short name for the account to be used for alphabetic sorting and querying. For example, you might enter TOURS for your Tour Sales income account.
Account Type	Select an account type from the drop-down list box. Five account types in the list are used for posting transactions. They are: • Asset • Liability • Capital • Income  • Expense  The other account types on the list are "Format Account Types," used to format the Balance Sheet/ Financial Statement with headings and totals. These format accounts include: • First Income/Expense Account • Net Income Account (used to transfer the net income from the Income Statement to Balance Sheet) • Format: Heading • Format: Centered Heading • Format: Skip to Top of Page • Total: Level 1 through Total: Level 5 • Clear Total: Level 1 through Clear Total: Level 5 To specify some account types you can type the first letter in this field (for example, A for Asset, L for Liability, etc.)
Print On	Except for format accounts this defaults to the appropriate choice (Financial Statement or Balance Sheet) as defined by the Account Type you have selected.  Format accounts are used on both reports. For example, Asset accounts default to the Balance Sheet; Expense accounts default to the Financial Statement.
Print in Column.... on Balance Sheet	This appears only if you selected Print On Balance Sheet. Select the report column number in which this account should appear. You can use column 1, 2 or 3, to produce a tiered balance sheet. For example, you might want to have numbers print in a single column, or you might prefer individual balances to print in one column and subtotals/totals to appear to the right in another column.
Print on Summary Financial Statement	This appears only if you selected Print On Financial Statement.  Indicate whether or not to include this account on the summary financial statement. (All accounts will appear on the detail financial statement, but the summary statement only prints format accounts and those accounts you have indicated using this check box.)
Print on Supporting Schedules	Select which supporting schedule(s) you want this G/L account to print on.
Buttons on the General Ledger Maintenance General tab are:

Edit List	Allows you to print a list or all or selected records, including all data fields for each record. This button is only available when you do not have a specific general ledger account displayed.
Quit	Exits the Agent File and returns you to the main menu. This button is only available when you do not have a specific general ledger account displayed.
Next Open	Instructs TravCom to assign the next open general ledger account number. This button may be used in two ways: Click on the Next Open button without entering a number to instruct TravCom to assign the first number not already in use, or… Type a number in the General Ledger Number field, then click on Next Open to instruct TravCom to assign the first number not already in use that is equal to or greater than the number you have entered. Use Caution when selecting the Next Open button in the General Ledger Maintenance file. Accounts are printed on the Financial Statements (Balance Sheet and Income Statement) in numerical order, so you should select carefully when creating a new general ledger account.
Update	Saves the information you have entered to this general ledger account record. This button is only available when you have a specific general ledger account displayed.
Delete	Deletes the displayed general ledger account record. This button is only available when you have a specific general ledger account displayed.
Cancel	Exits from the current general ledger account record without saving any changes you have made. This button is only available when you have a specific general ledger account displayed.


Reference: General Ledger Maintenance - Current Balances Tab
TravCom for Windows
Reference: General Ledger Maintenance - Current Balances Tab

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The Current Balances tab displays the current activity on the selected account. These fields are for reference; to change a balance you must post a transaction. All balances are shown in debits (positive numbers) and credits (negative numbers).

Fields on the General Ledger Maintenance Current Balances tab are:

Division	For agencies with the Divisional option activated )as defined on the System Setup tab), the agency division currently displayed.
Month to Date	The amount of activity posted during the current accounting month. This includes all posted transactions for which you did not check the "Next Month" check box, or transactions posted during the previous accounting month for which you did check the "Next Month" check box.
Year to Date	The current balance on the specified account. For Balance Sheet accounts (assets, liabilities and capitals) this will be the overall balance on the account; for Financial Statement accounts (income and expenses) this will be the balance accumulated since the last time you close a fiscal year.
Next Month	The amount of activity posted against the next accounting month. This includes all posted transactions for which you checked the "Next Month" check box.
Last Month EOM	The balance on the specified account as of the last time you closed an accounting month.
At any time, the Last Month EOM balance plus the Month to Date balance will equal the Year to Date balance.

Buttons on the General Ledger Maintenance Current Balances tab are:

Update	Saves the information you have entered to this general ledger account record.
Delete	Deletes the displayed general ledger account record.
Cancel	Exits from the current general ledger account record without saving any changes you have made.


Reference: General Ledger Maintenance - Previous Balances Tab
TravCom for Windows
Reference: General Ledger Maintenance - Previous Balances Tab

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The Previous Balances tab displays the balances for the selected account for each of the last 12 closed accounting months. These fields are for reference; to change a balance you must post a Year to Date Journal Adjustment (Adjusting Journal Entry). All balances are shown in debits (positive numbers) and credits (negative numbers).

Fields on the General Ledger Maintenance Previous Balances tab are:

Division	For agencies with the divisional option activated (as defined in Files - Setup - System Customization tab), the agency division currently displayed.
Month to Date/Year to Date	Radio buttons that allow you to define whether the display should show the activity for each month or a running balance for each month. For example, if you had $2000.00 in a bank account at the beginning of January and during the month deposited $1000.00 more than you withdrew, the Month to Date display would show $1000.00 and the Year to Date display would show $3000.00.
January - December	The balances for each of the last 12 closed accounting months.


Reference: General Ledger Maintenance - Budgets Tab
TravCom for Windows
Reference: General Ledger Maintenance - Budgets Tab

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The Budgets tab allows you to enter a monthly budget for all income and expense accounts. Budgets cannot be entered for asset, liability, capital or format accounts.

Fields on the General Ledger Maintenance Budgets tab are:

Division	For agencies with the Divisional option activated )as defined on the System Setup tab), the agency division currently displayed.
January - December	The budget for each month of the year.


Reference: General Ledger Maintenance - Posting Accounts Tab
TravCom for Windows
Reference: General Ledger Maintenance - Posting Accounts Tab

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The Posting Accounts tab is used to enter accounts to be used for various posting functions. TravCom uses these accounts automatically when posting certain types of transactions. Generally, you will set this up when you first begin using TravCom for Windows and will not need to change it.

Fields on the General Ledger Maintenance Posting Accounts tab are:

O/S Comm Payable	The account in which outside sales agents' commission will accrue on each sale (a liability account). Transaction detail will appear on the Aged Schedule of Accounts Payable.
O/S Expense	The account to which outside sales agents' commission is expensed (an expense account).
Bank Interest Income	Interest income paid by a financial institution and entered in the bank reconciliation function will appear on the Adjustment Journal and be posted to this account (an income account).
Bank Service Charges	Service charges paid to a financial institution and entered in the bank reconciliation function will appear on the Adjustment Journal and will be posted to this account (an expense account).
Prev. Retained Earnings	The account used by the function Close Fiscal Year to clear the current year's profit (or loss) in preparation of the new year (a capital account). This is required in order to close your fiscal year.
Cross-Branch Clearing	Available only if your version of TravCom software has multi-branch functionality. This allows you to post across different branches (for example, an A/P Invoice could be charged 50% to Branch 1 and 50% to Branch 2). This account may be created as an asset , liability or capital, but should not be an income or expense account.
Currency Exchange	The account where the foreign exchange difference calculated on the exchange rates stored in Files - Setup - Currencies are posted. This account is necessary if you have one or more foreign bank accounts. It is usually created as an asset account, but may be a liability account. It must follow all of the cash accounts on the Balance Sheet (it cannot be an income or expense account).


Reference: General Ledger Maintenance - Cash Accounts Tab
TravCom for Windows
Reference: General Ledger Maintenance - Cash Accounts Tab

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The Cash Accounts tab is used to define the general ledger accounts you may use when posting cash receipts and checks. It also lets you define your foreign bank accounts if you have built additional currencies.

Fields on the General Ledger Maintenance Cash Accounts tab are:

Account	the general ledger account number for the account you are adding, displaying or editing. This must be an existing G/L account number.
Description	The name of the account, as created in the general ledger . This is display only. To change the name on the account you must access the it from the General tab.
Next Check	the next check number to be printed on that account (used as the default check number in Check Posting).
Currency	If your agency has multiple currencies set up (in Files - Setup - Currencies), enter the currency for this bank account.
Buttons on the General Ledger Maintenance Cash Accounts tab are:

Add	Allows you to enter a new bank account and the next check number for the account. If you have multiple currencies you will also enter the currency for the account at this time.
Edit	Allows you to modify the highlighted cash account.
Delete	Removes the highlighted cash account from this tab. You cannot delete the first bank account listed.


Reference: General Ledger Maintenance - Financial Statements Tab
TravCom for Windows
Reference: General Ledger Maintenance - Financial Statements Tab

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The Financial Statements tab is used to enter your fiscal year and custom titles and notes for your Balance Sheet and Income Statement .

Fields on the General Ledger Financial Statements tab are:

Financial Statement Title	The title of your financial statement, up to 50 characters, as you would like it to appear on the top of the report. If you want TravCom to automatically include the appropriate month and year as part of the title, use the characters #####. For example, if you enter FINANCIAL STATEMENT FOR ##### and the current month is Sept. 1997, TravCom will print FINANCIAL STATEMENT FOR SEPTEMBER, 1997 on the report.
Financial Statement Notes	Any notes you would like to have printed at the bottom of your report. You may enter up to two lines, up to 50 characters each. If you would like to break the notes section into a section for signatures you can separate the information with double slashes "//" as follows: Note 1: JOHN SMITH//OWNER Note 2: BARBARA JOHNSON//ACCOUNTANT These would appear as follows on the report:
	JOHN SMITH OWNER		BARBARA JOHNSON ACCOUNTANT
Balance Sheet Title	Title of your Balance Sheet, up to 50 characters, as you would like it to appear on the top of the report. If you want TravCom to automatically include the appropriate month and year as part of the title, use the characters #####. For example, if you enter BALANCE SHEET FOR ##### and the current month is Sept. 1997, TravCom will print BALANCE SHEET FOR SEPTEMBER, 1997 on the report.
Balance Sheet Notes	Any notes you would like to have printed at the bottom of your report. You may enter up to two lines, up to 50 characters each. If you would like to break the notes section into a section for signatures you can separate the information with double slashes "//" as follows: Note 1: JOHN SMITH//OWNER Note 2: BARBARA JOHNSON//ACCOUNTANT These would appear as follows on the report:
	JOHN SMITH OWNER		BARBARA JOHNSON ACCOUNTANT
Current Posting Month	When you first install TravCom for Windows enter the calendar month number (1-12) for the current posting month. For example, if you "go live" with TravCom in May you would enter 5. WARNING: Once you have set this month and begun posting in TravCom for Windows do not change this field again. At the end of each accounting month you will increment the month with the function Close Current Month on the Periodic menu.
Last Month of Fiscal Year	The calendar month number (1-12) for the last month in your agency's fiscal year. For example, if your fiscal year end is June 30 you would enter 6.
Print Comparative Statement	Check this box if you want last year's figures to print to the right of this year's figures on your Balance Sheet and Financial Statement


Reference: General Ledger Maintenance - Supporting Schedules Tab
TravCom for Windows
Reference: General Ledger Maintenance - Supporting Schedules Tab

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Supporting Schedules are not available in the current release.


Reference: General Ledger File Edit List
TravCom for Windows
Reference: General Ledger File Edit List

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The Edit List prints a list of all or selected records, including all data fields for each record.

Fields on the General Ledger Edit List dialog box are:

From/To G/L Number	Allows you to enter a range of general ledger account numbers to print on your list. For example, from account 4000 to 6000. The default setting is blank to include all general ledger accounts.
Report Sort Order	Radio buttons that allow you to print the report in numerical order by general ledger account number or alphabetical order by Sort Key.
Buttons on the General Ledger Edit List dialog box are:

Print	Prints the Edit List using the selections you have made.
Cancel	Cancels the Edit List and returns you to General Ledger File Maintenance.


Reference: City Maintenance
TravCom for Windows
Reference: City Maintenance

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Fields on the City Maintenance window are:

City Code Type	The type of code you want to display or maintain (Airport Codes or Rail Codes).
City Code	The 3-character airport or rail code. If you use the drop-down list, only codes of the type you previously selected will appear. You can change the order in which cities appear in the drop-down list using Search By radio buttons
Search By	Identify the sort order for records to appear in the City Code drop-down list. The list can be sorted alphabetically by city code or city name.
Location	The associated location. This can be in any format (such as the name of the city, state or province, and country).
Alternate	An alternate 3-character code for this city. This is for reference only, for use on custom reports.
Region	Travel region, if applicable. Can be used to identify different geographical regions. For example, you might make USA region 0, Canada region 9, etc.… This is for reference only, for use on custom reports.
Buttons on the City Maintenance window are:

Edit List	Allows you to print a list or all or selected records, including all data fields for each record. This button is only available when you do not have a specific city displayed.
Quit	Exits the City File and returns you to the main menu. This button is only available when you do not have a specific city displayed.
Update	Saves the information you have entered to this city record. This button is only available when you have a specific city displayed.
Delete	Deletes the displayed city record. This button is only available when you have a specific city displayed.
Cancel	Exits from the current city record without saving any changes you have made. This button is only available when you have a specific city displayed.


Reference: Setup - Agency Information Tab
TravCom for Windows
Reference: Setup - Agency Information Tab

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The Agency Information tab is used to enter the name, address and telephone numbers of your agency as you want them to appear on any relevant reports and forms.

Fields on the Setup - Agency Information tab are:

Branch	The branch number for which you are defining information. This appears only if your software version supports multi-branching capabilities.
Name	The name of your agency.
Address	The street address (up to 2 lines).
City	The city name. TravCom for Windows will enter the City name automatically when you enter a Postal Code.
State/Prov.	The 2-letter code for the state or province. TravCom for Windows will enter the State or Province code automatically when you enter a Postal Code.
Postal Code	The zip code.  If you enter a zip code which is found in the Postal Codes table, the following occurs: TravCom automatically fills in the city, state/province, and country which corresponds to that zip code in the Postal Codes table.  The cursor goes to the city field, so that you can change the city, state/province, and country if the displayed entries are not correct. If the zip code you enter is not in the table, you must enter the other address fields manually.
Country	The country for your agency's address.
Country  Setup	From the list, select the country in which you are set up to use TravCom (e.g., USA). This tells TravCom to set up the system according to that country's rules and regulations.
Phone Numbers	Up to 3 separate phone numbers. You can enter a description, telephone number (free format) and extension number.
Fax No.	The agency's fax number.
E-Mail	The agency's E-mail account, if applicable.
Home Cities	You can enter up to 6 city codes for local airports. Enter these only if you wish the Corporate Travel Destinations Report to exclude these cities as destinations/origins.


Reference: Setup - IATA Numbers Tab
TravCom for Windows
Reference: Setup - IATA Numbers Tab

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The IATA Numbers tab is used to enter the A.R.C./IATA number(s) and pseudo city code(s) for your office.

Fields on the Setup - IATA Numbers tab are:

Branch	The branch number for which you are defining information. This appears only if your software version supports multi-branching capabilities. TravCom uses the IATA Numbers table to determine which branch each interfaced record belongs to. Therefore it is important that you enter each branch office's IATA number(s) and pseudo city code(s) correctly.
A.R.C. Vendor	Defines the default vendor to be used for all A.R.C. transactions. TravCom will automatically attach this vendor number to all A.R.C. tickets received via interface and suggest this vendor for all manually posted sales for which you enter product code 0 (A.R.C.).
IATA Number	IATA number for the agency or agency branch. This field does not allow dashes, so you must enter a maximum of 8 digits.
Site ID	Site identification. Enter the unique pseudo city code used in your reservation system. If you do not have a pseudo city code for a location (Amadeus locations or some WORLDSPAN STP locations), you may create your own Site ID for the location.
Description	Free format description of agency name or location. This description will print on the A.R.C. report for this IATA number and is used to differentiate STP locations when relevant.
Buttons on the Setup - IATA Numbers tab are:

Add	Allows you to enter a new IATA number, pseudo city code and description to this location.
Edit	Allows you to modify the highlighted IATA number record. WARNING: Changing an IATA number after you have begun posting sales transactions in TravCom can prevent you from adjusting or reversing those transactions in the future.
Delete	Removes the highlighted cash account from this tab. You cannot delete the first bank account listed.


Reference: Setup - Divisions Tab
TravCom for Windows
Reference: Setup - Divisions Tab

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The Divisions tab is only available if you have TravCom Deluxe software and have enabled Divisions on the System Customization tab. It is used to enter agency divisions for your Income Statement.

Fields on the Setup - Divisions tab are:

Division Number	A 4-digit number for each division within your agency. Divisions do not need to be created in numerical order. TravCom will automatically create division "0000" for you. This is normally your main division. Any transactions which do not have a division number (for example, if an agent forgets to add the DIV field to a PNR) will default to division 0.
Division Code	A 4-character alphanumeric code for the division.
Description	An alpha-numeric description for the division, up to 50 characters.
Buttons on the Setup - Divisions tab are:

Add	Allows you to enter a new division for your agency.
Edit	Allows you to modify the highlighted division.
Delete	Removes the highlighted division from this tab. You cannot delete division 0 as this is the default.


Reference: Setup - Product Codes Tab
TravCom for Windows
Reference: Setup - Product Codes Tab

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The Product Codes tab is used to define the types of products you sell. For example, A.R.C. tickets, tours, cruises, and hotels rooms. You also define the general ledger accounts to be used for posting transactions for each product code.

Fields on the Setup - Product Codes tab are:

Product Code	The code (0-99) identifying the product type. This code will tell TravCom what type of product is being sold (A.R.C., tour, hotel, car, insurance, etc.)
Description	Product code description.
Ticket Format	If this product requires a specific document format (such as an A.R.C. ticket or Travel Agency Fee document), define that format here. If this is a Controlled document, TravCom will validate that your ticket number entry is in this format before allowing you to post. For numerics, use "9". For alphabetic, use "A". The "X" can represent either a alpha or numeric. You can also specify slashes or dashes as a delimiter. (For example, 99/999 or XXXXX-XX). For example, if you are adding a product code for Gift Certificates, you might specify a Ticket Format of XXXXX (five alphanumeric). If you also say that this product is Controlled (in the next field), TravCom only lets you post in Sales Posting if the document number exactly matches the ticket format.  For product code 0 (A.R.C.), the Ticket Format is preset to A.R.C. standard format, and cannot be changed.
Controlled	If this product code is to be a controlled document, select this check box. TravCom will: • require that you add new tickets in the specific format defined in the Ticket Format field (such as 9999999999/99). • warn you (in sales posting functions) if a duplicate document number is used (it will warn that the document has already been posted). • allow you to run periodic sales reports which are formatted exactly like a A.R.C. report. Marking a product code as "controlled" also instructs TravCom to create a single Net Remit on the Accounts Payable for all posted sales, as opposed to individual payables for each invoice.
Include Itinerary	If the transactions posted to this product code should include itinerary information, such as air, then select this check box. For product codes which do not contain itinerary information, such as service fees, leave this box unchecked.
VAT Rate Code	For countries with VAT, select the tax rate code to be used as the default for this product code.  VAT rate codes are defined on the VAT Setup tab. Each rate code defines the way in which VAT will be calculated on sales and commissions.  You can override this default rate code at the time of the sale (either in TravCom Sales Posting or through the interface). If your agency has multiple branches, you can define a different VAT Rate Code to be used in each branch for this Product Code.
Posting Accounts	For each product code, define the General Ledger Accounts against which TravCom will record accounting. You must define a Receivable, Payable, Income and Expense account for every product code. If you are using the Direct Income accounting method, TravCom still requires that you define an expense account. Use the same account number used for the income account. Entries here are global. If you are using the Sales/Cost of Sales accounting method, you must define both an Income (sales) and Expense (cost of sales) account for each product code.
Buttons on the Setup - Product Codes tab are:

Add	Allows you to enter a new product code.
Edit	Allows you to modify the highlighted product code.
Delete	Removes the highlighted product code from your system. WARNING: Use caution when deleting product codes. Changing or deleting a product code after you have begun posting transactions in TravCom can prevent you from adjusting or reversing those transactions in the future.


Reference: Setup - Currencies Tab
TravCom for Windows
Reference: Setup - Currencies Tab

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If your version of TravCom supports multiple currencies the Currencies tab is used to enter the types of currencies in which you post. This tab is also used to maintain the currency exchange rates between your default (local) currency and any others you enter.

Fields on the Setup - Currencies tab are:

Code	The three-letter code for the currency. For example, USD, CAD, GBP or AUD. This code will be printed on reports beside transactions posted in foreign currencies.
Description	A description of the currency to be printed on checks. For example, U.S. Dollars, Pounds Sterling or Lira.
Symbol	The symbol used for this currency to be printed on checks. For example, $ or Kr.
Decimal Places	The number of decimal places used by this currency.
Exchange Rate	The current exchange rate for foreign currencies. This field cannot be modified for your default currency. You must update the Exchange rate(s) regularly.
Buttons on the Setup - Currencies tab are:

Add	Allows you to enter a new currency.
Edit	Allows you to modify the highlighted currency. Use this option to update the exchange rate for each foreign currency.
Delete	Removes the highlighted currency from your system. WARNING: Use caution when deleting or currencies. Changing or deleting a currency after you have begun posting transactions in TravCom can prevent you from adjusting or reversing those transactions in the future and can cause outstanding invoices to appear out of balance.


Reference: Setup - Miscellaneous Tab
TravCom for Windows
Reference: Setup - Miscellaneous Tab

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The Miscellaneous tab is used to enter the invoice and voucher numbers TravCom should use next, and the background color for your TravCom program.

Fields on the Setup - Miscellaneous tab are:

Branch	The agency branch for which you are defining data. This field appears only if your version of the TravCom software supports multi-branching capabilities.
Next Invoice No.	When setting up TravCom, enter the next consecutive number from your current accounting system. This number series will be used by TravCom when new sales postings are entered within the program. Do NOT use the same invoice number series as recorded in your reservation system's invoice table.
Next Voucher No.	When setting up TravCom, enter the next consecutive number from your current accounting system (if applicable). This number series will be used when a new voucher posting is entered into TravCom.
Next Receipt No.	When setting up TravCom, enter the next consecutive number from your current accounting system (if applicable). This number series will be used when a receipt is printed when posting cash receipts in TravCom.
Branch Background Color	If you have multiple branches, this field shows the background screen color used when you are signed onto the branch specified in the Branch field. Click on Change to bring up a standard Windows dialog box which lets you change the background color for the specified branch.


Reference: Setup - System Customization Tab
TravCom for Windows
Reference: Setup - System Customization Tab

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The System Customization tab is used to enter various parameters which affect how TravCom operates in your agency. For example, whether or not you sell bulk or discounted tickets or if you want taxes to be included in the sales figures on your Income Statement.

Divisional	If you have the Deluxe version of TravCom and your agency requires separate financial statement information by division, select this option. When you select this option, the Divisions tab becomes activated. See the topic on the Divisions tab to find out how to define division numbers, codes and descriptions.
Use consolidated/ discounted tickets	If your agency sells bulk, discounted or consolidator tickets (an airline ticket or tour operator sale where the published fare is different from the selling fare), check this box. If this box is checked TravCom records both a published fare and a selling fare for each sale. The published fare is the fare reported on the A.R.C. report and to the vendor, and the selling fare is the fare used to affect the client's account. If this is not checked TravCom only records the published fare, and the Selling Fare field is not displayed in Sales Posting.
Use net fares	If your agency uses Net Fares (for example, you have a special commission arrangement with an airline), check this box. This will add a Value Code field in the Sales Posting function (commission information window), in which you can enter the value code provided by the airline for each transaction.  Net Fares are not used in the United States.
Include taxes when calculating income/ expenses	If you want Financial Statements to show gross figures (including taxes) check this box. If you want your Financial Statements to show net figures (excluding taxes) do not check this box. It is recommended that you maintain consistency from your previous accounting system.
Force Num Lock on	Check this if you want the Number Lock key on the keyboard to be automatically ON when you load TravCom, allowing numeric use of the numeric keyboard.
Force Caps Lock on	Check this if you want the Caps Lock key on the keyboard to be automatically turned ON when you load TravCom, so that all alphabetic entries will be in capital letters.
Always show Print Preview before printing	This defines the default status for the Print Preview check box, which appears on the Print Setup dialog box each time you request a report or edit list. If you want Print Preview to be enabled by default, check this box.
Tour Code Free Field	TravCom will automatically capture the tour code from your reservation system and place it in a free field. Enter the number of the free field you would like to use. If you do not wish to capture the tour code then leave the number zero.
Agent Commission	These settings will affect the values reported on The Agency Status Reports, Agent Commission Statements, and Agent Productivity Reports. You have two options here: • Base agent commission on net commission Select this if agent productivity statistics should be recorded as net (Agency Commission minus Outside Sales Commission) • Base agent commission on gross commission Select this if agent productivity statistics should be recorded as gross (Full agency commission). Both the inside and outside agent would have complete credit for the sale on the Agent Productivity Detail Report.


Reference: Setup - Passwords Tab
TravCom for Windows
Reference: Setup - Passwords Tab

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The Passwords tab is used to define which password levels will be allowed access to each posting or report function in TravCom for Windows. It is also used to define the Master and Credit passwords.

This tab is only available if you have logged on to TravCom with the Master password.

Fields on the Setup - Passwords tab are:

Master Password	The highest password, which gives supervisory capabilities such as changing passwords and accessing agent personnel data.  When you first install TravCom, the master password is MASTER. Since all copies of TravCom have the same master password on installation, you should change this after installation.
Credit Password	A special password used in sales posting to allow a sale to be posted to a client who has exceeded their credit limit, or to whom no credit was given. When you first install TravCom the credit password is CREDIT. You should change this after installation.
Buttons on the Setup - Passwords tab are:

Select All, Current Row	lets you enable access to the highlighted program for all password levels.
Select All, Current Column	lets you enable access to all programs for the selected password level.
Deselect All, Current Row	lets you disable access to the highlighted program for all password levels (except the Master password).
Deselect All, Current Column	lets you disable access to all programs for the selected password level.


Reference: Setup - Exception Codes Tab
TravCom for Windows
Reference: Setup - Exception Codes Tab

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Fields on the Setup - Exception Codes tab are:

Group	A single-character alphanumeric group identifier. This code will be entered into each client account that used this Exception Code Group.
Description	A description for the group, up to 50 alphanumeric characters.
Buttons on the Setup - Exception Codes tab are:

Add	Allows you to enter a new group of exception codes.
Edit	Allows you to modify the highlighted group of exception codes.
Delete	Removes the highlighted group of exception codes.
Print	Prints a list of the exception codes built in the highlighted group. This list should be printed an distributed to any agent who will work with Corporate clients who use the exception code group.
Fields on the Edit or Add screens are:

Code	A 2-digit numeric code for each exception code reason (0 to 99).
Description	A description of the exception code reason, up to 50 characters. For example, Saturday night stay required, or Advance purchase not met.


Reference: Setup - Printers/Forms Tab
TravCom for Windows
Reference: Setup - Printers/Forms Tab

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The Printers/Forms tab is used to define the default printer for each form TravCom will print, and the format for customized forms such as client billing statements, invoices and checks.

Fields on the Setup - Printers/Forms tab are:

Form	The form or document description. These include Reports, Invoices, Checks, Statements and Vouchers.
Printer	The default printer to print the form or document to. You may select any printer from the drop down list. If the printer you want to use is not listed on the drop down list, it may not be set up correctly in Windows or may be emulating another printer.
Port	The parallel port to which the printer is attached.
There is on button available on the Printers/Forms tab. The Forms button allows you to specify the format to print for each of your TravCom forms. The fields available for each form are described in detail on the following help topic screens:

Reference: Printer Forms - Checks

Reference: Printer Forms - Invoices

Reference: Printer Forms - Statements

Reference: Printer Forms - Vouchers

Reference: Printer Forms - Receipts

Reference: Printer Forms - Reports/Letters


Reference: Setup - Miscellaneous Tables Tab
TravCom for Windows
Reference: Setup - Miscellaneous Tables Tab

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The Miscellaneous tab is used to store various tables used in your client, vendor and agent databases. Several of these, such as the Postal Codes and States/Provinces have been pre-loaded in TravCom.

The following radio buttons are available for the tables on this tab:

Countries	A list of countries to display when you click on the drop down button beside the Country field on an address.
States/ Provinces	A list of states and provinces to display when you click on the drop down button beside the State/Prov. field on an address.
Postal Codes	A list of zip codes to be displayed when you click on the drop down button beside the Postal Code field on an address. This table also includes the cities, states and countries each code represents so that TravCom can complete the address when you enter the appropriate postal code.
Keywords	Optional codes that you may enter into client accounts for any sorting or selecting purposes. These are most commonly used to control your mailing lists. Clients may have as many Keywords as apply.
Client Travel Types	An optional code that you may enter into a client account for any sorting or selecting purpose. These are most commonly used to control your mailing lists.
Client Business Types	If you wish, you can categorize clients into business types such as Financial, High Tech, Vendor Commission Account, etc.
Vendor Types	You can set up different vendor types such as Cruises, Tours, Hotels, Insurance, etc., and assign a vendor type to each vendor in the Vendor file.
Fields on the Setup - Miscellaneous Tables tab are:

Tables	Select a table by clicking on the radio button beside the name.
Entry field	Below the Tables field is a blank field for you to type in new records to add to the selected table.
Table scroll box	A scrolling field to allow you to view all of the records currently on the selected table.
Buttons on the Setup - Miscellaneous tab are:

Add	Add the new entry you have typed to the selected table.
Delete	Delete the highlighted entry from the selected table.
Clear	Clear all entries from the selected table. This option deletes all records from the table.


Reference: Setup - VAT Tab
TravCom for Windows
Reference: Setup - VAT Tab

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If your office is located in a country with value added tax on goods and services use the VAT Setup tab to define the various tax calculations required.

Fields on the Setup - VAT Setup tab are:

Branch	The branch number for which you are defining information. This appears only if your software version supports multi-branching capabilities.
We have a value added tax/ provincial sales tax for this branch	Check boxes that allow you to enable or disable the VAT and PST capability for the current branch. If you have Value Added Tax (VAT) mark the first check box. If you also have Provincial Sales Tax ark the second check box as well. The second check box will not be enabled if the first check box (VAT) has not been marked.
Tax Code	The tax code relating to this tax. Enter the code as you want it to appear on screens and reports. For example, VAT or PST.
Rate Code	The code to identify this tax rate calculation.
Country Code	The countries to which this tax rate calculation will apply (European countries only).
VAT Rate	The calculation, entered as a formula, that TravCom for Windows should apply to sales postings.
Comm. VAT Rate	The calculation, entered as a formula, that TravCom for Windows should apply to the commission portion of sales postings.
VAT Input Tax Account	The general ledger account into which TravCom for Windows should post VAT tax credits. This is normally an Asset account on the Balance sheet.
VAT Output Tax Account	The general ledger account into which TravCom for Windows should post VAT tax due. This is normally a liability account on the Balance Sheet.
Buttons on the Setup - VAT Setup tab are:

Add	Allows you to enter a new tax rate code and calculation.
Edit	Allows you to modify the highlighted tax rate code and calculation.
Delete	Removes the highlighted tax rate code from this tab. When deleting a rate code, be sure to update any Product Codes which are referenced to it.


Reference: Invoice Query: Query Screen
TravCom for Windows
Reference: Invoice Query: Query Screen

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Fields on the Invoice Query screen are:

Invoice Type	Radio buttons that allow you to select Accounts Receivable or Accounts Payable to query. Select Accounts Receivable if you want to see a client invoice, or select Account Payable if you want to see a vendor invoice.
Select By	Radio buttons that allow you to specify the field to search. You can find an invoice by entering either the client/vendor number or the invoice number. If you have selected Accounts Receivable in the Invoice Type field, you may choose from Client No. or Invoice No. If you have selected Accounts Payable in the Invoice Type field, you may choose from Vendor No. or Invoice No.
Show Paid Invoices	TravCom can query all invoices in the databases, or only the open invoices. If you want to see all invoices regardless of payment status, make sure this check box is marked. The default setting is blank to display only open invoices.
This Branch Only	If your version of TravCom supports multi-branch capability you can query all branches or only the branch you are currently signed into (as shown on the Status Bar at the bottom of your screen). If you want to see all invoices in all branches, make sure this check box is marked. The default setting is blank to display only invoices posted in the current branch.
Client/ Vendor/ Invoice No.	This field varies according to your selection in the Invoice Type and Select By fields. Enter the Client number, Vendor number or Invoice number that you would like to view. If you have selected Client or Vendor No. you can select an account from the drop down list.
Invoice Fields	When TravCom searches the Accounts Receivable or Accounts Payable databases (after you select the Search button as described below), all invoices that match your search criteria will be displayed in the window in the middle of this screen. The fields displayed for each invoice are: • Invoice - The invoice number of the matching record. • Branch - The branch to which this invoice was posted. This field appears only if your version of TravCom supports multi-branching capability. • Due Date - The date the invoice is due from the client or due to the vendor. • Description - The description of the invoice. For Sales transactions, this is normally the ticket number (when appropriate) and traveler name. • Original Amount - The original amount invoiced. • Amount Paid - The amount the client has paid, or the amount you have paid the vendor. • Balance - The current open balance on the invoice. • Currency - If your agency has multiple currencies set up (in Files - Setup - Currencies), the currency in which this transaction was posted. • Converted Balance - If your agency has multiple currencies set up, the current balance in your default currency (the first currency entered in the Currencies table). • On Hold - For Accounts Payable invoices only, indicates if this invoice has been put on hold. This option is for use with the Automatic Check Writing function. • Mark to Pay - For Accounts Payable invoices only, indicates if this invoice has been marked for payment. This option is primarily used with the Automatic Check Writing function. Payable invoices are marked for payment according to the criteria selected for each vendor (on the Files - Vendors - Accounting tab). • Amount to Pay - For Accounts Payable invoices only, indicates the amount approved for payment. This option is used with the Automatic Check Writing function.
Balance	If you are querying a client or vendor account, TravCom will display the account balance at the bottom of the screen. If you are querying by invoice number this field is not displayed.
Buttons on the Invoice Query screen are:

Search	Instructs TravCom to search the databases for items matching the criteria displayed. All transactions in the selected database (Accounts Receivable or Accounts Payable) will be displayed in the window in the middle of this screen.
Select	Selects displays the details of the highlighted invoice. Be sure the invoice you want to view is highlighted before selecting this option.
Print List	Prints a report of all invoices or all open invoices (depending on your selection in the Show Paid Invoices check box) in the queried database.
Quit	Exits the query function and returns you to the main menu.


Reference: Invoice Query: A/R Invoice Screen
TravCom for Windows
Reference: Invoice Query: A/R Invoice Screen

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This screen is displayed when you choose the Select button from the main Invoice Query screen. All fields will be completed according to the entry when the invoice was posted. Some fields can be changed on this screen, others can only be changed by adjusting the sale (via Posting - Accounts Receivable - Sales) or posting a new A/R Invoice (via Posting - Accounts Receivable - A/R Invoices).

Fields on the Invoice Query: A/R Invoice screen are:

Client No.	The client number to which this invoice was posted. This field cannot be changed in Invoice Query.
Branch	The branch to which this invoice was posted. This field is only displayed if your version of TravCom supports multi-branch capability. This field cannot be changed in Invoice Query.
Invoice No.	The number of the invoice displayed on this screen. This field cannot be changed in Invoice Query.
Invoice Date	The date the invoice was created, as entered during the invoice posting.  This field can be modified in Invoice Query.
Due Date	The date payment is due from the client, as entered during the invoice posting. TravCom uses the due date entered here to age the invoice on the Aged Schedule of Accounts Receivable, and to determine when it is past due on reports such as the Client Statements and Priority Collections and the Dunning Letters. This field can be modified in Invoice Query.
Description	The invoice description. On Sales transactions this field is normally the ticket number (when appropriate) and traveler's name. This field can be modified in Invoice Query.
Currency	If your agency has multiple currencies set up (in Files - Setup - Currencies), the currency code and description for this invoice. This field cannot be changed in Invoice Query.
Product Code	The Product Code entered for this invoice during the invoice posting. This field determines the general ledger Accounts Receivable account to which this invoice is attached. This field cannot be changed in Invoice Query.
Agent No.	The number and name of the agent who is responsible for this invoice and who received productivity credit if this was a Sales transaction. This field cannot be changed in Invoice Query.
O/S Agent No.	The number and name of the outside sales agent who is responsible for this invoice and who received commission if this was a Sales transaction. This field displays the first outside sales agent (the O/S Agent 1 field) posted to Sales transactions; if two O/S agents have received commission for this invoice, only the first O/S agent is displayed on this screen. This field cannot be changed in Invoice Query.
Net Amount	If you have VAT or PST, the amount of the invoice before these taxes. This field cannot be changed in Invoice Query.
VAT Amount	If you have VAT, the amount of the VAT tax. This field cannot be changed in Invoice Query.
PST Amount	If you have PST, the amount of the PST tax. This field cannot be changed in Invoice Query.
Invoice Total	The total amount of the invoice. This field cannot be changed in Invoice Query.
Amount Paid	The total cash received or checks disbursed against this invoice. This field cannot be changed in Invoice Query. (To change this field you must post a cash receipt or check against the invoice.)
Balance	The current open balance on this invoice. This is calculated as the Invoice Total minus the Amount Paid. The field cannot be changed in Invoice Query.
Buttons on the Invoice Query: A/R Invoice screen are:

OK	Saves any modifications you have made to this invoice and returns you to the main Invoice Query screen.
Print Invoice	Prints a copy of the displayed invoice. Review the help topic Print Invoice for assistance with the dialog box displayed when you select this option.
Cancel	Exits from the current invoice without saving any changes you have made on this screen. You will be returned to the main Invoice Query screen.


Reference: Invoice Query: A/P Invoice Screen
TravCom for Windows
Reference: Invoice Query: A/P Invoice Screen

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This screen is displayed when you choose the Select button from the main Invoice Query screen. All fields will be completed according to the entry when the invoice was posted. Some fields can be changed on this screen, others can only be changed by adjusting the sale (via Posting - Accounts Receivable - Sales) or posting a new A/P Invoice (via Posting - Accounts Payable - A/P Invoices).

Fields on the Invoice Query: A/P Invoice screen are:

Vendor No.	The vendor number to which this invoice was posted. This field cannot be changed in Invoice Query.
Branch	The branch to which this invoice was posted. This field is only displayed if your version of TravCom supports multi-branch capability. This field cannot be changed in Invoice Query.
Invoice No.	The number of the invoice displayed on this screen. This field cannot be changed in Invoice Query.
Invoice Date	The date the invoice was created, as entered during the invoice posting.  This field can be modified in Invoice Query.
Due Date	The date payment is due to the vendor, as entered during the invoice posting. TravCom uses the due date entered here to age the invoice on the Aged Schedule of Accounts Payable, and to determine when it is past due on reports such as Cash Requirements. This field can be modified in Invoice Query.
Description	The invoice description. On Sales transactions this field is normally the traveler's name. This field can be modified in Invoice Query.
Currency	If your agency has multiple currencies set up (in Files - Setup - Currencies), the currency code and description for this invoice. This field cannot be changed in Invoice Query.
Product Code	The Product Code entered for this invoice during the invoice posting. This field determines the general ledger Accounts Payable account to which this invoice is attached. This field cannot be changed in Invoice Query.
Agent No.	The number and name of the agent who is responsible for this invoice and who received productivity credit if this was a Sales transaction. This field cannot be changed in Invoice Query.
O/S Agent No.	The number and name of the outside sales agent who is responsible for this invoice and who received commission if this was a Sales transaction. This field displays the first outside sales agent (the O/S Agent 1 field) posted to Sales transactions; if two O/S agents have received commission for this invoice, only the first O/S agent is displayed on this screen. This field cannot be changed in Invoice Query.
Net Amount	If you have VAT or PST, the amount of the invoice before these taxes. This field cannot be changed in Invoice Query.
VAT Amount	If you have VAT, the amount of the VAT tax. This field cannot be changed in Invoice Query.
PST Amount	If you have PST, the amount of the PST tax. This field cannot be changed in Invoice Query.
Invoice Total	The total amount of the invoice. This field cannot be changed in Invoice Query.
Amount Paid	The total checks disbursed or cash received against this invoice. This field cannot be changed in Invoice Query. (To change this field you must post a check or cash receipt against the invoice.)
Balance	The current open balance on this invoice. This is calculated as the Invoice Total minus the Amount Paid. The field cannot be changed in Invoice Query.
Buttons on the Invoice Query: A/P Invoice screen are:

OK	Saves any modifications you have made to this invoice and returns you to the main Invoice Query screen.
Cancel	Exits from the current invoice without saving any changes you have made on this screen. You will be returned to the main Invoice Query screen.


Reference: Sales Query: Query Screen
TravCom for Windows
Reference: Sales Query: Query Screen

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Fields on the Sales Query screen are:

Search By	Radio buttons that allow you to specify the field to search. You can find a sale by entering the client, invoice or ticket number or the passenger name. You can also search by invoice date (see the description of the Search From/To field below).
Search For	Enter the Client, Invoice or Ticket Number, or Passenger Name you want to query. The Passenger Name field searches the Description field; enter the passenger name or any other text as it was entered to this field during the sales posting. Debit/Credit memos and A.A.D.s will display the original ticket number (not including the airline number) in this field.
Search From/To	Allows you to enter a date range to be included in your search. These two fields are not mandatory, but can help you narrow down your search criteria. They can also be used as the only criteria. For example, if you want to see all sales posted on January 30, 1998, enter that date as both the From and To dates. The Search By selection will not affect the results of the search provided the Search For field is blank.
This Branch Only	If your version of TravCom supports multi-branch capability you can query all branches or only the branch you are currently signed into (as shown on the Status Bar at the bottom of your screen). If you want to see all sales in all branches, make sure this check box is marked. The default setting is blank to display only sales posted in the current branch.
Invoice Fields	When TravCom searches the Sales database (after you select the Search button as described below), all sales that match your search criteria will be displayed in the window in the middle of this screen. The fields displayed for each sales transaction are: • Client - The client account number to which this sale was posted. • Invoice - The invoice number. • Date - The invoice date. • Description - The traveler's name. • A/L - The validating airline, when appropriate. • Ticket No. - The document number, when appropriate. • Amount - The gross amount of this sales transaction. • Currency - If your agency has multiple currencies set up (in Files - Setup - Currencies), the currency code for this sale. • Sale Type - The status of the sales transaction. Sale Types include Sale, Void, Refund, Exchange, Resubmit, Adjustment and Debit. • Branch - The branch to which this invoice was posted. This field appears only if your version of TravCom supports multi-branching capability.
Buttons on the Sales Query screen are:

Search	Instructs TravCom to search the databases for items matching the criteria displayed. All transactions in the sales database will be displayed in the window in the middle of this screen.
Select	Selects displays the details of the highlighted sale. Be sure the sale you want to view is highlighted before selecting this option.
Quit	Exits the query function and returns you to the main menu.


Reference: Sales Query: Invoice General Screen
TravCom for Windows
Reference: Sales Query: Invoice General Screen

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This screen is displayed when you choose the Select button from the main Sales Query screen. All fields will be completed according to the entry when the sale was posted. Some fields can be changed on this screen, others can only be changed by adjusting the sale (via Posting - Accounts Receivable - Sales).

Fields on the Sales Query - General tab are:

Client	The client account number and associated name to which this sale was posted. This field cannot be changed in Sales Query.
Department	The corporate department for this traveler if this Sales transaction is to a Corporate or Government client. This field can be modified in Sales Query. If the correct department was not entered when the sale was posted you can type it here, or select from the drop down list. When you select the drop down list button only departments created for this client account (in Files - Clients - Departments tab) will be displayed.
Division	The agency division to which this sale was posted. If your agency does not use Divisions this field will default to division 0000. This field cannot be changed in Sales Query.
Invoice No.	The invoice number for this sale. This field cannot be changed in Sales Query.
Invoice Date	The date the invoice was created, as entered during the sales posting, or from the PNR ticketing/invoicing date if the transaction was posted via Interface. TravCom uses the Invoice date entered here when preparing sales and statistical reports. This field can be modified in Sales Query.
Booking Date	The date the trip was booked, as entered during the sales posting, or from the PNR creation date if the transaction was posted via interface. This field is for reference only and does not affect any pre-build sales or statistical reports. This field can be modified in Sales Query.
Ticketing Date	The date the invoice was created, as entered during the sales posting, or from the PNR ticketing/invoicing date if the transaction was posted via Interface. TravCom uses the Ticketing date entered here when preparing A.R.C. reports. This field can only be modified in Sales Query. Note that this field is not displayed in the Posting - Accounts Receivable - Sales function. If you want to show a ticketing date that is different from the Invoice date you must manually modify this field here.
Pax/ Description	The invoice description. This is normally the passenger's name, as entered in the PNR (last name/first name). This field can be modified in Sales Query.
Ticket No.	The document number, including the validating airline, when relevant. If this is not an A.R.C. sales transaction, this field will display any alpha-numeric text entered in the Ticket No. field during the sales posting.
IATA Number	The IATA number associated with this sale, as entered during the sales posting. TravCom uses the IATA number entered here when preparing A.R.C. reports. This field can be modified in Sales Query. It is recommended, however, that you modify the IATA number on a Sales posting via the Adjust A Sale option (Posting - Accounts Receivable - Sales). Changing the IATA number on this screen does not adjust the Net Remit payable on the A.R.C. vendor account.
E-Ticket	Electronic Ticketing indicator. If this sale is an E-ticket, this check box should be marked. This field is for reference only and does not affect any pre-build sales or statistical reports. This field can be modified in Sales Query.
Exchange	Exchange ticket indicator. If this sale is an exchange transaction, this check box should be marked. TravCom uses this indicator when preparing IAR reports If you are on IAR reporting marking this box will remove the ticket from the IAR Transactions report and place it on the IAR with Refunds/Exchange Only report. This field can be modified in Sales Query.
Product Code	The product code which describes the product or service for this sale (for example, A.R.C., Tour, Cruise, etc...). This field controls whether a document should appear on a periodic sales report (such as A.R.C. or TAF reports). This field cannot be changed in Sales Query.
Locator	The PNR record locator from your reservation system. This field can be modified in Sales Query.
Booking Agent	The agent who booked this sale. This field cannot be changed in Sales Query.
Ticketing Agent	The agent who ticketed this sale. This field cannot be changed in Sales Query.
Sale Type	The status of the sales transaction. Sale Types include Sale, Void, Refund, Exchange, Resubmit, Adjustment and Debit. This field is changed automatically when you refund, adjust, resubmit or void a sale and cannot be changed manually.
Record Number	Indicates the number of records TravCom found that matched your search criteria, and which record is currently displayed. For example, Record 1 of 2. This field is for reference only and is not a permanent part of the sales transaction.
Branch	The branch to which this invoice was posted. If your version of TravCom does not support multi-branching capability this field will default to branch 1. This field cannot be changed in Sales Query. Note: to change the branch a sale has been posted to, you must void the sales transaction and re-post the sale in the correct branch.
Buttons on the Sales Query - General tab are:

OK	Saves any modifications you have made to this sale and returns you to the main Sales Query screen. If you are making changes to fields shown on more than one tab, it is only necessary to click on the OK button once; do not select this option after you have modified each tab individually.
Cancel	Exits from the current sale without saving any changes you have made on any tab. You will be returned to the main Sales Query screen.


Reference: Sales Query: Invoice Accounting Screen
TravCom for Windows
Reference: Sales Query: Invoice Accounting Screen

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All fields on this screen are completed according to the entry when the sale was posted. Since these fields affect the accounting posted in TravCom, only the credit card number field can be changed in Sales Query.

Fields on the Sales Query - Accounting tab are:

Published Fare	The base published fare, as reported on the A.R.C. report, or base fare (not including taxes) for this sale.
Selling Fare	The base selling fare, as charged to the client. This field appears only if you have enabled the Consolidated/Discounted Tickets option in Files - Setup - System Customization.
Tax 1	The dollar amount of the first tax field.
Tax 2	The dollar amount of the second tax field.
Tax 3 or VAT	The dollar amount of the third tax field. If you have VAT, that amount will be displayed here.
PST	The dollar amount of the PST field. This field only appears if you have enabled the PST option in Files - Setup - VAT Setup.
Net Amount	The amount charged the client, including taxes.
Penalty	The penalty amount on this sale, if relevant.
Gross Amount	The full amount charged the client, including taxes and penalty.
Currency	The currency code and description for this sale.
Exchange Rate	The exchange rate used when this sale was posted. This field appears only if you have set up multiple currencies in Files - Setup - Currencies.
Form of Payment	The form of payment (cash, credit card, ATM or In House charge) for this sale.
Credit Card No.	The client's credit card number, including the credit card company code. If the form of payment is Credit Card or In House Charge this field can be modified in Sales Query.
Buttons on the Sales Query - Accounting tab are:

OK	Saves any modifications you have made to this sale and returns you to the main Sales Query screen. Although you cannot make changes to any field on this screen (except Credit Card Number), modifications you have made on other tabs are saved.
Cancel	Exits from the current sale without saving any changes you have made on any tab. You will be returned to the main Sales Query screen.


Reference: Sales Query: Invoice Commission Screen
TravCom for Windows
Reference: Sales Query: Invoice Commission Screen

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All fields on this screen are completed according to the entry when the sale was posted. Since these fields affect the accounting posted in TravCom, no fields on this tab can be modified in Sales Query.

Fields on the Sales Query - Commission tab are:

Comm. Pct.	The commission percentage posted on this sale.
Comm. Amt.	The dollar amount of the commission posted on this sale.
VAT on Comm.	If you have VAT, the amount of VAT charged on this sale. This field appears only if you have enabled the VAT option in Files - Setup - VAT Setup.
PST on Comm.	If you have PST, the amount of PST charged on this sale. This field appears only if you have enabled the PST option in Files - Setup - VAT Setup.
Net Cost	The net amount you owe the vendor.
Net Fare	If you have enabled the Net Fare option in Files - Setup - System Customization, the true net amount or additional commission due for any special arrangements you have with airlines.
Value Code	If you have enabled the Net Fare option in Files - Setup - System Customization, the value code related to the Net Fare.
Comm. Earned	The total agency commission on this sale.
Vendor	The vendor number and name associated with this sale.
Comm. Client	For non-A.R.C. transactions paid by credit card, the Commission Client number and name if one was entered during the sales posting.
Primary Product Code	The product code for this sale, for accounting purposes.
Payable Amt.	The total amount due to or from the vendor for this sale.
O/S Agent 1 and O/S Agent 2	If outside sales agents have received credit for this sale, their O/S agent numbers and names will be displayed here.
Comm. Amt.	The commission posted to the outside sales agent(s) given credit for this sale.
Buttons on the Sales Query - Commission tab are:

OK	Saves any modifications you have made to this sale and returns you to the main Sales Query screen. Although you cannot make changes to any field on this screen, modifications you have made on other tabs are saved.
Cancel	Exits from the current sale without saving any changes you have made on any tab. You will be returned to the main Sales Query screen.


Reference: Sales Query: Invoice Reporting Screen
TravCom for Windows
Reference: Sales Query: Invoice Reporting Screen

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All fields on this screen are completed according to the entry when the sale was posted. These fields are for custom reporting purposes only, so can all be modified in Sales Query.

Fields on the Sales Query - Reporting tab are:

Transaction Code	A single-character field for any reporting purpose. Transaction codes need not be defined anywhere within TravCom.
Routing Code	A two-character field for any reporting purpose. Routing codes need not be defined anywhere within TravCom.
Reference Fare	Depending on the client's reporting needs, this can be the full coach (Y) fare or the highest fare paid on this routing, including taxes, based on the corporate client's travel policies. The fare entered here is used to calculate the "Savings" amount for corporate reporting.
Low Fare	The lowest possible fare for the booked itinerary.
Exception Code	The exception code for this sale, defining why the passenger did not take the Low Fare. The drop down list shows those codes which are part of this client's Exception Codes Group.
Purchase Order	The client's purchase order number when relevant.
GSA Number	The Government Service Authorization, a contract number required by government accounts.
Free Fields	Free format fields (maximum 100 fields) which can appear on custom reports. Each field is shown in the window separated by a slash. To see all fields or to add or change fields, click on the "..." button.
Buttons on the Sales Query - Reporting tab are:

OK	Saves any modifications you have made to this sale and returns you to the main Sales Query screen. If you are making changes to fields shown on more than one tab, it is only necessary to click on the OK button once; do not select this option after you have modified each tab individually.
Cancel	Exits from the current sale without saving any changes you have made on any tab. You will be returned to the main Sales Query screen.


Reference: Sales Query: Invoice Itinerary Screen
TravCom for Windows
Reference: Sales Query: Invoice Itinerary Screen

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All fields on this screen are completed according to the entry when the sale was posted. These fields are for reporting purposes only, on Sales reports such as the Corporate Destinations Report and City Pairs Analysis, and any custom reports you design. All fields on this tab can be modified in Sales Query.

Fields on the Sales Query - Itinerary tab are:

Departure City	The departure city code.
Arrival City	The arrival city code.
Airline Flown	The 2-letter airline code.
Flight Number	The flight number for this segment.
Class	The class of service flown (for example, Y, J, etc…).
Departure Date	The date of departure. Format can be DDMMM (such as 16APR) or MMDDYY (such as 041697). Dashes and slashes are accepted. TravCom converts the date to a MM/DD/YY format.
Departure Time	Time of departure. Format can be 24-hour clock, or 12-hour clock with A (for a.m.) and P (for p.m.). For example, 1700 or 0500P. TravCom converts the time to 12 hour clock with A or P indicator.
Arrival Date	The date of arrival for this flight. Format can be DDMMM (such as 16APR) or MMDDYY (such as 041697). Dashes and slashes are accepted. TravCom converts the date to a MM/DD/YY format.
Arrival Time	Time of arrival. Format can be 24-hour clock, or 12-hour clock with A (for a.m.) and P (for p.m.). For example, 1700 or 0500P. TravCom converts the time to 12 - hour clock with A or P indicator.
X/O	X for connection, O for stopover.
D/I	D for Domestic travel, I for International travel.
Fare Basis	The fare basis code.
Leg Price	The price of this flight segment (or "leg"), expressed as base fare with no taxes.
Mileage	The mileage for this flight leg (in miles).
Buttons on the Sales Query - Itinerary tab are:

OK	Saves any modifications you have made to this sale and returns you to the main Sales Query screen. If you are making changes to fields shown on more than one tab, it is only necessary to click on the OK button once; do not select this option after you have modified each tab individually.
Cancel	Exits from the current sale without saving any changes you have made on any tab. You will be returned to the main Sales Query screen.


Reference: Cash Receipts Query
TravCom for Windows
Reference: Cash Receipts Query

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The Cash Receipts Query screen is divided into two sections. The fields at the top of the window are used to enter the criteria for the cash receipts you want to query and the fields at the bottom of the window are used to display the cash receipts which match your selected criteria.

Search fields on the Cash Receipts Query screen are:

Receipt From	Radio buttons that allow you to select the source of the cash receipt you want to query. Select from: • Client - search cash receipts from clients only, posted via Posting - Accounts Receivable - Cash Receipts. • Vendor - search cash receipts from vendors only, posted via Posting - Accounts Receivable - Cash Receipts. • Commissions - search cash receipts posted via Posting - Accounts Receivable - Commission Receipts. This includes hotel and car commissions posted against Vouchers. • Miscellaneous - search cash receipts posted directly against the General Ledger (without association to any client or vendor account), posted via Posting - Accounts Receivable - Cash Receipts. • Search All - include all of the above sources in the search criteria.
Receipt Type	Radio buttons that allow you to specify the type of receipt you want to query. Select from: • Cash/Check • In House Charge • ATM
Client/ Vendor No.	If you have selected Client in the Receipt From field, enter the client account number you want to query, or select it from the drop down list. If you have selected Vendor or Commissions in the Receipt From field, enter the vendor account number you want to query, or select if from the drop down list. If you have selected Miscellaneous or Search All in the Receipt From field, this field will be disabled. This field is optional. For example, if you are querying a check to determine which client or vendor account it was posted to, you can enter the check number (in the next field, Check No.) without specifying an account in this field.
Check No.	If you have selected Cash/Check in the Receipt Type field, enter the check number you want to query. This field searched the Check Number field as entered during cash receipts postings. You must enter the check number exactly as it was entered in Cash Receipts posting. For example CASH or MO123456 or 1250. If you have selected In House Charge in the Receipt Type field, enter the credit card account number you want to query. You must enter the credit card number exactly as it was entered in Cash Receipts posting. For example, VI4128333444555666. If you have selected ATM in the Receipt From field, this field is disabled. This field is optional. For example, if you are querying payments made by a particular account during the month of June, you can enter the client account in the Client No. field, then the date range (in the next fields, Search From/To) without specifying a check number in this field. The drop down list will display all cash receipts which match the remaining criteria already entered for this search. Cash/Checks are referenced by their check number (or credit card number), cash account, client/vendor account or "miscellaneous" name, posting date and amount.
Search From/To	Allows you to enter a date range to search. TravCom will display only cash receipts posted between the dates you enter here.
This Branch Only	If your version of TravCom supports multi-branching capability you can query all branches or only the branch you are currently signed into (as shown on the Status Bar at the bottom of the screen). If you want to see all cash receipts posted in all branches, make sure this check box is marked.
Since the Cash Receipts fields affect the accounting functions in TravCom, none of the fields displayed on this screen can be changed in Cash Receipts Query. To modify a cash receipt you must reverse the posting (post a negative cash receipt) and re-post the receipt correctly.

Display fields on the Cash Receipts Query screen are:

Receipt From	The client or vendor account number and name, or if the cash receipt was from a "Miscellaneous" source, the name as entered during the cash receipt posting.
Check No.	The check number of this cash receipt as entered during the cash receipt posting. If the receipt was an In House Charge payment, the credit card account number will be displayed here.
Branch	The branch to which this receipt was posted. This field appears only if your version of TravCom supports multi-branching.
Posting Date	The date on which the receipt was posted into TravCom.
Amount	The total amount and the currency of the receipt.
Bank Account	The general ledger cash account to which the receipt was posted.
Invoices	The invoice number(s) and amount(s) against which this receipt was posted.
G/L Distribution	The general ledger account number(s) and amount(s) against which this receipt was posted.
Buttons on the Cash Receipts Query screens are:

Search	Once you have entered your search criteria, this option instructs TravCom to search the Cash Receipts database for matching records. If more than one matching record is found TravCom displays the matching receipts by check number, cash account, name, posting date and amount. Double-click on the receipt you want to display or highlight the receipt and click on Select. If you do not see the cash receipt you want to view, click on the Cancel button to return to the Cash Receipts Query screen.
Quit	Exits the query function and returns you to the main menu. This button is only displayed when no cash receipt is selected.
Reverse	Reverses the cash receipt to the original invoices or G/L accounts it was posted against. For information on how to reverse a cash receipt see How to Reverse a Cash Receipt.
OK	Exits the displayed cash receipt and returns you to the main Cash Receipts Query screen. This button is only displayed when a cash receipt has been selected.


Reference: Cash Disbursements Query
TravCom for Windows
Reference: Cash Disbursements Query

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Since the Cash Disbursements fields affect the accounting in TravCom, none of the fields displayed on this screen can be changed in Cash Disbursements Query. To modify a Cash Disbursement you must void the check (using the Void Check option in Posting - Accounts Payable - Checks) and re-post it correctly.

Fields on the Cash Disbursements Query screen are:

Check No.	Enter the check number you want to query.
This Branch Only	If your version of TravCom supports multi-branching capability you can query all branches or only the branch you are currently signed into (as shown on the Status Bar at the bottom of the screen). If you want to see all checks posted in all branches, make sure this check box is marked.
Payee	The client or vendor account number and name, or if the check was to a "Miscellaneous" source, the name as entered during the cash disbursement posting.
Branch	The branch to which this check was posted. This field appears only if your version of TravCom supports multi-branching.
Address	The address to which the check was sent, if entered during the check posting.
Posting Date	The date on which the check was posted into TravCom.
Bank Account	The general ledger cash account against which the check was posted.
Amount	The total amount and the currency of the check.
Invoices	The invoice number(s) and amount(s) against which this check was posted.
Expenses	The general ledger account number(s) and amount(s) against which this check was posted.
Buttons on the Cash Disbursements Query screen are:

Search	Once you have entered your search criteria, this option instructs TravCom to search the Cash Disbursements database for matching records. If more than one matching record is found TravCom displays the matching checks by check number, cash account, payee name, posting date and amount. Double-click on the check you want to display or highlight the check and click on Select. If you do not see the check you want to view, click on the Cancel button to return to the Cash Disbursements Query screen.
Quit	Exits the query function and returns you to the main menu. This button is only displayed when no cash disbursement is selected.
OK	Exits the displayed cash disbursement and returns you to the main Cash Disbursements Query screen. This button is only displayed when a cash disbursement has been selected.


Reference: Sales Posting: Header Information
TravCom for Windows
Reference: Sales Posting: Header Information

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The first screen in Sales posting is used to enter general information about the sale you will be posting, such as the client account to be affected, invoice number and product code.

Fields on the Sales - Header information screen are:

Client Number	The client number to which this sale applies. Enter the client number or sort key, or select from the drop-down list. For multi-branch agencies, only clients associated with the current branch will be displayed (as defined in the Client File on the Branches tab).
Department	If the client type is Corporate or Government (as defined in the Client File on the Marketing tab) you can specify a department in this field.
Division	For agencies with the Divisional option activated (as defined in Files - Setup - System Customization) specify the agency division to which this sale applies.
Invoice No.	The next available invoice number appears automatically, but can be changed. Accept the invoice number TravCom has suggested or enter the invoice number you wish to use (for example, the invoice number assigned by your reservation system). You can add transactions to an invoice number which has already been used for this client. When you print an invoice, however, all transactions which use this invoice number will appear on a single printed invoice. The √ button next to the invoice number field will set the next default invoice number to the number entered. For more information on how to set the next default invoice number see How to Specify the Next Invoice Number.
Invoice Date	The date on which the invoice is being prepared for the client. The default is today's date but can be changed. This is the date TravCom will use when printing your reports, including client sales reports, management reports and the A.R.C. report. The date used for the A.R.C. report may be changed in Files - Queries - Sales. This date does not affect the accounting period this sale will be posted to (see "Next Month" below).
Next Month	If you want to move the sales and cost of sales (or commission income) entries into the next fiscal month select this check box. For example, if you are posting an invoice for February 6 and you have not closed January you would select this box. If this sales transaction belongs in the accounting month listed at the bottom of your screen leave this check box blank.
Booking Date	The date on which the booking was made (the date the PNR was created).
Description	A description of the sale transaction. It is recommended that you enter the passenger name in this field, in the same format you would use in your reservation system (e.g. SMITH/TOM).
Balance	The balance from the client's account (display only).
Currency	If your agency has multiple currencies set up (in Files - Setup - Currencies), enter the currency for this transaction.
Product Code	The product code which describes the product or service for this sale (for example, A.R.C., Tour, Cruise, etc...). This field controls whether a document should appear on a periodic sales report (such as A.R.C. or TAF reports). It also allows or disallows access to post a check in the accounts payable window.
Tax Rate Code	If you have VAT or PST, enter the rate code to be used for tax calculations. This defaults to the rate code associated with the product code in Files - Setup - Product Codes, but can be changed.
Carrier/ Ticket No.	The validating airline number and ticket number.  For sales involving any product code which is a "controlled document" (such as A.R.C.), the ticket number is mandatory and must be in the correct format. For product codes not set as controlled documents (such as Tours), the Ticket No. field is free format and can be used for any purpose (such as confirmation or booking number).  For other product codes that are set as controlled documents you must enter the control number (ticket/document) exactly as specified in the product code table. For A.R.C. sales enter the airline code or number, or select the correct airline from the drop-down list. Then enter the 10-digit ticket number - do not enter the check digit. If you are entering an A.R.C. sale with conjunctive tickets, enter the first 10-digit ticket number followed by the last two digits of the last conjunct ticket number.  For example 364512312324. This will show as ticket # 24 conjuncted with 23 on the A.R.C. report. NOTE: If the Product Code indicates that this is a controlled document (such as A.R.C.) and the ticket number has already been posted, TravCom displays the message Ticket already posted when you click on Next>>. You cannot continue posting until you change the Ticket No. field.
	If you are attempting to refund, resubmit or adjust a ticket that has already been posted, do not enter the sale as a new sale. Instead, select the appropriate option from the main Sales Posting screen.
IATA Number	The IATA number associated with this sale. This field defaults to the first (main) IATA number for the current branch. To change this select from the drop down list.
E-Ticket	Electronic Ticketing indicator. Mark this check box if this sale is an E-ticket.
Exchange	Exchange ticket indicator. Mark this check box if this transaction is an exchange.
Exchanged For	Original ticket number indicator. If this ticket is an exchange then the original ticket number can be entered here.
Record Locator	The PNR record locator from your reservation system. This is optional, but helps you cross-reference the sale to the appropriate CRS transaction.
Buttons on the Sales - Header Information screen are:

Repeat Sale	Allows you to duplicate all of the fields for a previously posted sale. This option is normally used if you must manually post several sales which are alike. This button is only available when you do not have a specific sale already on the screen. You cannot repeat a sale marked Adjustment or Void in the Sale Type field.
Adjust a Sale	Allows you to access a previously posted sale in order to modify any field(s). This option is used to make corrections to sales that have been posted incorrectly. For example, if a client decides to change the form of payment on a ticket after you have posted interface records you would use this option to modify the form of payment on the posted sale(s). This button is only available when you do not have a specific sale already on the screen. You cannot adjust a sale marked Adjustment or Void in the Sale Type field.
Refund a Sale	Allows you to access a previously posted sale in order to refund part or all of the sale amount. This option is used to post refunds and partial refunds of both A.R.C. and non-A.R.C. sales. When you refund a sale, both the sale and the refund will appear on client and management reports, according to the invoice date on each transaction. If you do not want either transaction to appear on reports, use Void Ticket/ Invoice instead.  This button is only available when you do not have a specific sale already on the screen. You cannot refund a sale marked Adjustment, Void or Refund in the Sale Type field.
Void Ticket/Invoice	Allows you to access a previously posted sale in order to void the sale. When you select this option you will not be allowed to modify any field in the posted sale. Although TravCom for Windows maintains the record that the sale was posted and reversed, neither transaction will appear on any client or management reports. Use caution when voiding any transaction from a previous period! If you void a transaction from a previous accounting month or A.R.C. period, you must re-print all relevant client and management reports, as the calculated figures will have been modified. It is strongly recommended that you use the Refund a Sale option instead when the transaction will affect a closed A.R.C. or accounting period. This option is also used to record tickets and invoices that have not been entered into TravCom and have been spoiled. For Example, when an agent validates a handwritten document incorrectly and voids the ticket before it is entered into the PNR and interfaced. This button is only available when you do not have a specific sale already on the screen. You cannot void a sale marked Adjustment or Refund in the Sale Type field, or a transaction that has already been voided.
Resubmit	Allows you to access a previously posted and submitted A.R.C. ticket sale and re-post it for resubmission on the current A.R.C. Report. When you select this option you will be able to modify any field on the original posting except the client account number. This button is only available when you do not have a specific sale already on the screen. You cannot resubmit a sale marked Adjustment, Void or Refund in the Sale Type field.
Quit	Exits the Sale function and returns you to the main menu. This button is only available when you do not have a specific sale already on the screen.
Cancel	Cancels the sale you have begun and returns you to a blank main Sales posting screen. This button is only available when you have entered a client account number to begin a new sale or have selected a previously posted sale via one of the options described above.
<<Back	Returns you to the previous Sales posting screen. This button is displayed but disabled on this screen, as there are no previous screens to return to.
Next>>	Takes you to the next Sales posting screen. This button is only available when you have entered a client account number to begin a new sale or have selected a previously posted sale via one of the options described above.
Post	Posts the sale you have entered. This button is only available when you have entered all mandatory fields for posting a sale. If you have selected a previously posted sale via one of the options described above, all fields will be copied from the original posting, and this option will be immediately enabled.
Print Invoice	Allows you to print an invoice for the transaction you are posting at this time. The invoice will include all transactions posted with this invoice number and will be printed when you exit the Sales posting function. See How to Print Invoices with Sales Posting  for further instructions or review the help topic Reference: Print Invoice for assistance with the dialog box displayed when you select this option. This button is only available when you have entered a client account number to begin a new sale or have selected a previously posted sale via one of the options described above.
Print Receipt	Allows you to print a receipt for any cash received for the transaction you are posting at this time. See How to Print a Cash Receipt for further instructions with the dialog box displayed when you select this option. This button is only available when you have entered a client account number to begin a new sale or have selected a previously posted sale via one of the options described above.


Reference: Sales Posting: Fares/Taxes
TravCom for Windows
Reference: Sales Posting: Fares/Taxes

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The Fares/Taxes screen in Sales posting is used to enter the sale amounts and tax breakdown.

Fields on the Sales - Fares/Taxes screen are:

Published Fare	This is the published fare for this sale, which will be reported on the A.R.C. report. Enter the base fare (not including taxes) as shown on the ticket or other documents.
Selling Fare	This field appears only if you have enabled the Consolidated/Discounted Tickets option in Files - Setup - System Customization.  The Selling Fare defaults to the amount entered as the Published Fare. If the price you are charging the client is different from the published price, enter the base fare (not including taxes) that the client is being charged.
Tax 1	Dollar amount for the first tax field. Note that the type of tax (US, XF, XT, etc...) is not referenced in the field.
Tax 2	Dollar amount for the second tax field. Note that the type of tax (US, XF, XT, etc…) is not referenced in the field.
Tax 3 or VAT	Dollar amount for the third tax field. Note that the type of tax (US, XF, XT, etc...) is not referenced in the field. If you have VAT or PST taxes, enter the VAT here.
PST	Dollar amount for the PST field. This field only appears if you have enabled the PST option (in Files - Setup - VAT Setup).
Net Amount	The total of Published Fare (or Selling Fare if different from the Published Fare) + Tax 1 + Tax 2 + Tax 3 is calculated and displayed.
Penalty	If any penalty amount applies enter the dollar amount here.
Gross Amount	The Net Amount + Penalty is calculated and displayed. This is the amount that the customer will be charged for this sale.
Buttons on the Sales - Fares/Taxes screen are:

Cancel	Cancels the sale you have begun and returns you to a blank main Sales posting screen.
<<Back	Returns you to the previous Sales posting screen.
Next>>	Takes you to the next Sales posting screen. This button is only available when you have entered all mandatory fields on this screen.
Post	Posts the sale you have entered. This button is only available when you have entered all mandatory fields for posting a sale. If you have selected a previously posted sale via one of the options described above, all fields will be copied from the original posting, and this option will be immediately enabled.
Print Invoice	Allows you to print an invoice for the transaction you are posting at this time. The invoice will include all transactions posted with this invoice number and will be printed when you exit the Sales posting function. See How to Print Invoices with Sales Posting for further instructions, or review the help topic Print Invoice for assistance with the dialog box displayed when you select this option.
Print Receipt	Allows you to print a receipt for any cash received for the transaction you are posting at this time. See How to Print a Cash Receipt for further instructions with the dialog box displayed when you select this option. This button is only available when you have entered a client account number to begin a new sale or have selected a previously posted sale via one of the options described above.


Reference: Sales Posting: Forms of Payment
TravCom for Windows
Reference: Sales Posting: Forms of Payment

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The Payment Information screen in Sales posting is used to the client's method of payment for the sale. If the client is paying with cash or check, or with a credit card account that you will deposit to your own merchant depository account, you may also enter the payment receipt on this screen to close the client's invoice and place the payment on your bank deposit slip.

Fields on the Sales - Payment Information screen are:

C/C Number	The client's credit card number. This field appears only if the form of payment is Credit Card or In House Charge.
Payment Currency	The currency in which the payment is made. This field appears only if you have set up multiple currencies in Files - Setup - Currencies and the form of payment is Cash/Check, In House Charge or ATM. It defaults to the currency of the sale but can be changed.
Bank Account	The G/L bank account being used to receive cash for this sale. This field appears only if the form of payment is Cash/Check, In House Charge or ATM. A check mark button ( · ) appears next to the G/L bank account name. This lets you save the current bank account as the default for this posting function. If you click on this TravCom displays The default sales posting cash account has been set to xxxxxx (where xxxxxx is the account number and name). Click on OK to acknowledge the change.
Amount Paid	Total amount paid. This field appears only if the form of payment is Cash/Check, In House Charge or ATM. If the client is not paying in full and does not have sufficient credit available for this sale (as entered in the Client File), you will be prompted for the Credit Password before you can continue posting the sale. See Reference: Setup - Passwords for more information on the Credit Password.
Bank Number/ Reference	If TravCom is to print your deposit slip for you and you must show the bank number (ABA number) on the printout, enter it here. If you do not need the ABA number printed on the deposit slip you may use this field for any other reference purpose. This field appears only if form of payment is Cash/Check.
Check Number	The check number printed on the check. This field appears only if form of payment is Cash/Check. If this field is blank or text is entered, the entry is assumed to be cash and will not print detailed information on the deposit slip.
Invoice Description	A brief description to be printed on reports. This field appears for all forms of payment and defaults to the Description as entered on the General Information screen. For A.R.C. sales (product code 0) this field shows the ticket numbers and the passenger's name.
Due Date	The date payment is due from the client. If the invoice already exists, this defaults to the established due date. Otherwise it defaults to the Invoice Date.
Buttons on the Sales - Payment Information screen are:

Cancel	Cancels the sale you have begun and returns you to a blank main Sales posting screen.
<<Back	Returns you to the previous Sales posting screen.
Next>>	Takes you to the next Sales posting screen.
Post	Posts the sale you have entered. This button is only available when you have entered all mandatory fields for posting a sale. If you have selected a previously posted sale via one of the options described above, all fields will be copied from the original posting, and this option will be immediately enabled.
Print Invoice	Allows you to print an invoice for the transaction you are posting at this time. The invoice will include all transactions posted with this invoice number and will be printed when you exit the Sales posting function. See How to Print Invoices with Sales Posting  for further instructions, or review the help topic Print Invoice for assistance with the dialog box displayed when you select this option.
Print Receipt	Allows you to print a receipt for any cash received for the transaction you are posting at this time. See How to Print a Cash Receipt for further instructions with the dialog box displayed when you select this option. This button is only available when you have entered a client account number to begin a new sale or have selected a previously posted sale via one of the options described above.


Reference: Sales Posting: Commissions
TravCom for Windows
Reference: Sales Posting: Commissions

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The Commission Information screen in Sales posting is used to enter the commission for this transaction. If your agency is in a country that uses VAT or PST, you can also enter the VAT and PST on the commission.

Fields on the Sales - Commission Information screen are:

Commission Percentage	If commission is calculated as a percentage of the sale, enter the percentage here. Do not enter a negative percentage. TravCom calculates the amount and displays it in the next field.
Commission Amount	If commission is a set dollar amount, enter the amount in this field. TravCom will calculate the percentage of the fare that this represents. If you entered a percentage in the previous field, the amount is automatically calculated and displayed. (For a refund enter a negative commission amount.)
VAT/PST on Commission	If you have VAT or PST, this is automatically calculated based on the VAT formula in Files - Setup for the product code used but can be changed.
Net Cost	Calculated as the Gross amount – Commission amount  (– VAT and/or PST on Commission if relevant).
Net Fare and  Value Code	These fields appear only if your agency uses Net Fares, as defined in Files - Setup - System Customization. Net Fares are not used in the United States. Agencies in the U.S. should not enable this function or use these fields. If a net net fare agreement applies to this sale, enter one of the following formats: • to enter the additional commission amount due you, type in the additional commission and Value Code "K." • to enter an additional commission percent, type in the percentage and Value Code "C." • to enter the Net Net Fare, type in the true net amount and no Value Code.
Commission Earned	The actual commission earned on this sale is calculated and displayed and cannot be changed.  If your agency uses consolidated/discounted fares (as defined in Files - Setup - System Customization) this is calculated from the Selling Fare, not the Published Fare.
Buttons on the Sales - Commission Information screen are:

Cancel	Cancels the sale you have begun and returns you to a blank main Sales posting screen.
<<Back	Returns you to the previous Sales posting screen.
Next>>	Takes you to the next Sales posting screen.
Post	Posts the sale you have entered. This button is only available when you have entered all mandatory fields for posting a sale. If you have selected a previously posted sale via one of the options described above, all fields will be copied from the original posting, and this option will be immediately enabled.
Print Invoice	Allows you to print an invoice for the transaction you are posting at this time. The invoice will include all transactions posted with this invoice number and will be printed when you exit the Sales posting function. See How to Print Invoices with Sales Posting  for further instructions, or review the help topic Print Invoice for assistance with the dialog box displayed when you select this option
Print Receipt	Allows you to print a receipt for any cash received for the transaction you are posting at this time. See How to Print a Cash Receipt for further instructions with the dialog box displayed when you select this option. This button is only available when you have entered a client account number to begin a new sale or have selected a previously posted sale via one of the options described above.


Reference: Sales Posting: Agents and Outside Sales Agents
TravCom for Windows
Reference: Sales Posting: Agents and Outside Sales Agents

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The Agent Information screen in Sales posting is used to enter the booking, ticketing and outside sales agents related to this transaction.

Fields on the Sales - Agent Information screen are:

Booking Agent	The agent who booked this sale. This defaults to the agent associated with this client in the Client File, but can be changed.
Ticketing Agent	The agent who ticketed this sale. This defaults to the booking agent, but can be changed.
O/S Agent 1 and O/S Agent 2	If one or more outside sales agents were involved in this sale, identify them here. This defaults to the outside agent(s) associated with this client in the Client File, but can be changed.
Commission	If you specified an outside sales agent, the commission percentage and amount to be paid to the agent are displayed. This is based on the percentage stored in the client file (or in the vendor file if no value is stored in the client file)  times the commission earned.  If the agent is to be paid a different percentage or dollar amount for this transaction, type in the correct percentage or amount.
Gross/Net Commission	These fields are automatically calculated. Net Commission is calculated as Gross Commission – O/S Commissions.
Buttons on the Sales - Agent Information screen are:

Cancel	Cancels the sale you have begun and returns you to a blank main Sales posting screen.
<<Back	Returns you to the previous Sales posting screen.
Next>>	Takes you to the next Sales posting screen. This button is only available when you have entered all mandatory fields on this screen.
Post	Posts the sale you have entered. This button is only available when you have entered all mandatory fields for posting a sale. If you have selected a previously posted sale via one of the options described above, all fields will be copied from the original posting, and this option will be immediately enabled.
Print Invoice	Allows you to print an invoice for the transaction you are posting at this time. The invoice will include all transactions posted with this invoice number and will be printed when you exit the Sales posting function. See How to Print Invoices with Sales Posting  for further instructions, or review the help topic Print Invoice for assistance with the dialog box displayed when you select this option.
Print Receipt	Allows you to print a receipt for any cash received for the transaction you are posting at this time. See How to Print a Cash Receipt for further instructions with the dialog box displayed when you select this option. This button is only available when you have entered a client account number to begin a new sale or have selected a previously posted sale via one of the options described above.


Reference: Sales Posting: Vendors
TravCom for Windows
Reference: Sales Posting: Vendors

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The Accounts Payable screen in Sales posting is used to enter the vendor account information for this transaction. If you are entering a non-A.R.C. sale you may also post and print an agency check to the vendor for this transaction.

Fields on the Sales - Accounts Payable screen are:

Vendor Number	The vendor number associated with this sale. You can enter the number or sort key, or select from the drop down list.
Primary Product Code	Product Code for this sale. This defaults to the product code which you previously defined for this sale.  NOTE: This is the product code which determines the General Ledger accounting to be performed for this sale. For example, use this for an MCO or Tour Order to show that the sale should be considered Tour Income/Tours Cost of Sales, even though it is an A.R.C. document.
Comm. Client Number	This field appears only if the Form of Payment for this sale was Credit Card and the sale is for a product code not listed as "controlled" in Files - Setup - Product Codes. If you want commissions due on credit card sales to appear on your Accounts Payable (negative balances on the vendor accounts), leave this field blank.  If you want these commissions to appear on your Accounts Receivable, TravCom will enter the Commission Client number that you have specified in the Vendor File for the vendor entered above. This will cause TravCom to transfer the commission from the Vendor account on the Accounts Payable to the Vendor's Accounts Receivable account number. For more information on the Commission Client field, see Reference: Vendor Maintenance - Accounting Tab .
Comm. Due	The amount of commission you are expecting from the vendor. This field appears only if the Form of Payment was defined as Credit Card and is display only.
A/P Amount	This field appears only if the Form of Payment for this sale was Cash/Check. This is the amount to be paid to the vendor.
Due Date	The invoice date appears by default but can be changed to the date on which you need to pay the vendor or expect to receive the commission. This date is used to age the invoice on the Aged Schedule of Accounts Payable or Accounts Receivable.
Post Check Now?	A check box which lets you define whether or not you want to post the payment immediately.  This check box appears only if the Form of Payment was Cash/Check, In House Charge or ATM, and the Product Code (not Primary Product Code) is not listed as controlled. CAUTION: If you check this box you will be posting a cash disbursement. This means that you must hand-write the check (or have already) or enable the Print Check button. If you do not want to create a cash disbursement at this time, leave the "Post Check Now?" box blank.
The following fields are only available if "Post Check Now?" has been marked.

Print Check?	If you want to print a check for the vendor, select this check box. When you post, a Print Checks window will display an actual image of the check and check stub, and will allow you to make changes to the check before printing it. If you use handwritten checks, leave this box blank.
Check Currency	The currency code for the check being posted. It will default to the currency in which the sale is being posted but can be changed. This field appears only if you have set up multiple currencies in Files - Setup - Currencies.
Bank Account	The first bank account listed as a Cash Account (from Files - General Ledger - Cash Accounts tab) is entered by default. If you have multiple currencies, the first bank account in the specified currency will be displayed.  A check mark button ( · ) appears next to the G/L bank account name. This lets you save the current bank account as the default for this posting function. If you click on this, TravCom displays The default sales posting checking account has been set to xxxxxx (where xxxxxx is the account number and name). Click on OK to acknowledge the change.
Check Number	The number printed on the check. This defaults to the next available check number defined for this cash account. For handwritten checks you must enter the number to be posted. The √ button next to the check number field will set the next default check number to the number entered. For more information on how to set the next default check number see How to Specify the Next Check Number.
Check Amount	The amount printed on the check. This defaults to the A/P Amount previously defined on this window, but can be changed. If you enter a lesser amount, the remaining balance stays on the payable account for future disbursement.
Buttons on the Sales - Accounts Payable screen are:

Cancel	Cancels the sale you have begun and returns you to a blank main Sales posting screen.
<<Back	Returns you to the previous Sales posting screen.
Next>>	Takes you to the next Sales posting screen. This button is only available when you have entered all mandatory fields on this screen.
Post	Posts the sale you have entered. This button is only available when you have entered all mandatory fields for posting a sale. If you have selected a previously posted sale via one of the options described above, all fields will be copied from the original posting, and this option will be immediately enabled.
Print Invoice	Allows you to print an invoice for the transaction you are posting at this time. The invoice will include all transactions posted with this invoice number and will be printed when you exit the Sales posting function. See How to Print Invoices with Sales Posting  for further instructions, or review the help topic Print Invoice for assistance with the dialog box displayed when you select this option.
Print Receipt	Allows you to print a receipt for any cash received for the transaction you are posting at this time. See How to Print a Cash Receipt for further instructions with the dialog box displayed when you select this option. This button is only available when you have entered a client account number to begin a new sale or have selected a previously posted sale via one of the options described above.


Reference: Sales Posting: Sales Reporting Fields
TravCom for Windows
Reference: Sales Posting: Sales Reporting Fields

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The Sales Reporting screen in Sales posting is used to enter information to be used on Corporate Clients' reports and other internal analysis reports.

Fields on the Sales - Sales Reporting screen are:

Transaction Code	A single-character field for any reporting purpose. Transaction codes need not be defined anywhere within TravCom.
Routing Code	A two-character field for any reporting purpose. Routing codes need not be defined anywhere within TravCom.
Reference Fare	Depending on the client's reporting needs, this can be the full coach (Y) fare or the highest fare paid on this routing, including taxes, based on the corporate client's travel policies. The fare entered here is used to calculate the "Savings" amount for corporate reporting.
Low Fare	The lowest possible fare for the booked itinerary.
Exception Code	The exception code for this sale, defining why the passenger did not take the Low Fare. The drop down list shows those codes which are part of this client's Exception Codes Group.
Purchase Order	If the customer supplies a purchase order number you can enter it here.
GSA Number	The Government Service Authorization, a contract number required by government accounts.
Free Fields	Free format fields (maximum 100 fields) which can appear on custom reports. Each field is shown in the window separated by a slash. To see all fields or to add or change fields, click on the "..." button.
No. of Passengers	Number of passengers for the transaction.
Buttons on the Sales - Sales Reporting screen are:

Cancel	Cancels the sale you have begun and returns you to a blank main Sales posting screen.
<<Back	Returns you to the previous Sales posting screen.
Next>>	Takes you to the next Sales posting screen.
Post	Posts the sale you have entered. This button is only available when you have entered all mandatory fields for posting a sale. If you have selected a previously posted sale via one of the options described above, all fields will be copied from the original posting, and this option will be immediately enabled.
Print Invoice	Allows you to print an invoice for the transaction you are posting at this time. The invoice will include all transactions posted with this invoice number and will be printed when you exit the Sales posting function. See How to Print Invoices with Sales Posting  for further instructions, or review the help topic Print Invoice for assistance with the dialog box displayed when you select this option.
Print Receipt	Allows you to print a receipt for any cash received for the transaction you are posting at this time. See How to Print a Cash Receipt for further instructions with the dialog box displayed when you select this option. This button is only available when you have entered a client account number to begin a new sale or have selected a previously posted sale via one of the options described above.


Reference: Sales Posting: Itinerary
TravCom for Windows
Reference: Sales Posting: Itinerary

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The Itinerary screen in Sales posting is used to enter air itinerary information.

Fields on the Sales - Itinerary screen are:

Departure City	The departure city code.
Arrival City	The arrival city code.
Airline Flown	The 2-letter airline code.
Flight Number	The flight number for this segment.
Class	The class of service flown (for example, Y, J, etc…).
Departure Date	The date of departure. Format can be DDMMM (such as 16APR) or MMDDYY (such as 041697). Dashes and slashes are accepted. TravCom converts the date to a MM/DD/YY format.
Departure Time	Time of departure. Format can be 24-hour clock, or 12-hour clock with A (for a.m.) and P (for p.m.). For example, 1700 or 0500P. TravCom converts the time to 12 hour clock with A or P indicator.
Arrival Date	The date of arrival for this flight. Format can be DDMMM (such as 16APR) or MMDDYY (such as 041697). Dashes and slashes are accepted. TravCom converts the date to a MM/DD/YY format.
Arrival Time	Time of arrival. Format can be 24-hour clock, or 12-hour clock with A (for a.m.) and P (for p.m.). For example, 1700 or 0500P. TravCom converts the time to 12 - hour clock with A or P indicator.
X/O	X for connection, O for stopover.
D/I	D for Domestic travel, I for International travel.
Fare Basis	The fare basis code.
Leg Price	The price of this flight segment (or "leg"), expressed as base fare with no taxes.
Mileage	The mileage for this flight leg (in miles).
Buttons on the Sales - Itinerary screen are:

Cancel	Cancels the sale you have begun and returns you to a blank main Sales posting screen.
<<Back	Returns you to the previous Sales posting screen.
Next>>	Takes you to the next Sales posting screen.
Post	Posts the sale you have entered. This button is only available when you have entered all mandatory fields for posting a sale. If you have selected a previously posted sale via one of the options described above, all fields will be copied from the original posting, and this option will be immediately enabled.
Print Invoice	Allows you to print an invoice for the transaction you are posting at this time. The invoice will include all transactions posted with this invoice number and will be printed when you exit the Sales posting function. See How to Print Invoices with Sales Posting  for further instructions, or review the help topic Print Invoice for assistance with the dialog box displayed when you select this option.
Print Receipt	Allows you to print a receipt for any cash received for the transaction you are posting at this time. See How to Print a Cash Receipt for further instructions with the dialog box displayed when you select this option. This button is only available when you have entered a client account number to begin a new sale or have selected a previously posted sale via one of the options described above.


Reference: Sales Posting: General Ledger
TravCom for Windows
Reference: Sales Posting: General Ledger

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The General Ledger screen in Sales posting can be used to override accounting to be posted for this transaction. Normally, the general ledger accounts to be affected are determined by the Primary Product Code entered on the Accounts Payable screen, and the fields on this screen will automatically be filled in for you.

CAUTION: Changing the general ledger accounts shown on this screen will modify the way the transaction will appear on your Financial Statement but will not alter the transaction as it appears on statistical reports.

There are two tabs on the General Ledger screen, each displaying the same fields.

Fields on the Sales - General Ledger screen are:

Account	The general ledger account number to be affected by this transaction. On the Income Distribution tab, this will be the account shown in the Income field for the specified Product Code. On the Expense Distribution tab, this will be the account shown in the Expense field for the specified Product Code.
Description	The name of the general ledger account entered in the Account field. This field is for display only cannot be changed on this screen.
Amount	The amount to be posted to the income or expense account. This amount may include or exclude any taxes on this transaction, as specified on the Files - Setup - System Customization tab.
Buttons on the Sales - General Ledger screen are:

Cancel	Cancels the sale you have begun and returns you to a blank main Sales posting screen.
<<Back	Returns you to the previous Sales posting screen.
Next>>	Takes you to the next Sales posting screen. This button is displayed but disabled on this screen as there are no further screens in Sales posting.
Post	Posts the sale you have entered. This button is only available when you have entered all mandatory fields for posting a sale. If you have selected a previously posted sale via one of the options described above, all fields will be copied from the original posting, and this option will be immediately enabled.
Print Invoice	Allows you to print an invoice for the transaction you are posting at this time. The invoice will include all transactions posted with this invoice number and will be printed when you exit the Sales posting function. See How to Print Invoices with Sales Posting  for further instructions, or review the help topic Print Invoice for assistance with the dialog box displayed when you select this option.
Print Receipt	Allows you to print a receipt for any cash received for the transaction you are posting at this time. See How to Print a Cash Receipt for further instructions with the dialog box displayed when you select this option. This button is only available when you have entered a client account number to begin a new sale or have selected a previously posted sale via one of the options described above.


Reference: Accounts Receivable Invoice Posting
TravCom for Windows
Reference: Accounts Receivable Invoice Posting

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The A/R Invoices function is used to enter charges to a client account that do not represent sales transactions, to adjust client invoice balances, and to write off open client invoices. For example, posting late charges to client accounts that are not paid by their due date, and posting bad debts.

Fields in A/R Invoices are:

Client No.	The client account number you wish to charge or credit. Enter the client number or sort key, or select from the drop-down list.
Currency	If your agency has multiple currencies set up (in Files - Setup - Currencies), enter the currency for this invoice.
Invoice No.	The next available invoice number appears by default, but can be changed. If you are posting a new invoice, you can accept the default invoice number or enter any alpha-numeric invoice number you wish to use. If you enter an invoice number which has already been posted for this client or select an existing invoice from the drop-down list, the existing invoice and balance are displayed beside the Invoice No. field. The √ button next to the invoice number field will set the next default invoice number to the number entered. For more information on how to set the next default invoice number see How to Specify the Next Invoice Number.
Invoice Date	The invoice date that should appear on Accounts Receivable reports. This date may be changed here. If this is a new invoice today's date appears by default. If this is an existing invoice, the date already shown on the invoice will be displayed.
Due Date	The date on which you expect to receive payment from the client. This date may be changed here.  If this is a new invoice today's date appears by default. If this is an existing invoice, the due date already shown on the invoice will be displayed.
Description	A free format description of the charge. If this is an existing invoice, the passenger name and ticket number (if an A.R.C. sale) will be displayed.
Product Code	The Product Code which defines the product or service for which you are charging the client. The most common choices are Miscellaneous or Service Fee. TravCom uses the Product Code table to determine what G/L account to use for Accounts Receivable.
Agent No.	The agent number associated with this transaction.
O/S Agent No.	If this transaction is associated with an outside sales agent, enter the O/S agent vendor number here.
Net Amount	The amount being charged to the client (excluding VAT/PST if applicable). Enter a positive amount to charge a client, a negative amount to credit a client.
VAT and PST Amounts	If you have VAT or PST, this is automatically calculated based on the formula defined in Files - Setup.
Next Month	Check this box if you want the accounting to be posted to the next fiscal month.
Balance Forward	This field is used to record outstanding invoices and credits on a client account during your agency's initial conversion to TravCom. This tells TravCom to create the invoice to the client account without affecting the general ledger in any way. If you have marked this box you cannot post this entry as Next Month. When you post Balance Forward entries, your Accounts Receivable detail will be out of balance with the A/R general ledger account until you load General Ledger beginning balances as described in How to Post General Ledger Beginning Balances .
G/L Distribution Fields

Branch	If your version of TravCom supports multi-branch capability and you have created the proper cross-branch clearing account (in Files - General Ledger - Posting Accounts tab), you may enter a branch to post this income or expense to.
Account	The G/L account number to which all or part of this invoice amount is being applied. Enter the G/L number or sort key or choose from the drop-down list.
Division	For agencies with the Divisional option activated (as defined in Files - Setup - System Customization) specify the agency division to which this invoice applies.
Description	The description (name) of the general ledger account is displayed so that you can verify you have selected the correct account.
Amount	The invoice amount is automatically entered for you. You may accept this amount or enter a different amount and proceed to the next line to enter other G/L account numbers (if you wish to distribute this invoice to several accounts).
Buttons on the A/R Invoices screens are:

Cancel	Cancels the invoice you have begun and returns you to a blank A/R Invoices screen.
<<Back	Returns you to the previous A/R Invoices screen. This button is displayed on both the main invoice information screen and the general ledger distribution screen but is not available on the invoice information screen, as there is no previous screen to return to.
Next>>	Takes you to the next Sales posting screen. This button is displayed on both the main invoice information screen and the general ledger distribution screen but is not available on the general ledger distribution screen as there are no further screens in A/R Invoices.
Post	Posts the invoice you have entered. This button is only available when you have entered all mandatory fields for posting an invoice and the transaction is in balance.
Print Invoice	Allows you to print an invoice for the transaction you are posting at this time. The invoice will include all transactions posted with this invoice number and will be printed when you exit the A/R Invoices function. See How to Print Invoices with Accounts Receivable Invoice Posting  for further instructions, or review the help topic Print Invoice for assistance with the dialog box displayed when you select this option.


Reference: Cash Receipts Posting
TravCom for Windows
Reference: Cash Receipts Posting

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The Cash Receipts Posting function is used to enter payments from clients, vendors, and other miscellaneous sources. Do not use Cash Receipts to post commissions received from hotel and car rental chains if you are posting vouchers in TravCom for Windows: use Commission Receipts to post payments against hotel and car rental vouchers.

Cash receipts from clients can also be entered in Sales posting, when manually posting sales transactions. Be careful not to post receipts that have already been posted in the Sales posting function.

Fields in Cash Receipts are:

Receipt From	Select the type of cash receipt: Client, Vendor or Miscellaneous. • Select Client if you want to affect an Accounts Receivable account. This includes commissions from tour and cruise companies if you use the Commission Client field. • Select Vendor if you want to affect an Accounts Payable account. This includes refunds and commissions from tour and cruise companies if you do not use the Commission Client field. • Select Miscellaneous if you want to post the cash receipt to the general ledger without affecting any client or vendor account(s).
Client No./Vendor No./Name	This field varies depending on the type of cash receipt you are posting, Client, Vendor or Miscellaneous. Use it to identify the exact source of the cash receipt. For a client or vendor, enter the account number or sort key, or select from the drop-down list. For miscellaneous, enter a free format name or reference. Prints on the Cash Receipts Summary Report.
Balance	If this is a client or vendor cash receipt, TravCom displays client or vendor balance after you press t or click on any other field.
Payment Information Fields

Currency	If your agency has multiple currencies set up (in Files - Setup - Currencies), enter the currency for this transaction.
Bank Account	The bank account into which you are depositing this cash. This defaults to the first bank account for this currency, but you can select another account using the drop-down list. A check mark button ( · ) appears next to this field. This lets you save the current bank account as the default for this posting function. If you click on this, TravCom displays The default cash receipts account has been set to xxxxx (where xxxxx is the account number and name). Click on OK to acknowledge the change.
Posting Date	The date on which you want the cash receipt to show that it was posted.
Form of Payment	Select the form of payment for this sale: Cash/Check, In House Charge, or ATM. This defaults to the FOP used in the last cash receipt you posted. The rest of the fields on this screen vary depending on what form of payment you selected. All possible fields are described below.
Check No.	The check number printed on the check. This field appears only if form of payment is Cash/Check. If this field is blank, or text is entered, the entry is assumed to be cash and will not print detailed information on the deposit slip.
Bank No./ Reference	If TravCom is to print your deposit slip for you and you must show the bank number (ABA number) on the printout, enter it here. If you do not need the ABA number printed on the deposit slip you may use this field for any other reference purpose. This field appears only if form of payment is Cash/Check.
Card No.	This field appears only if Form of Payment is In House Charge. Enter the credit card number.
Amount	Total amount received (enter a negative amount if you are posting a reversal - an NSF check or correction).
Next Month	If you want to post all accounting to the next fiscal month instead of the current month, check this box. If this transaction belongs in the accounting month listed at the bottom of your screen leave this check box blank. Note that if you check this box, all subsequent Cash Receipts postings will have this box checked by default. The default is only reset to blank if you change it or exit from Cash Receipts posting.
Proof	This field displays the Amount of the cash receipt which has not yet been applied to A/R, A/P or G/L. This is display only, and cannot be changed.
Invoice Distribution Fields

Invoice Distribution fields are only displayed if you are posting a cash receipt from a client or vendor.

Invoice	The invoice number to which all or part of the cash receipt is being applied. You can enter a previously posted invoice number, a new invoice number, or select from the drop-down list or Tag list.
Date	The invoice date for the selected invoice is displayed.
Description	The description for the selected invoice is displayed.
Amount	The full amount of the invoice is displayed. You can change this amount if the client overpaid or partially paid this invoice.
G/L Distribution Fields

Branch	The Branch affected by this Cash Receipt. This field appears only if your version of TravCom supports multi-branch capability and cross-branch posting has been set up (in Files - General Ledger - Posting Accounts).
Account	The General Ledger account(s) to which the cash receipt is being applied. You may enter as many account numbers as required to properly distribute this receipt.
Division	For agencies with the Divisional option activated (as defined in Files - Setup - System Customization) specify the agency division to which this cash receipt applies.
Description	The description for the selected G/L account. This is displayed to allow you to confirm that you have selected the correct account, and cannot be changed on this screen.
Amount	The amount being distributed to each G/L account. This can be a positive or negative value.
Buttons on the Cash Receipts screens are:

Drop Deposit	Tells TravCom that you have completed a deposit slip. You may also verify or select which posted cash receipts should be included on a deposit slip. This is only available when no cash receipt is being posted (before a client or vendor number has been entered).
Reverse Cash	Opens up the Cash Receipts Query screen where you can search for a cash receipt previously posted and reverse it. For more information on reversing a cash receipt see How to Reverse a Cash Receipt.
Cancel	Cancels the cash receipt you are working on.
<<Back	Go back to the previous screen for this receipt. This is only available on the Invoice and General Ledger Distribution screens.
Next>>	Go to the next screen. This is only available once you have completed the client or vendor number on the first screen.
Post	Posts this cash receipt. This is only available when the total invoice and G/L distribution amounts are equal to the cash receipt amount.
Tag	Displays all of the open invoices on a client or vendor account and allows you to tag as many as you wish to post at this time. This button appears on the Invoice Distribution screen only.
Oldest	Automatically applies the cash received against outstanding invoices, starting with the oldest. This button appears on the Invoice Distribution screen only.


Reference: Commission Receipts Posting
TravCom for Windows
Reference: Commission Receipts Posting

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The Commission Receipts function is used to enter commissions received from hotel and car rental companies. Do not use Commission Receipts to post commissions received from tour and cruise companies and for which transactions have been posted via Sales posting. Posting a Sale will generate an open invoice on Accounts Payable or Accounts Receivable and must be posted via Cash Receipts instead.

Fields in Commission Receipts are:

Currency	If your agency has multiple currencies set up (in Files - Setup - Currencies), enter the currency for this commission check.
Bank Account	The bank account into which you are depositing this receipt. This defaults to the first bank account for this currency, but you can select another account from the drop-down list. The check mark button ( · ) appears next to this field. This lets you set the current bank account as the default cash account for this posting function. This default does not need to be the same as Cash Receipts Posting. If you click on this, TravCom displays The default commission receipts account has been set to xxxxx (where xxxxx is the account number and name). Click on OK to acknowledge the change.
Posting Date	The date on which you want the commission receipt to show that it was posted.
Check No.	The number printed on the vendor's check. This field will print on the deposit slip.
Bank No./ Reference	If TravCom is to print your deposit slip for you and you must show the bank number (ABA number) on the printout, enter it here. If you do not need the ABA number printed on the deposit slip you may use this field for any other reference purpose. This will print on the bank deposit slip.
Amount	The total amount of the commission payment. This will be displayed in the Proof field.
Next Month	If you want to post all accounting to the next fiscal month instead of the current month, check this box. If this transaction belongs in the accounting month listed at the bottom of your screen leave this check box blank. Note that if you check this box, all subsequent Commission Receipts postings will have this box checked by default. The default is only reset to blank if you change it or exit from Commission Receipts posting.
Voucher Distribution Fields

Voucher No.	The voucher number of the current voucher for tracking and reporting purposes.
Branch No.	If your version of TravCom supports multiple branching, this field will show the branch to which the current voucher was posted. If there is no voucher on the screen, the current branch will be displayed.
Conf. No.	Free format field (alpha-numeric) for the confirmation number. This will be automatically stored with each voucher booking transferred from your reservation system.
Client Name	Free format field for the name of the person who made this hotel or car booking. If the client account name is different from the traveler's name, this should be the traveler's name (last name/first name).
Division	For agencies with the Divisional option activated (as defined in Files - Setup - System Customization) this is the agency division to which this voucher was posted.
Product Code	The product code which describes the product or service for this voucher (hotel or car rental). If this is a new entry, the default will be the product code for Hotels.
Rate Code	If you have VAT or PST, this will be the tax rate code for tax calculations. This defaults to the rate code associated with the product code in Files - Setup - Product Codes, but can be changed. For example, if this is a hotel commission check in USD, then the commission is VAT or PST exempt, and you could override the rate code so that the commission taxes are not calculated.
Status	The two status check boxes allow you to indicate if the reservation was cancelled or non-commissionable. If a voucher is marked non-commissionable or cancelled it will be removed from the voucher list when the receipt is posted.
Comm. Pct	The commission percentage for this voucher.
Comm. Amt	The commission amount for this voucher. This is calculated as the Voucher total X the Comm. percent.
VAT/PST on Comm.	If you have VAT or PST, this will be the taxes due on the commission amount. These figures are calculated on the rate code associated to the product code Files - Setup - Product Codes, but can be changed.
Voucher Total	The original total of the voucher will be re-calculated, based on the Comm. Amt and Comm. Pct. fields.
Agent No.	The agent number for this booking. You must enter the agent number if you want productivity and statistics stored for reporting purposes.
O/S Agent No.	If an outside agent was involved, use this field to identify the agent's vendor number. You must enter this if you want TravCom to track the commissions due the outside agent and if you want to update productivity and statistics for reporting purposes.
O/S Commission	This field is only active if a number is entered in O/S Agent No. field. The commission percentage stored in the outside agent vendor file is displayed by default but can be changed.
O/S Invoice No.	This field is only active if a number is entered in O/S Agent No. field. The invoice number defaults to the number assigned to the voucher but can be changed. This invoice will update the vendor payable account for the outside sales agent.
Buttons in Commission Receipts Posting are:

Drop Deposit	Tells TravCom that you have completed a deposit slip. You may also verify or select which posted cash receipts should be included on a deposit slip. This is only available when no cash receipt is being posted (before a vendor number has been entered).
Reverse Cash	Opens up the Cash Receipts Query screen where you can search for a cash receipt previously posted and reverse it. For more information on reversing a cash receipt see How to Reverse a Cash Receipt.
HCC Reconciliation	Allows you to reconcile an electronic copy (on diskette) of your HCC payment with vouchers posted in TravCom. This is only available after a vendor number has been entered.
Cancel	Cancel the commission receipt you are working on.
<< Back	Go back to the previous screen for this receipt. This is only available on the Voucher Distribution screen.
Next >>	Go to the next screen. This is only available once you have completed the vendor number on the Payment Information screen.
Post	Post this commission receipt. This is only available when the total amount distributed to vouchers is equal to the commission receipt amount.
Find Vouchers	Displays all open vouchers for this vendor or all vendors and allows you to select the vouchers to be paid by this receipt.
New Voucher	Clears the voucher screen so that you can post commission without creating a voucher. This is only available after voucher have been selected for this commission receipt.
Remove Voucher	Removes an incorrectly selected voucher from the current receipt posting. The voucher remains in the database as open and available for future reconciliations. This is only available after vouchers have been selected for this commission receipt.
Tag All	Allows you to select all open vouchers displayed on the Find Vouchers search screen.
Untag All	Allows you to de-select all vouchers on the Find Vouchers search screen.


Reference: Late Fee Posting
TravCom for Windows
Reference: Late Fee Posting

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The Late Fee Posting function is used to automatically post late fees to selected clients with overdue invoices. Only clients with the Allow Late Fees check box selected in Client Maintenance will have late fees posted. Late fees are posted based on a user defined percentage of the total amount of past due invoices. An edit list is available to allow you to review the invoices which will be posted. Also, hard copies of the invoices can be printed if you wish to send them to the clients.

Fields in Late Fee Posting are:

Calculate late fees of xxx %	The percentage of the total amount of past due invoices to post as the late fee.
on balances xxx days or older	The number of days an invoice must be past due before considering whether or not to apply a late fee to it.
Ignore charges less than	Allows you to keep from posting late fees less than the entered amount. For example, you might not want to post a late fee of $1.00 or less.
Late fees product code	The product code to apply the late fee against. This controls the A/R and Income G/L accounts that are affected.
Using invoice number	The invoice number to use to post the late fee. This will default to LFmmyy where mm is the current fiscal month and yy is the year.
Print invoices	Check this box if you would like to print an invoice to the clients for each late fee posted.
Buttons in Late Fee Posting are:

Edit List	Prints a list of all late fees that will be posted. This list can be used to determine if any of the selection fields above should be modified to exclude any of the late fees that will post.
Post	Posts the late fees. After the late fees are posted the invoices will be printed if desired.
Branches	For multi-branch systems, allows you to select which branches should be included when calculating overdue invoices.
Quit	Exits the Late Fees posting function and returns you to the main menu.


Reference: Voucher Posting
TravCom for Windows
Reference: Voucher Posting

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Voucher Posting is used to post hotel and car rental booking that were not received via interface, and to modify bookings already entered into TravCom for Windows.

Fields in on the Voucher Posting screen are:

Search by	Radio buttons which Allow you to select the field by which you want to search for posted hotel and car rental vouchers. Select the voucher number, vendor number, client account number, or client (traveler name).
Search for	Allows you to enter the criteria you want TravCom to display, based on the selection shown in the Search by field.
Open Vouchers only	Tells TravCom to display only vouchers for which commission is outstanding.
From/To Invoice Date	Allows you to enter a range of dates for when the voucher was posted when searching for existing vouchers.
From/To Departure Date	Allows you to enter a range of dates for when the hotel/car booking was completed when searching for existing vouchers.
Voucher No.	For posted vouchers, the voucher number used for the booking. For vouchers received through interface as part of an invoice record, the voucher number will be the invoice number.
Confirmation No.	For posted vouchers, the confirmation or booking number used for the booking.
Vendor	For posted vouchers, the vendor number against which the voucher was posted.
Vendor Name	For posted vouchers, the name of the vendor (property).
Client Name	For posted vouchers, the traveler's name.
Invoice Date	For posted vouchers, the date the voucher was posted.
Arrival Date	For posted vouchers, the arrival date used for the booking.
Departure Date	For posted vouchers, the departure date used for the booking.
Status	For posted vouchers, the current status of the voucher, This will show Open, Paid, Non-commissionable, or Canceled.
Buttons on the Voucher Posting screen are:

Quit	Exits the Vouchers function and returns you to the main menu.
Select	Displays all detail for the highlighted voucher.
New Voucher	Displays a blank General Information tab, allowing you to enter a new hotel or car rental booking.
Delete	Deletes all highlighted vouchers in the display.


Reference: Voucher Posting: General Information
TravCom for Windows
Reference: Voucher Posting: General Information

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The General Information tab in Vouchers is used to enter a voucher number for tracking purposes and the property name and address, client account and traveler name.

Voucher No.	The number of the voucher you are adding, changing, deleting, or reviewing. When transferring hotel and car rental bookings from the reservation system, TravCom will automatically assign the invoice number as the Voucher Number. Note that the Voucher No. is not necessarily unique to each voucher. TravCom allows you to have multiple vouchers with the same number. For example, for a traveler who has booked both a car and a hotel on the same itinerary.
Confirmation No.	The confirmation number provided by the hotel or car rental company.
Vendor No.	The vendor number representing the chain to which this property belongs.
Chain Code	The car or hotel chain code (such as HH for Hilton or ZD for Budget).
Address	The property address. If the voucher is transferred via Interface and the vendor address is stored in the PNR then that address will appear here. If no address is stored in the PNR then the address entered in the Vendor File will be inserted here.
Phone No.	The property telephone number.
Client No.	The client account used for the passenger booking the hotel/car.

NOTE: When you enter a client number, the client file name appears automatically. To make effective use of the name search be sure to change this to the passenger name.

Department	If the Client No. entered above is a corporate or government client who has separate departments set up in the client file, the passenger's department is entered here.
Buttons on the Vouchers - General Information tab are:

Post	Posts the currently displayed voucher. This posts a new voucher into the Vouchers database or updates a previously posted voucher with modifications you have just made. Posting a voucher or modifying a previously posted voucher does not affect the general ledger balances.
Cancel	Cancels the voucher you have begun or escapes out of the previously posted voucher you have displayed, without saving any modifications.
Delete	Deletes the displayed voucher. The booking will no longer appear on any corporate or statistical reports.


Reference: Voucher Posting - Voucher Information
TravCom for Windows
Reference: Voucher Posting: Voucher Information

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The Voucher Information tab in Vouchers is used to enter information such as the number of rooms or cars being booked, the number of days (nights) or weeks being booked, and the agent booking the transaction.

Invoice No.	When attached to an interfaced accounting record, this will be the invoice number to which this booking was attached. If this is a manual entry enter the voucher number or an invoice number in this field.
Invoice Date	The actual date of booking or invoicing used for corporate reporting purposes.
Division Number	For agencies with the Divisional option activated (as defined Files - Setup - System Customization), the agency division for this voucher.
Agent No.	The agent who booked this transaction. This information is used for statistical tracking and reporting, and to update productivity when commission is received.
O/S Agent	If an outside sales agent was responsible for this transaction, enter the outside sales agent number here. This information is used for statistical tracking and reporting, to update productivity and the outside agent vendor payable when commission is received.
Arrival/Depart Date	The arrival and departure dates for this booking. The departure date should be the hotel departure date or the car drop-off date. TravCom will use the Arrival/Depart dates in combination with the Number of Items and Daily Rate to determine the total value for the voucher.
No. of Days/Weeks	The number of days or weeks the hotel or car will be used. This is calculated from the arrival and departure dates but can be overwritten.
Nbr of Items	The number of hotel rooms or cars being booked.
Nbr of People	The number of people in the booking.
Product Code	The product code for this booking. This should be the product code for either Hotels or Cars. This code will be used to determine the General Ledger account for income when commission is received against this voucher.
City Code	The city code for this booking (for example, SFO for San Francisco).
Car/Room Type	A 5 character free format field used it to identify the car or room type for this booking. This field will print on the voucher and corporate reports, so use your standard hotel/car type codes or plain language for the client. The reservation codes are transferred automatically when the booking is received via Interface.
Free Fields	Free fields or comments to print on the voucher. If TravCom does not have a pre-defined field for an element of data you want to store for your corporate or statistical reports you can use a free field. This field can then be entered into your reservation system PNR or manually updated (here or in Interface - Edit Data). You can enter up to 100 free fields, separating each free field with a slash. For example, to enter 12345 as free field #1 and  SPECIAL RATE as free field #2, enter 12345/SPECIAL RATE. Instructions for entering free field information into the PNR are given in Chapter 5, Interface with your Reservation System of your TravCom for Windows manual.
Buttons on the Vouchers - Voucher Information tab are:

Post	Posts the currently displayed voucher. This posts a new voucher into the Vouchers database or updates a previously posted voucher with modifications you have just made. Posting a voucher or modifying a previously posted voucher does not affect the general ledger balances.
Cancel	Cancels the voucher you have begun or escapes out of the previously posted voucher you have displayed, without saving any modifications.
Delete	Deletes the displayed voucher. The booking will no longer appear on any corporate or statistical reports.


Reference: Voucher Posting: Amounts/Status
TravCom for Windows
Reference: Voucher Posting: Amounts/Status

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The Voucher Amounts/Status tab is used to enter the daily or weekly booking rate, commission, and if required, a rack rate and low rate for corporate reporting.

Fields on the Vouchers - Voucher Amounts/Status tab are:

Currency	If your agency has multiple currencies set up (in Files - Setup - Currencies) the currency in which this booking was quoted. If the booking was made in a currency that you do not normally use (one not set up in the Currency file) TravCom will use your default currency.
Rate	The Daily or Weekly rate for this booking.  For example, if this voucher is for 2 hotel nights at a daily rate of $98.00, enter 98.00 and make sure the Daily radio button is selected.
Voucher Total	The total expected value of this booking.  This is calculated as: Rate x Number of Items x Number of days/weeks (as determined by the No. of Days/Weeks shown on the Voucher Information tab) You can modify the amount if required.
Comm Pct./ Comm Amt	The commission percent defaults to the percentage entered in the vendor file. If commission is paid as a percentage of voucher total, enter the percentage here. The commission amount will be automatically calculated and displayed in the next field. If commission is to be paid as a set dollar amount rather than a percentage, leave the Comm Pct field blank and enter the dollar amount in the Comm Amt field.
Reference Rate	If you do corporate reporting for this client, you can enter a reference rate, usually the standard rack rate. The voucher rate appears here by default.
Low Rate	If you do corporate reporting for this client, you can record the lowest possible rate available for this booking, based on the corporate client's travel policies. The voucher rate appears here by default.
Exception Code	If you do corporate reporting for this client, you can enter an exception code to define why the lowest rate was not taken for this booking. Exception codes are defined in Files - Setup - Exception Codes and referenced to individual clients in their Client File record.
Status	The status of the voucher, used mainly to review or update previously stored records:  • Open - commission is due to your agency for this booking. • Paid - commission has been paid to your agency for this booking and posted in Commission Receipts. • Cancelled - this booking has been cancelled by the client. • Non - Commissionable - no commission was due for this booking (for example, a government booking). Hotel and Car reservation records transferred via Interface and which include /NOCOMM in the free flow remarks will be automatically marked as non-commissionable.
Payment Information	If the Status of this voucher is Paid, the following fields become active. These fields are updated from the Commission Receipts function and can be used as an audit reference, or you can update them manually to mark and clear previously paid vouchers: • Date Paid - the date on which the commission was paid (cash received) to the agency. • Check No. - the Check number for the commission payment received. • Amount - the amount of commission received for this voucher. Changing the status and amount received (commission paid) in Posting - Accounts Receivable - Vouchers does not update your statistical reports. These fields can be used to stop vouchers from appearing on Open Voucher reports and the Commission Follow-up Letters. However, to update the Agent Productivity Report, Agent Commission Statements and Outside Agent Commissions Payable you must post the commission receipt to this voucher through Posting - Accounts Receivable - Commission Receipts.
Buttons on the Vouchers - Amounts/Status tab are:

Post	Posts the currently displayed voucher. This posts a new voucher into the Vouchers database or updates a previously posted voucher with modifications you have just made. Posting a voucher or modifying a previously posted voucher does not affect the general ledger balances.
Cancel	Cancels the voucher you have begun or escapes out of the previously posted voucher you have displayed, without saving any modifications.
Delete	Deletes the displayed voucher. The booking will no longer appear on any corporate or statistical reports.


Reference: Accounts Payable Invoice Posting
TravCom for Windows
Reference: Accounts Payable Invoice Posting

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The A/P Invoices function is used to enter charges from a vendor that do not represent sales transactions, to adjust vendor invoice balances, and to write off open vendor invoices. For example, posting operating expense and writing off an A.R.C. discrepancy.

Fields in A/P Invoices are:

Vendor No.	The vendor account number you wish to charge or credit. Enter the vendor number or sort key, or select from the drop-down list.
Currency	If your agency has multiple currencies set up (in Files - Setup - Currencies), enter the currency for this invoice.
Invoice No.	Enter the invoice number you want to post. Every transaction must have an invoice number. If the bill you are posting is not already assigned an invoice number you can use any alpha-numeric invoice number you choose. If you enter an invoice number which has already been posted for this vendor or select an existing invoice from the drop-down list, the existing invoice and balance are displayed beside the Invoice No. field.
Invoice Date	The invoice date that should appear on Accounts Payable reports. This date may be changed here. If this is a new invoice today's date appears by default. If this is an existing invoice, the date already shown on the invoice will be displayed.
Due Date	The date on which payment is due the vendor. This date may be changed here.  If this is a new invoice today's date appears by default. If this is an existing invoice, the due date already shown on the invoice will be displayed.
Description	A free format description of the charge. If this is an existing invoice, the description already entered will be displayed.
Agent No.	The agent number associated with this transaction, if appropriate. This field is for reference and does not give the agent productivity credit for this invoice.
O/S Agent No.	If this transaction is associated with an outside sales agent, enter the O/S agent vendor number here. Referencing an O/S agent here will not set up a payable when the invoice is posted.
Product Code	The Product Code which defines the product or service for which you are being charged. From the standard Product Code table, the most common choice is Miscellaneous. TravCom uses the Product Code table to determine what G/L account to use for Accounts Payable.
Tax Rate Code	If you have VAT or PST this will be the tax rate code for tax calculations. This defaults to the rate code associated with the above Product Code, as entered in Files - Setup - Product Codes, but can be changed.
Net Amount	The amount due the vendor. Enter a positive amount to show you owe the vendor, a negative amount if the vendor owes you.
VAT and PST Amounts	If you have VAT or PST, this is automatically calculated and displayed based on the tax rate code entered above.
Apply Against…	If you have VAT or PST this is the actual general ledger account for the commission VAT collected or the tax credit. Select Tax In if this is a VAT Tax Credit. This is the default selection. Select Tax Out if this is VAT Tax Collected.
Next Month	Check this box if you want the accounting to be posted to the next fiscal month. For example, if you are posting next month's rent bill this allows you to create the invoice before the current month is closed, but still have the expense reflected on Next month's Profit and Loss Statement. If this transaction belongs in the accounting month listed at the bottom of your screen leave this check box blank.
Balance Forward	This field is used to record outstanding invoices and credits on a vendor account during your agency's initial conversion to TravCom. This tells TravCom to create the invoice to the vendor account without affecting the general ledger in any way. If you have marked this box you cannot post this entry as Next Month. When you post Balance Forward entries, your Accounts Payable detail will be out of balance with the A/P general ledger account until you load General Ledger beginning balances as described later in this chapter.
G/L Distribution Fields

Branch	If your version of TravCom supports multi-branch capability and you have created the proper cross-branch clearing account (in Files - General Ledger - Posting Accounts tab), you may enter a branch to post this income or expense to.
Account	The G/L account number to which all or part of this invoice amount is being applied. If a general ledger expense account has been specified in the vendor record TravCom will automatically enter it at this time. If no general ledger account has been specified in the vendor record TravCom will automatically enter the expense account associated with the Product Code you selected (as shown in Files - Setup - Product Codes). You can accept this account or enter another G/L number or sort key, or choose from the drop-down list.
Division	For agencies with the Divisional option activated (as defined in Files - Setup - System Customization) specify the agency division to which this invoice applies. This field is only active if the G/L account entered is an Income or Expense account.
Description	The description (name) of the general ledger account is displayed so that you can verify you have selected the correct account.
Amount	The invoice amount is automatically entered for you. You may accept this amount or enter a different amount and proceed to the next line to enter other G/L account numbers (if you wish to distribute this invoice to several accounts).
Buttons in A/P Invoices are:

Cancel	Cancel the invoice you are working on.
<< Back	Go back to the previous screen for this invoice. This is only available on the General Ledger Distribution screen.
Next >>	Go to the next screen. This is only available on the first screen and you have completed the vendor number and invoice number.
Post	Post this invoice. This is only available when the invoice and G/L distribution amounts are equal.


Reference: Check Posting
TravCom for Windows
Reference: Check Posting

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The Checks function is used to enter cash disbursements to vendors, clients, and miscellaneous others.

Payee	Select the type of payee for this check; Vendor, Client or Miscellaneous.
Vendor No./ Client No./Name	This field varies depending on the Payee type you selected. Use it to identify the exact payee for the check. For a client or vendor, enter the account number or sort key, or select from the drop-down list. For Miscellaneous checks, enter a free format name. This will appear on the check in the "Pay to the order of" area.
Balance	The current balance of the client or vendor account. This field does not appear for Miscellaneous checks.
Address	The address of the payee. For a vendor or client, the address information stored in the vendor or client file appears automatically. These fields are blank for a Miscellaneous check. Change or enter the address as required.
Currency	If your agency has multiple currencies set up (in Files - Setup - Currencies), enter the currency for this check. When you select a foreign currency from the drop-down list the system will change the bank account number to the first account listed for that currency in the Files - General Ledger - Cash Account table.
Bank Account	The G/L bank account against which this check is written.  A check mark button ( · ) next to this field This lets you save the current bank account as the default for this posting function. If you click on this TravCom displays The default check posting account has been set to xxxxx (where xxxxx is the account number and name). Click on OK to acknowledge the change.
Posting Date	The date on which you want the check to show that it was posted.
Check No.	The next available number stored in the Files - General Ledger - Cash Accounts is displayed. For handwritten checks, you must increment this manually. For check printing, the numbers will automatically increment. You cannot proceed until a check number has been entered. The √ button next to the check number field will set the next default check number to the number entered. For more information on how to set the next default check number see How to Specify the Next Check Number.
Print Check	Indicate whether or not you want TravCom to print a check for you. If this is a handwritten check leave this box blank. If you want TravCom to print this check mark this check box. Review the help topic Print Checks for assistance with the dialog box displayed when you select this option.
Next Month	If you want to post all accounting to the next fiscal month instead of the current month, check this box. If this transaction belongs in the accounting month listed at the bottom of your screen leave this check box blank.
Check Amount	This field will be blank until you complete the Invoice Distribution screen. The net amount of invoice(s) to be paid will generate the check amount.
Invoice Distribution Fields

Invoice	The invoice number(s) you are paying with this check.
Date	The due date.
Description	The invoice description is displayed.
Amount	The amount you are paying on this invoice.
A/R or A/P	This field indicates whether or not the invoice came from or is being applied to Accounts Payable or Receivable. An X indicates the invoice will affect A/P or A/R. This field does not appear if you are posting a "Miscellaneous" check.
Check Amount	The amount of the check to be posted. This is the total of all the invoices you have selected or created. It cannot be changed without modifying one or more invoices.
Unapplied Invoices	This will show the amount of invoices that have yet to be distributed to A/P or general ledger accounts. This amount must be disbursed to G/L accounts (or the invoice(s) marked to A/R or A/P) before TravCom will allow you to post. The value of this field will normally be zero unless you create a new invoice.
G/L Distribution Fields

Branch	The branch affected by this check. This field appears only if your version of TravCom supports multi-branch capability and cross-branch posting has been set up (in Files - General Ledger - Posting Accounts tab).
Account	The general ledger account(s) to which the check is being applied. You may enter as many account numbers as required to properly distribute this payment.  If this check is to a vendor, the general ledger number entered as a default for this vendor (in Files - Vendors - Accounting tab) will be displayed but can be changed.
Division	For agencies with the Divisional option activated (as defined in Files - Setup - System Customization) specify the agency division to which this disbursement applies.
Description	The description for the selected general ledger account. This is displayed to allow you to confirm that you have selected the correct account, and cannot be changed on this screen.
Amount	The amount to be distributed to each general ledger account. This can be a positive or negative value.
Buttons in Checks are:

Quit	Exits the Checks posting function and returns you to the main menu.
Void Check	Voids (reverses) a previously posted check or record a check that had not been posted, but has been voided (a "spoiled" document).
Auto Check Writing	Allows you to post and/or print checks for all vendors and invoices marked for payment. For more information on Automatic Check Writing see How to Use Automatic Check Writing.


Reference: Automatic Check Writing
TravCom for Windows
Reference: Automatic Check Writing

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The Automatic Check Writing function allows you to select a batch of accounts payable invoices to be paid automatically. There are 5 options for selecting and paying invoices:

•	Select Invoices - This option allows you to select invoices to be paid. The invoices can be selected manually or automatically by the system. You can narrow the selection down by entering a range of vendors and dates of invoices to be paid. When the list of open invoices is displayed you can the manually tag each invoice you would like to pay. If you would like to automatically select invoices then TravCom will select the invoices based on the Mark Payables setting in the Vendor file.

•	Deselect Invoices - This option will automatically clear all invoices which have been marked for payment.

•	Hold Invoices - This option is used to place invoices on hold so that you will not be able to automatically pay them. This is used when an invoice is being disputed and you do not want the system to mark it for payment.

•	Print Audit - This option will print an audit report of all invoices which have been marked for payment. The report is broken down by vendor with a total for each vendor.

•	Post Checks - This option allows you to post cash disbursements for each invoice that has been marked. Optionally, you can have TravCom print checks for each vendor.

Fields on the Select Invoices/Hold Invoices screen are:

From Vendor - To Vendor	A single or range of vendors to be used when displaying the list of open invoices. Only open invoices for vendors within this range will be displayed.
From Due Date - To Due Date	A range of dates to be used when displaying the list of open invoices. Only invoices with due dates within this range will be displayed.
Buttons on the Select Invoices/Hold Invoices screen are:

Auto Select	Automatically selects invoices based on the vendor and due date ranges, as well as the Mark Payables setting on each vendor's account.
Manual Select	Displays a list of all open invoices based on the vendor and due date ranges. Invoices can then be selected for payment by placing an X beside each invoice.
Fields on the Post Checks screen are:

From Vendor - To Vendor	Allows you to select a range of vendors to pay.
Vendor Types	Allows you to post/print checks only for vendors, outside sales agents, or both.
Cash Account	The cash account to write the checks out of.
Next Check No.	The next check in the printer. This field will automatically be incremented as each check is posted.
Check Date	The date to print on the checks.
Print Checks	Check this box if you would like TravCom to print the checks.


Reference: Recurrent Payments - Payment Info Tab
TravCom for Windows
Reference: Recurrent Payments - Payment Info Tab

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The Payment Information tab in Recurrent Payments is used to enter information about who you will pay regularly, what invoice number TravCom should use, and how the invoice is to be described in the database and on the check.

Fields on the Recurrent Payments - Payment Information tab are:

Payment Code	A unique transaction identifier for this recurrent payment. For example RENT or LOAN1.
Payment Group	A code used for posting groups of recurrent payments. You can define these groups any way you want, such as M for monthly, Q for quarterly, or 1 for payments due on the first of every month, etc. By assigning each recurrent payment to a group, you can control which payables to create each time you post recurrent payments. You can select an existing group, or create a new one in this field.
Vendor Number	The vendor to whom the recurrent payment is being made. TravCom will create a payable invoice for this vendor account when the recurrent payment is posted.
Invoice Number	The associated invoice number. You can enter a number or text, up to 15 characters. This is mandatory in order to be able to Update this record. If you want TravCom to automatically include the appropriate month and year as part of the invoice number, use the characters #####. For example, if you enter ##### RENT and the current month is Sept. 1997, TravCom will create invoice number SEP97 RENT when you post.
Description	A description for the recurrent payment, up to 30 characters. You can use the ##### entry as part of your description, as described above.
Product Code	The associated product code. This code will be used to determine the G/L payable accounts.
Buttons on the Recurrent Payments - Payment Information tab are:

Post	Posts a group or all groups of recurrent payments. This is only available when no recurrent payment is displayed on the screen (before a payment code has been entered).
Quit	Exits the Recurrent Payment function and returns you to the main menu.


Reference: Recurrent Payments - Payment Schedule Tab
TravCom for Windows
Reference: Recurrent Payments - Payment Schedule Tab

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The Payment Schedule tab in Recurrent Payments is used to enter the amount of the periodic payment, months during which the payment is due (for example, a monthly rent or quarterly tax payment), and the due date.

Fields on the Recurrent Payments - Payment Schedule tab are:

Months to Post	The months during which the recurrent payment should be posted. For example, if this payment is due quarterly you might mark March, June, September and December. If the payment is due every month you would mark all of the check boxes.
Last Month Posted	Indicates the last month for which the recurrent payment was posted. A zero in this field indicates that the recurrent payment has not yet been posted.
Day of Month Due	Enter the day (1-31) of the month on which payment is due. This becomes the due date of the invoice when posted.
Currency	If your agency has multiple currencies set up (in Files - Setup - Currencies), this is the currency in which payment is to be made.
Rate Code	If you have VAT or PST, this is the tax rate code for this payment (as defined in Files - Setup - VAT Setup). If you are using Recurrent Payments for employee salaries, use a rate code which indicates tax exempt.
Total Amount to Pay	The total amount owed. This is used to define the total amount owed on a bank loan or equipment purchase. For example, if this is not a loan or term commitment, leave this field blank. When the amount Paid equals the Total Amount to Pay TravCom will stop creating payable invoices based on this recurrent payment.
Amount Paid	The amount which has already been paid.
Recurrent Payment Amount	The amount to be invoiced each time you post this recurrent payment.
Total Number of Payments	If this payment is for a loan, this is the total number of payments to be made. This is a control feature which prevents you from making more payments than required. When the number of payments made reaches the Total Number of Payments, TravCom will stop creating payable invoices based on this recurrent payment.
Number of Payments Made	If this payment is for a loan, this is the number of payments already made. TravCom will automatically update this field each time you post the recurrent payment. When this number reaches the Total Number of Payments to be made, no more payable invoices will be created based on this recurrent payment.
Mark for Payment	Used only with Automatic Check Writing. This indicates whether or not the invoice should be paid the next time Automatic Check Writing is run.
Buttons on the Recurrent Payments - Payment Schedule tab are:

Update	Saves the recurrent payment you are working on, or save the modifications you have made.
Delete	Removes the displayed recurrent payment from your TravCom system.
Cancel	Cancels the recurrent payment or modifications you are working on.


Reference: Recurrent Payments - Expenses Tab
TravCom for Windows
Reference: Recurrent Payments - Expenses Tab

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The Expenses tab in Recurrent Payments is used to enter the general ledger distribution for the periodic payment.

Fields on the Recurrent Payments - Expenses tab are:

Branch	The branch to be affected by this recurrent payment. This field appears only if your version of TravCom supports multi-branch capability and cross-branch posting has been set up (in Files - General Ledger - Posting Accounts tab). The invoice will be created in the branch where the recurrent payment has been built but the related expense(s) can be distributed to any branch.
Account	The G/L account number to which all or part of this recurrent payment amount is being applied. You can enter a number or sort key, or choose from the drop-down list.  If a G/L number has been stored in the vendor file it will be displayed as the default but can be  changed.
Division	For agencies with the divisional option activated (as defined in Files - Setup - System Customization) this is the division to which this expense applies.
Description	The description for the selected general ledger account. This is displayed to allow you to confirm that you have selected the correct account, and cannot be changed on this screen.
Amount	The amount to be distributed to each account each time the recurrent payment is posted. This can be a positive or negative value. The total of the Amount column must equal the previously entered Recurrent Payment Amount before you can update this payment.
Buttons on the Recurrent Payments - Expenses tab are:

Update	Saves the recurrent payment you are working on, or save the modifications you have made.
Delete	Removes the displayed recurrent payment from your TravCom system.
Cancel	Cancels the recurrent payment or modifications you are working on.


Reference: Recurrent Payments - Post Dialog Box
TravCom for Windows
Reference: Recurrent Payments - Post Dialog Box

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Fields on the Recurrent Payments - Post dialog box are:

Payment Group	The group of invoices you want to post, as entered to each Recurrent Payment on the Payment Information tab. Enter a payment group code or leave this field blank to post all recurrent payments.
Post against next month	Check this box if you want the accounting to be posted to the next fiscal month. If these transactions belong in the accounting period displayed at the bottom of your screen leave this check box blank.
Buttons on the Recurrent Payments dialog box are:

Cancel	Cancels the posting of recurrent payments and returns you to the main Recurrent Payments screen.
Post	Posts the selected group of recurrent payments to the specified accounting period.


Reference: Debit/Credit Memo Posting
TravCom for Windows
Reference: Debit/Credit Memo Posting

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Fields on Debit/Credit Memos are:

Original Ticket	For a new posting, enter the original ticket number to which this debit or credit memo applies. To retrieve a previously posted memo, you can enter either the original ticket number or the document number you want to retrieve. Enter the ten (10) digit ticket number, not including the airline code or check digit. If the ticket was part of a conjunct, enter only the first ticket number. This is a mandatory field.

NOTE: If the debit/credit memo or commission recall has been issued for multiple tickets you must select one ticket number to reference on this posting. You can not post the same document multiple times, nor enter multiple original ticket numbers for a single posting.

Posting Date	The A.R.C. report period date that you want to apply this Debit/Credit memo to. The default is today's date but can be changed.
Issuing Carrier	The validating carrier number for this ticket. If the original ticket was posted in TravCom this will be completed for you. If the original ticket was not posted in TravCom enter the appropriate carrier code or select from the drop-down list.
Document No.	Enter the document number you are reporting. This is the number of the memo or A.A.D. Enter only the ten (10) digit document number, not including the airline code or check digit. This is a mandatory field.
Original Invoice	The invoice number for the original ticket. If you do not know the original invoice number  you can enter any invoice number you wish to use. If the original ticket was posted in TravCom this will be completed for you. This field is mandatory.
Product Code	Product code 0 appears by default. This field determines the Accounts Payable account that will be affected by this posting as well as the Periodic Sales Report on which this posting will appear. You may enter any product code defined as "controlled" (in Files - Setup - Product Codes tab).
Tax Rate Code	If you have VAT or PST this will be the tax rate code for tax calculations. This defaults to the rate code associated with the above Product Code, as entered in Files - Setup - Product Codes.
Amount	Enter the amount of the memo.

NOTE: Post Debit Memos and Recall Commissions as  positive amounts (you want to add to your Net Remit).

Post Credit Memos and Agent Automated Deductions (A.A.D.s) as negative amounts (you want to subtract from your Net Remit).

VAT and PST Amounts	If you have VAT or PST, this is automatically calculated and displayed based on the tax rate code entered above.
Next Month	Check this box if you want the accounting to be posted to the next fiscal month. If this memo belongs in the accounting month listed at the bottom of your screen leave this check box blank. For example, if it is Feb. 5 but you haven't completed your January month-end you would check this box to post this memo to February.
IATA No.	The IATA number for this memo. If you have STP locations this field controls which A.R.C. Report this document will be printed on. If the original ticket was posted in TravCom this will be completed for you.
Division No.	For agencies with the Divisional option activated (as defined in Files - Setup - System Customization) specify the agency division to which this memo applies.
Vendor No.	The vendor number associated with this memo. If the original ticket was posted in TravCom this will be completed for you.  If the original ticket was not posted in TravCom the A.R.C. vendor number is displayed by default but can be overwritten. For example, if you receive a debit memo for a Tour Order, you can enter the tour vendor's number to adjust the correct vendor year to date sales. This is a mandatory field.
Sales Agent	The sales agent associated with the ticket sale. If the original ticket was posted in TravCom this will be completed for you.
O/S Agent/ O/S Comm.	The outside sales agent(s) associated with this ticket sale, along with their commission percentage and amount.  If the original ticket was posted in TravCom this will be completed for you. Otherwise enter the outside agent number(s) that should be affected by this memo. These fields will update the Outside Agent Vendor payable account(s).
Buttons in Debit/Credit Memos are:

Quit	Exits the Debit/Credit Memo posting function and returns you to the main menu.
Post	Posts the document you have entered.


Reference: Adjust Journal Entries
TravCom for Windows
Reference: Adjust Journal Entries

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Fields in Adjust Journal Entries are:

Adjustment Type	Used to differentiate between Beginning Balances (opening balances on G/L accounts when you first start using TravCom) from other adjustments.
Proof	The amount of debits or credits required to balance the entry. The Proof is updated every time you enter an amount. Each month is listed separately; the proof for each month should equal zero (0.00) for all normal adjustments. The scroll bar at the right edge of the field allows you to move forward and backwards through the months shown.
Branch	If your version of TravCom supports multi-branch capability and you have set up cross-branch posting (in Files - General Ledger - Posting Accounts tab) you may specify a branch for each entry on this adjustment.
Multi-Branch	The Proof for each month in each branch should equal zero (0.00) for all normal adjustments. If you are posting a cross-branch adjustment you must enter the Cross-Branch Clearing general ledger account number (as specified in Files - General Ledger - Posting Accounts tab) and the offsetting balance to be posted to this account.
Account	The G/L account number you are adjusting. The description of this account will be displayed just above the Quit, Cancel and Post buttons so that you can verify you have selected the correct account.
Division	For agencies with the Divisional option activated (as defined in Files - Setup - System Customization) you may specify a division for each entry which affects an Income or Expense account. Assets, Liabilities and Capital accounts are not affected by Divisions (the system will default to Division 0000).
Description	A description for this adjustment. For example, "OPENING BALANCE," "FISCAL YEAR END ADJUSTMENT" or "FIRST QUARTER ADJUSTMENT PER CPA." This description will appear on general ledger detail reports such as the General Ledger Transactions Report and the General Ledger Posting Detail Report.
Month	The month to be affected by this adjustment. This may be the current month as shown at the bottom of your screen, next month, or any of the last 12 closed accounting periods.
Amount	The amount to be adjusted for this general ledger account. Debits are entered as positive values (to increase Asset or Expense accounts, or to decrease Liability, Capital or Income accounts). Credits are entered as negative values (to increase Liability, Capital and Income accounts, or to decrease Asset or Expense accounts). CAUTION: Do not post adjustments to Accounts Receivable, Accounts Payable or Cash (bank) accounts. Adjustments to the A/R or A/P accounts will adjust the G/L balance without affecting the client or vendor sub-ledger detail and will throw the general ledger out of balance with the client/vendor account totals. Adjustments to any bank account will not be reflected on the bank reconciliation or any cash receipts or disbursements reports. Deposits and checks can be manually added to the bank reconciliation function, but the reports will not be corrected.
Buttons in Adjust Journal Entries are:

Quit	Exits the Adjusting Journal Entries function and returns you to the main menu.
Cancel	Cancels the adjustment you are working on.
Post	Posts the adjustment you have entered.


Reference: Recurrent Journals
TravCom for Windows
Reference: Recurrent Journals

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The Recurrent Journals function is used to enter series of adjustments to the general ledger. These are adjustments which would remain constant and that you would post periodically, such as constant end of month adjustments.

Fields in the Recurrent Journals funciont are:

Posting Description	A unique transaction identifier for this recurrent journal set. For example MONTH-END or YEAR-END.
Posting Group	A code used for posting groups of recurrent journals. You can define these groups any way you want, such as M for monthly, Q for quarterly, or 1 for January adjustments, etc. By assigning each recurrent payment to a group, you can control which journal sets to post on a periodic basis. You can select an existing group, or create a new one in this field.
Last Month Posted	This field identifies what the last month was that the particular journal set was posted. This field defaults to 0 for a new journal set and is automatically incremented each time you post the journal set.
Months to Post	The months during which the recurrent journal set should be posted. For example, if this journal set is to be posted quarterly you might mark March, June, September and December. If the journal set is to be posted every month you would mark all of the check boxes.
Account	The G/L account number you wish to adjust. The description of this account will be displayed just above the Quit, Cancel and Post buttons so that you can verify you have selected the correct account.
Division	For agencies with the Divisional option activated (as defined in Files - Setup - System Customization) you may specify a division for each entry which affects an Income or Expense account. Assets, Liabilities and Capital accounts are not affected by Divisions (the system will default to Division 0000).
Description	A description for this adjustment. This description will appear on general ledger detail reports such as the General Ledger Transactions Report and the General Ledger Posting Detail Report.
Month	The month to be affected by this adjustment. This may be the current month as shown at the bottom of your screen or the next month
Amount	The amount to be adjusted for this general ledger account. Debits are entered as positive values (to increase Asset or Expense accounts, or to decrease Liability, Capital or Income accounts). Credits are entered as negative values (to increase Liability, Capital and Income accounts, or to decrease Asset or Expense accounts). CAUTION: Do not post adjustments to Accounts Receivable, Accounts Payable or Cash (bank) accounts. Adjustments to the A/R or A/P accounts will adjust the G/L balance without affecting the client or vendor sub-ledger detail and will throw the general ledger out of balance with the client/vendor account totals. Adjustments to any bank account will not be reflected on the bank reconciliation or any cash receipts or disbursements reports. Deposits and checks can be manually added to the bank reconciliation function, but the reports will not be corrected.
Buttons on the Recurrent Journals screen are:

Post	Posts a group or all groups of recurrent journal sets. This is only available when no recurrent journal set is displayed on the screen (before a posting description has been entered).
Quit	Exits the Recurrent Journals function and returns you to the main menu.
Fields on the Recurrent Journals - Post dialog box are:

Group	The group of journal sets you want to post, as entered in each Recurrent Journal set. Enter a group code or leave this field blank to post all recurrent journal sets.
Recurrent/Reversing Journal	This selects which type of journal you are posting. The Recurrent Journal option posts the journals exactly as they were built in the journal set. The Reversion Journal option posts the journals exactly as they were built but additionally posts a reversing journal as well. A reversing journal is the reciprocal of each adjustment posted against the next month.
Journal Date/Reversal Date	The date to show for each journal posting. The reversal date defaults to the first day of the next month and is only applicable if the Reversing Journal option is selected.
Buttons on the Recurrent Journals dialog box are:

Cancel	Cancels the posting of recurrent journals and returns you to the main Recurrent Journals screen.
Post	Posts the selected group of recurrent journals.


Reference: Bank Reconciliation
TravCom for Windows
Reference: Bank Reconciliation

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Fields in Bank Reconciliation are:

Bank Account	The General Ledger account number that represents the cash account you want to reconcile or view.
Opening Balance	The beginning balance on the account for the period you are going to reconcile. The first time you use the bank reconciliation, you will need to enter the Opening balance from your bank statement: thereafter, TravCom will update this field each time you select Reconciliation Complete.
Interest Income	Interest or any other payment into your account initiated by the bank. This amount will be posted to your Bank Interest Income account when you select Reconciliation Complete unless you specify that it should not. Enter the amount of interest as shown on your bank statement.
Bank Charges	Service charges of any other fee against your account initiated by the bank. This amount will be posted to your Service Charges expense account when you select Reconciliation Complete unless you specify that it should not. Enter the amount of the service charge(s) as shown on your bank statement.
Deposits Cleared	The total amount deposited to your cash account during the current statement cycle. This field displays the total of the deposits tagged in the Mark/Unmark Deposits option and can only be changed by reselecting that option and changing the tagged deposits. The amount displayed should equal the total amount deposited as shown on you bank statement.
Checks Cleared	The total amount of checks cashed against your cash account during the current statement cycle. This field displays the total of the checks tagged in the Mark/Unmark Checks option and can only be changed by reselecting that option and changing the tagged checks. The amount displayed should equal the total checks as shown on you bank statement.
Adjustments Cleared	The total amount of adjustments against your cash account during the statement cycle. This field displays the total of the adjustments tagged in the Mark/Unmark Adjustments option and can only be changed by reselecting that option and changing the tagged adjustments. Adjustments are posted to the Bank Reconciliation when adjustments are made to cash accounts in Adjust Journal Entries or Recurrent Journals.
Statement Balance	The new balance on the cash account as of the end of the statement period. This is calculated as the Opening Balance plus Interest Income, Deposits Cleared, and Adjustments Cleared, minus Bank Charges and Checks Cleared.  The Statement Balance cannot be changed directly, as it is the total of the numbers show above it.  The amount displayed should equal the Closing Balance (or Ending Balance) shown on your bank statement.
Outstanding Deposits	The total amount of deposits you have sent to your bank which had not cleared by the statement closing date. This field displays the total of the deposits not tagged in the Mark/Unmark Deposits function. It cannot be changed directly, but will be updated any time you tag or untag a deposit, drop a deposit (in Files - Accounts Receivable - Cash Receipts or Files - Accounts Receivable - Commission Receipts), or use the Add Deposits option.
Cash Not Yet Deposited	The total amount of cash and commission receipts you have posted against deposit slips that you have not yet dropped. The detail for this figure is available in either Files - Accounts Receivable - Cash Receipts or Files - Accounts Receivable - Commission Receipts by selecting Drop Deposit, then Edit Deposit. Once dropped, the deposit will be available in Mark/Unmark Deposits.
Outstanding Checks	The total amount of checks you have sent to your bank which had not cleared by the statement closing date. This field displays the total of the checks not tagged in the Mark/Unmark checks function. It cannot be changed directly, but will be updated any time you tag or untag a check, post a new check, or use the Add Checks option.
Outstanding Adjustments	The total amount of adjustments you have posted to this cash account which have not cleared by the statement closing date. This field displays the total of the adjustments not tagged in the Mark/Unmark adjustments function. It cannot be changed directly, but will be updated any time you tag or untag an adjustment, post a new adjustment, or use the Add Adjustments option. Adjustments are posted to the Bank Reconciliation when adjustments are made to cash accounts in Adjust Journal Entries or Recurrent Journals.
Checkbook Balance	The actual balance in your cash account, according to your own records. This amount differs from the bank's records by the amount of deposits, checks you have written, and adjustments that did not clear the bank by the statement closing date. It is calculated as the Statement Balance plus Outstanding Deposits, Cash Not Yet Deposited, and Outstanding Adjustments, minus Outstanding Checks.
G/L Balance	The current balance in your General Ledger account for this cash account. This balance should be equal to the Checkbook Balance shown above. Review the help topic How to Reconcile a Cash Account with the Bank for assistance if these fields are not equal.
Show Adjusted G/L Balance	A check box that allows you to see the current balance on the General Ledger account (unchecked) or the balance after adjustment (any amounts entered in Adjustments: Income and Adjustments: Charges)  have been posted to the General Ledger (checked). If you have already posted the income and charges to the bank account via Adjust Journal Entries, the Checkbook Balance and G/L Balance should be equal when this box is not checked. If you will allow the Bank Reconciliation function to post the adjustments to the general ledger, or will post the adjustments at a later time, it is necessary to check this box to display the corrected G/L Balance and show the Checkbook Balance and G/L Balance as equal.
Consolidate Branches	For Multi-Branch agencies: If you are writing checks out of the same bank account for different branches this option will add the totals from each branch to give you one bank account to reconcile against your statement. If you receive a separate statement for each branch then do not check this box.
Buttons in Bank Reconciliation are:

Checks: Mark/Unmark Checks	Allows you to tag the checks that cleared the bank during the current statement period.
Checks: Print Marked Checks	Prints a list of all checks that have been tagged via the Mark/Unmark Checks option.
Checks: Print Unmarked Checks	Prints a list of all checks that have not been tagged via the Mark/Unmark Checks option.
Checks: Add Checks	Allows you to add checks directly to the Bank Reconciliation. CAUTION: Entering checks with this option updates only the Bank Reconciliation function and Cash Disbursements reports! The General Ledger account for the cash account will not be updated. This option is normally used only to enter outstanding checks when you first set up the Bank Reconciliation. Review the help topic How to Set Up the Bank Reconciliation if you are preparing the Bank Reconciliation for the first time.
Deposits: Mark/Unmark Deposits	Allows you to tag the deposits that cleared the bank during the current statement period.
Deposits: Print Marked Deposits	Prints a list of all deposits that have been tagged via the Mark/Unmark Deposits option.
Deposits: Print Unmarked Deposits	Prints a list of all deposits that have not been tagged via the Mark/Unmark Deposits option.
Deposits: Add Deposits	Allows you to add deposits directly to the Bank Reconciliation. CAUTION: Entering deposits with this option updates only the Bank Reconciliation function! The General Ledger account for the cash account will not be updated, nor will the Cash Receipts report and statistical reports. This option is normally used only to enter outstanding deposits when you first set up the Bank Reconciliation. Review the help topic How to Set Up the Bank Reconciliation if you are preparing the Bank Reconciliation for the first time.
Adjustments: Mark/Unmark Adjustments	Allows you to tag the adjustments that cleared the bank during the current statement period.
Adjustments: Print Marked Adjustments	Prints a list of all adjustments that have been tagged via the Mark/Unmark Adjustments option.
Adjustments: Print Unmarked Adjustments	Prints a list of all adjustments that have not been tagged via the Mark/Unmark Adjustments option.
Adjustments: Add Adjustments	Allows you to add adjustments directly to the Bank Reconciliation. CAUTION: Entering adjustments with this option updates only the Bank Reconciliation function! The General Ledger account for this cash account will not be updated. This option is normally used only to enter outstanding adjustments when you first set up the Bank Reconciliation. Review the help topic How to Set Up the Bank Reconciliation if you are preparing the Bank Reconciliation for the first time.
Complete	Tells TravCom that you have completed the reconciliation for the statement period. Select this option when you have tagged all checks, and adjustments that cleared the bank, entered interest and bank charges, and verified that the Statement Balance, Checkbook Balance and G/L Balance are correct. Review the help topic How to Reconcile a Cash Account with the Bank for procedural assistance on completing the reconciliation. Fields on the Reconciliation Complete screen are described in the help topic Bank Reconciliation Complete .
Quit	Saves any changed you have made to the displayed cash account reconciliation and returns you to the main menu.


Reference: Bank Reconciliation Complete
TravCom for Windows
Reference: Bank Reconciliation Complete

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If you have entered adjustments in the Interest Income or BankCharges fields), a window will appear when you select Complete. This screen allows you to specify whether or not the adjustments entered should be posted to the General Ledger at this time.

Fields in Reconciliation Complete are:

Bank Account	Displays the cash account you are completing a reconciliation for. This field cannot be changed.
Bank Interest Account	Displays the general ledger account designated for Interest Income. If this field is blank, no account has been specified in Files - General Ledger - Posting Accounts. You may accept the account displayed or select a new account by typing the G/L number or sort key, or selecting from the drop down list.
Amount	The amount entered in the Adjustments: Income field on the main Bank Reconciliation screen. This amount cannot be changed.
Service Charge Account	Displays the general ledger account designated for Service Charge Expense. If this field is blank, no account has been specified in Files - General Ledger - Posting Accounts. You may accept the account displayed or select a new account by typing the G/L number or sort key, or selecting from the drop down list.
Amount	The amount entered in the Adjustments: Charges field on the main Bank Reconciliation screen. This amount cannot be changed.
Next Month	Check this box if you want the accounting to be posted to the next fiscal month, If the adjustments on this bank reconciliation belong in the accounting month listed at the bottom of your screen leave this check box blank.
Buttons in Reconciliation Complete are:

OK	Accepts the displayed fields and posts the adjustments to the general ledger.
Skip	Completes the bank reconciliation without posting the adjustments to any general ledger accounts. Income and Charges entered into the Adjustments fields on the main Bank Reconciliation screen must be posted via Posting - Accounts Payable - Adjust Journal Entries.


Reference: Credit Card Reconciliation
TravCom for Windows
Reference: Credit Card Reconciliation

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Fields in Credit Card Reconciliation are:

Credit Card	The type of credit card account you want to reconcile. Type the first letter or select from the drop down list. TravCom for Windows can reconcile Diner's Club, American Express and Visa accounts.
Credit Card #	The account number you want to reconcile.
Status: Records Imported	The number of records TravCom read from the diskette supplied that match the credit card account information entered.
Status: Matched Records	The number of imported records that matched records in TravCom's Sales database.
Status: Unmatched Records	The number of imported records that did not match records in TravCom's Sales database.
Buttons in Credit Card Reconciliation are:

Search	Instructs TravCom to search the diskette supplied for charges matching the credit card account information entered.
Import Data	Instructs TravCom to compare the records found against the Sales database.
Tag/Untag Records	Tags the records to be reconciled. If you already had records tagged when you imported data, all tags were removed and you must redo the selection.
Print Matched Report	Prints a list of all imported items which matched transactions in TravCom. Fields include date, invoice number, ticket number, passenger/description, and amount. The report also shows the total number of matched and unmatched records, and total offsetting debits/credits (from reversals or voids).
Print Unmatched Report	Prints a list of all items which did not match, between the imported data and the transactions in TravCom. Fields include date, invoice number, ticket number, passenger/description, and amount. The report also shows the total number of matched and unmatched records, and total offsetting debits/credits (from reversals or voids).
Print Variance Report	Prints a report of all items that are on the diskette but are not in the Sales database in TravCom, and all items for which there is a discrepancy in the charged amount.
Reconciliation Complete	Marks all reconciled transactions in TravCom's Sales database so that they will not be included in future reconciliations.
Quit	Saves the current reconciliation information and returns you to the main menu.


Reference: A.R.C. Reconciliation
TravCom for Windows
Reference: A.R.C. Reconciliation

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Fields in A.R.C. Reconciliation are:

Source	From the drop down list select ARIA Diskette Reconciliation or Interactive Agent Reporting (IAR).
Status: Records Imported	The number of records TravCom read from the diskette supplied that match the credit card account information entered.
Status: Matched Records	The number of imported records that matched records in TravCom's Sales database.
Status: Unmatched Records	The number of imported records that did not match records in TravCom's Sales database.
Buttons  in A.R.C. Reconciliation are:

Import Data	Instructs TravCom to read and compare the records on the diskette supplied against the Sales database.
Print Matched Report	Prints a list of all imported items which matched transactions in TravCom.
Print Variance Report	Prints a report of all items that are on the diskette but are not in the Sales database in TravCom.
Quit	Saves the current reconciliation information and returns you to the main menu.


Reference: Missing Ticket Scan
TravCom for Windows
Reference: Missing Ticket Scan

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Fields on the Missing Ticket Scan dialog box are:

Product Codes	This field is displayed only if you have identified more than one Product Code as Controlled (in Files - Setup - Product Codes tab). It allows you to select the product code(s) for which you want to print a Missing Ticket Scan. You can select as many product codes as you want to print at this time; each product code will generate a separate Missing Ticket Scan. If you have multiple IATA numbers (for example, if you have STP locations or multiple branches) only one report will be printed for each product code. If the product code for which you want to print a report is not listed on the drop down list, it may not be identified as Controlled on the Product Codes table. Review the help topic How to Edit a Product Code for assistance in reviewing and modifying the "Controlled" setting.
Report Selection	Radio buttons that allow you to select the Missing Ticket Scan or the Sequential Ticket List. Be sure that the black dot is next to the Missing Ticket Scan option.
Record Selection: From/To Dates	As this report can be printed for any period for which Sales have been posted in TravCom, you must enter the starting and ending dates you want to print. When you enter a From Date in the first field, TravCom will automatically calculate the standard corresponding period ending date and enter it in the To field. If you need a report for a non-standard period of time you can change the To date manually.
Buttons on the Missing Ticket Scan dialog box are:

Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Sequential Ticket List
TravCom for Windows
Reference: Sequential Ticket List

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Fields on the Sequential Ticket List dialog box are:

Product Codes	This field is displayed only if you have identified more than one Product Code as Controlled (in Files - Setup - Product Codes tab). It allows you to select the product code(s) for which you want to print a Sequential Ticket List. You can select as many product codes as you want to print at this time; each product code will generate a separate Sequential Ticket List. If you have multiple IATA numbers (for example, if you have STP locations or multiple branches) only one report will be printed for each product code. If the product code for which you want to print a report is not listed on the drop down list, it may not be identified as Controlled on the Product Codes table. Review the help topic How to Edit a Product Code for assistance in reviewing and modifying the "Controlled" setting.
Report Selection	Radio buttons that allow you to select the Missing Ticket Scan or the Sequential Ticket List. Be sure that the black dot is next to the Sequential Ticket List option.
Record Selection: From/To Dates	As this report can be printed for any period for which Sales have been posted in TravCom, you must enter the starting and ending dates you want to print. When you enter a From Date in the first field, TravCom will automatically calculate the standard corresponding period ending date and enter it in the To field. If you need a report for a non-standard period of time you can change the To date manually.
Buttons on the Sequential Ticket List dialog box are:

Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: A.R.C./Periodic Sales Report
TravCom for Windows
Reference: A.R.C./Periodic Sales Report

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Fields on the A.R.C./Periodic Sales Report are:

Record Selection: Report Type	Allows you to select any product code that has been set up as Controlled (in Files - Setup - Product Codes tab). Select the product code for which you want to print a Periodic Sales Report by entering the first letter of the product code Description, or select from the drop down list. If the product code for which you want to print a report is not listed on the drop down list, it may not be identified as Controlled on the Product Codes table. Review the help topic How to Edit a Product Code for assistance in reviewing and modifying the "Controlled" setting.
Record Selection: Period Start Date	As this report can be printed for any period for which Sales have been posted in TravCom, you must enter the first date you want included on your report. TravCom will automatically display the current reporting period: that will be considered the most recently completed A.R.C. period through the Tuesday following the period ending. On each Wednesday, the new week will be displayed.
Record Selection: Period Ending Date	As this report can be printed for any period for which Sales have been posted in TravCom, you must enter the last date you want included on your report.  TravCom will automatically display a Period Ending Date based on the Period Start Date entered above. If you want to print your report for a non-standard report period, enter the last date you want to include.
Record Selection: Authorization No.	This is the payment authorization code for this period ending. TravCom will automatically display the date in the format YYMMDD, but this can be changed if you want to use a different system for identifying your authorization amounts. This Authorization number will be used in creating the payable invoice when you drop the Periodic Sales Report. To successfully drop the A.R.C. report each week, the Authorization Number must be unique.
Report Sort Order: By Form of Payment or By Ticket Number	This report can be printed in order by document number or sorted by form of payment, then by document order. Always select By Form of Payment when printing the A.R.C. report to be submitted with your Auditor Coupons.
Buttons on the A.R.C./Periodic Sales Report are:

IATA Numbers	If you have multiple IATA numbers (for example, if you have S.T.P. locations or multiple branches) use this option to select the IATA number(s) for which you want to print reports at this time. TravCom will print a separate report for each IATA number specified.
Print	Instructs TravCom to print the report(s) as described on this dialog box. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Drop	Finalizes the payable invoice for this report. TravCom will display a confirmation message. The reports have been dropped.  Review the help topic How to Drop a Controlled Product Code Period for assistance dropping a report.
Quit	Exits this function and returns you to the main menu.


Reference: Agent Productivity Report
TravCom for Windows
Reference: Agent Productivity Report

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Fields on the Agent Productivity Report dialog box are:

From/To Agent	Allows you to enter a range of agent numbers to print on your report. For example, from agent 1 to 50. You can also tag individual agents to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all agents.
From/To Invoice Date	Allows you to enter a range of dates to be considered when preparing the report. For example, from January 1, 1998, to January 31, 1998. The default setting is the current month (as shown on the Status Bar at the bottom of the screen).
Report Selection	Instructs TravCom how much detail should be included in your report. You can select from three versions of this report: • Detail (by Transaction) • Detail (by Product Code) • Summary
Include Percentages	Allows you define whether or not to show each agent's contribution towards total company sales. All three versions of this report can show percentages. These percentages are calculated on the total number of records selected for the current report. If you are looking at specified agents only, the percentage reflects the percentage of that agent's activity as compared to the group of agents in the report, not to all agents in the company. For example, if you request the report for only 2 agents, their combined percentages will be 100%.
Show Productivity for…	Allows you to define whether you want to see productivity for Booking Agents or Ticketing Agents. The default setting is to print productivity based on booking agent.
Buttons on the Agent Productivity Report dialog box are:

Tag Options	Allows you to tag individual agents to appear on this report. You can tag agents by Number or by Name. When you select Tag Options, four fields will be displayed in a new dialog box: • Tag Agent Number or Tag Agent Code - allows you to view agents in numerical order or alphabetically by code. • Agent - shows each agent's number. • Code - shows each agent's code. • Name - shows each agent's name. When you have tagged the agents you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Agent entry on the main Agent Productivity Report dialog box. Select Cancel if you do not want to specify agents individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Airline Volume Report
TravCom for Windows
Reference: Airline Volume Report

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Fields on the Airline Volume Report dialog box are:

From/To Airline	Allows you to enter a range of airline numbers to print on your report. For example, from airline 001 to 125. You can also tag individual airlines to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all airlines.
From/To Invoice Date	Allows you to enter an ending date for the report. The From Invoice Date field will display January 1st of the current year. If you enter a To date which shows a different year, the From field will be updated to show the same year. The default To date is the last day of the current month (as shown on the Status Bar at the bottom of the screen).
Include Percentages	Allows you to define whether or not to show what percentage of your A.R.C. sales are represented by each airline. These percentages are calculated on the total number of records selected for the current report. If you are looking at specified airlines only, the percentage reflects the percentage of that airline's activity as compared to the group of airlines on the report, not to all airlines ticketed during the requested period. For example, if you request the report for only 10 airlines, their combined percentage will be 100%.
Report Sort Order	Allows you to define how to display the airlines you have requested. Select from: • Numerical Order by Airline Number (For example, United Airlines - 016 - will precede British Airways - 125). • Alphabetical Order by Airline Code (For example, British Airways - BA - will precede Continental - CO). • Alphabetical Order by Airline Name (Air Canada will precede American Airlines).
Buttons on the Airline Volume Report dialog box are:

Tag Options	Allows you to tag individual airlines to appear on this report. You can tag airlines by Number or by Code. When you select Tag Options, four fields will be displayed in a new dialog box: • Tag Airline Number or Tag Airline Code - allows you to view airlines in numerical order or alphabetically by code. • Airline - shows each airline's number. • Code - shows each airline's code. • Name - shows each airline's name. When you have tagged the airlines you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Airline entry on the main Airline Volume Report dialog box. Select Cancel if you do not want to specify airlines individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Client Sales Activity Report
TravCom for Windows
Reference: Client Sales Activity Report

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Fields on the Client Sales Activity Report dialog box are:

From/To Client	Allows you to enter a range of client numbers to print on your report. For example, from client 1000 to 9000. You can also tag individual clients to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all client accounts.
From/To Date	Allows you to enter a range of dates to be considered when preparing the report. For example, from January 1, 1998, to January 31, 1998. The default setting is the current month (as shown on the Status Bar at the bottom of the screen).
Buttons on the Client Sales Activity Report dialog box are:

Tag Options	Allows you to tag individual clients to appear on this report. You can tag clients by Number or by Name. When you select Tag Options, four fields will be displayed in a new dialog box: • Tag Client Number or Tag Client Name - allows you to view clients in numerical order or alphabetically by Sort Key. • Client - shows each client's account number. • Sort Key - shows each client's Sort Key. • Name - shows each client account's name. When you have tagged the clients you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Client entry on the main Client Sales Activity Report dialog box. Select Cancel if you do not want to specify clients individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option. All activity for each client account will be combined.
Cancel	Cancels this request and returns you to the main menu.


Reference: Best Client Sales Report
TravCom for Windows
Reference: Best Client Sales Report

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Fields on the Best Client Sales Report are:

From/To Client	Allows you to enter a range of client numbers to print on your report. For example, from client 1000 to 9000. You can also tag individual clients to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all client accounts.
From/To Invoice Date	Allows you to enter an ending date for the report. The From Date will display January 1st of the current year. If you enter a To date which shows a different year, the From field will be updated to show the same year. The default setting is the last day of the current month (as shown on the Status Bar at the bottom of the screen).
Print Top x Clients	If you want to see only a select number of clients, such as the top 50, enter that number here. The default setting includes the top 10 clients.
Report Sort Order	Select from Total Sales Month to date or Total Sales Year to Date.
Buttons on the Best Client Sales Report are:

Tag Options	Allows you to tag individual clients to appear on this report. You can tag clients by Number, Name, Account Type, Business Type, Travel Type, or Keywords.  When you select Tag Options you must specify which field you want to tag clients by. Click on the field that represents your choice. Depending on your selection, the fields displayed will vary: • If you select Client Number or Client Name, TravCom will display the client account number, Sort Key and name, sorted numerically or alphabetically (by Sort Key) respectively. You can tag as many clients as you want to include. • If you select Account Type, TravCom will display the three available Account Types (Leisure, Corporate and Government) with check boxes to select or de-select each. • If you select Business Type, Travel Type or Keywords, TravCom will display all Types or Words that are in use by any client account. Note: Business Types, Travel Types and Keywords that have been added to the Master tables (Files - Setup - Misc. Tables) but are not referenced to any client account will not be displayed. Use any mix-and-match combination of fields to specialize the Best Client Sales Report to your requirements. When you have tagged the clients, types, and/or Keywords you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Client entry on the main Client Sales Activity Report dialog box. Select Cancel if you do not want to specify clients individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option. All activity for each client account will be combined before determining the client's rank on this report.
Cancel	Cancels this request and returns you to the main menu.


Reference: Internal Sales Analysis Report
TravCom for Windows
Reference: Internal Sales Analysis Report

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Fields on the Internal Sales Analysis Report are:

From/To Client	Allows you to enter a range of client numbers to print on your report. For example, from client 1000 to 9000. You can also tag individual clients to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all client accounts.
From/To Invoice Date	Allows you to enter a range of dates to be considered when preparing the report. For example, from January 1, 1998, to January 31, 1998. The default setting is the current month (as shown on the Status Bar at the bottom of the screen).
New Page for Every Client	If you want TravCom to begin a new page for each client account mark this check box. If you want TravCom to print a continuous report, leave this check box blank.
Print Accounts with a minimum of x transactions	If you want to see only clients with a specified minimum number of Sales transactions for the requested period, enter that number here. To include all clients on the report, enter 0. The default entry is 1, to include all clients with Sales activity during the requested period.
Report Selection	Instructs TravCom how much detail should be included in your report. You can select from two versions of this report: • Detail - lists each Sales transaction posted during the specified period, with totals by client account. • Summary - shows only the totals for each client account without listing each sale in detail.
Buttons on the Internal Sales Analysis Report are:

Tag Options	Allows you to tag individual clients to appear on this report. You can tag clients by Number or by Name. When you select Tag Options, four fields will be displayed in a new dialog box: • Tag Client Number or Tag Client Name - allows you to view clients in numerical order or alphabetically by Sort Key. • Client - shows each client's account number. • Sort Key - shows each client's Sort Key. • Name - shows each client account's name. When you have tagged the clients you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Client entry on the main Client Sales Activity Report dialog box. Select Cancel if you do not want to specify clients individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option. All activity for each client account will be combined.
Cancel	Cancels this request and returns you to the main menu.


Reference: City Pairs Analysis Report
TravCom for Windows
Reference: City Pairs Analysis Report

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Fields on the City Pairs Analysis Report are:

Description File	A unique description of the report you want to run. You can create as many different Description File names as you wish; each File stores the parameters and record selections you request for the report. For example, if you need to print a City Pairs Analysis Report for two Corporate Clients who use Delta Airlines, create two Description Files, called "ABC Corp Delta Report" and XYZ Corp Delta Report." TravCom will store separately the requirements for each of the reports. When you want to run a City Pairs Analysis Report enter the Description File name exactly as you have previously created it, or select from the drop down list. You may also create a new Description File by entering a new, unique Description File name.
From/To Client	Allows you to enter a range of client numbers to print on your report. For example, from client 1000 to 2000. If several of your clients require the same City Pairs Analysis Report information you may run the report once, requesting that each client's data be prepared separately. To request this report for one client only, enter their account number in both the From and To fields.
From/To Date	Allows you to enter a range of dates to be considered when preparing the report. For example, from January 1, 1998, to January 31, 1998. Note that the dates you are requesting refer to the sale dates of tickets issued, not travel dates.
Report Title	If you require an additional title on the report, enter it here. For Example, "Delta Market Share, 3rd Quarter." You can enter up to 35 characters.
Agreement Number	If your client has a contract with this airline, for which this report is being produced, enter that contract number here. This will be printed at the top of the report, as required by the airlines. You can enter up to 15 characters.
Airline Code	If you want to see only a certain airline's sales or have that airline's sales totals broken out, enter the airline's code here. TravCom can list the totals for all airlines, by city pair, as well as the totals for this airline only.
Maximum City Pairs	If you want to see only a select number of city pairs, such as the top 20, enter that number here. If you are going to specify the city pairs (in Edit City Pairs) it is not necessary to enter a number here unless you want TravCom to apply both parameters to your report (for example, if you enter 20 sets of city pairs and only want to see the top 5 from among those).
Include Domestic/ International Segments	Select Domestic segments, International segments, or both (check both boxes) to be included on your report. If you do not make a selection, Domestic segments only will be included.
Include Market Share	This option is available only if you have entered an airline code for this report. If you mark this check box TravCom will print the segment counts and dollar totals for the specified airline as well as for all airlines between each city pair. If this check box is not marked, TravCom will only print the number of segments and total sales for the airline specified in the Airline Code field.
Combine Reverse Segments	This option combines all segments between two cities, regardless of direction of travel. For example, if this check box is left blank, segments from LAX to YVR and YVR to LAX would be shown on separate lines. However, if Combine Reverse Segments has been marked, these segments would be combined into a single line.
Combine All Clients	If you have requested more than one client number for this report, this option allows you to print a consolidated report for all client numbers you have requested. Leave this check box blank if you require a separate report to be calculated for each selected client account number.
Buttons on the City Pairs Analysis Report are:

Edit City Pairs	Use this option if you are interested in certain city pairs, of if this report is for a corporate client with an established airline contract. TravCom will display a table where you can enter the Origin Cities and Destination Cities you want included on the report.  If you did not mark Combine Reverse Segments, be sure to enter each origin and destination pair separately. For example, to count segments between LAX and YVR, enter:           LAX          YVR           YVR          LAX This is not necessary if you have marked Combine Reverse Segments. If you enter a city pair in error, delete it by clicking on the gray box to the left of the line and pressing the d key. Do not use the b to remove the city codes as multiple blank lines on the Edit City Pairs table can cause problems with your report.
Update	Saves the parameters and record selections you have entered for this Description File. Select this option when you create a new file, to save the field entries. Select this option any time you make changes to a Description File and you want those changes to be permanent. If you do not select Update, the modifications you have made will affect the current printout only.
Delete	Removes the displayed Description File from TravCom. If you need to print the report with these specifications again you will need to rebuilt the report.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Export	Exports the city pair information to a file. This would allow you to build a Custom Report based on the exported city pair information.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option. All activity for each client account will be combined.
Cancel	Cancels this request and returns you to the main menu.


Reference: Corporate Sales Analysis Report
TravCom for Windows
Reference: Corporate Sales Analysis Report

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Fields on the Corporate Sales Analysis Report dialog box are:

From/To Client	Allows you to enter a range of client numbers to print on your report. For example, from client 1000 to 9000. You can also tag individual clients to be included on the report (see the description of the Tag Options button below). This report can be printed for any Corporate or Government accounts (as specified in Files - Clients - Marketing tab), but not for Leisure accounts. The default setting is blank to include all Corporate and Government client accounts.
From/To Date	Allows you to enter a range of dates to be considered when preparing the report. For example, from January 1, 1998, to January 31, 1998. The default setting is the current month (as shown on the Status Bar at the bottom of the screen).
Buttons on the Corporate Sales Analysis Report dialog box are:

Tag Options	Allows you to tag individual clients to appear on this report. You can tag clients by Number or by Name. When you select Tag Options, four fields will be displayed in a new dialog box: • Tag Client Number or Tag Client Name - allows you to view clients in numerical order or alphabetically by Sort Key. • Client - shows each client's account number. • Sort Key - shows each client's Sort Key. • Name - shows each client account's name. Note only Corporate and Government clients are displayed, as this report cannot be printed for Leisure accounts (as specified in Files - Clients - Marketing tab). When you have tagged the clients you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Client entry on the main Corporate Sales Analysis Report dialog box. Select Cancel if you do not want to specify clients individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option. All activity for each client account will be combined.
Cancel	Cancels this request and returns you to the main menu.


Reference: Corporate Travel Analysis Report
TravCom for Windows
Reference: Corporate Travel Analysis Report

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Fields on the Corporate Travel Analysis Report dialog box are:

From/To Client	Allows you to enter a range of client numbers to print on your report. For example, from client 1000 to 9000. You can also tag individual clients to be included on the report (see the description of the Tag Options button below). This report can be printed for any Corporate or Government accounts (as specified in Files - Clients - Marketing tab), but not for Leisure accounts. The default setting is blank to include all Corporate and Government client accounts.
From/To Date	Allows you to enter a range of dates to be considered when preparing the report. For example, from January 1, 1998, to January 31, 1998. The default setting is the current month (as shown on the Status Bar at the bottom of the screen).
Print Exception Code Description	Mark this check box if you want to print a legend at the bottom of each Corporate report, showing the list of exception codes and descriptions available to that corporate client.
Buttons on the Corporate Travel Analysis Report dialog box are:

Tag Options	Allows you to tag individual clients to appear on this report. You can tag clients by Number or by Name. When you select Tag Options, four fields will be displayed in a new dialog box: • Tag Client Number or Tag Client Name - allows you to view clients in numerical order or alphabetically by Sort Key. • Client - shows each client's account number. • Sort Key - shows each client's Sort Key. • Name - shows each client account's name. Note only Corporate and Government clients are displayed, as this report cannot be printed for Leisure accounts (as specified in Files - Clients - Marketing tab). When you have tagged the clients you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Client entry on the main Corporate Travel Analysis Report dialog box. Select Cancel if you do not want to specify clients individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option. All activity for each client account will be combined.
Cancel	Cancels this request and returns you to the main menu.


Reference: Corporate Travel Destinations Report
TravCom for Windows
Reference: Corporate Travel Destinations Report

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Fields on the Corporate Travel Destinations Report dialog box are:

From/To Client	Allows you to enter a range of client numbers to print on your report. For example, from client 1000 to 9000. You can also tag individual clients to be included on the report (see the description of the Tag Options button below). This report can be printed for any Corporate or Government accounts (as specified in Files - Clients - Marketing tab), but not for Leisure accounts. The default setting is blank to include all Corporate and Government client accounts.
From/To Date	Allows you to enter a range of dates to be considered when preparing the report. For example, from January 1, 1998, to January 31, 1998. Note the dates refer to the transaction Invoice date, not the date of travel. The default setting is the current month (as shown on the Status Bar at the bottom of the screen).
Buttons on the Corporate Travel Destinations Report dialog box are:

Tag Options	Allows you to tag individual clients to appear on this report. You can tag clients by Number or by Name. When you select Tag Options, four fields will be displayed in a new dialog box: • Tag Client Number or Tag Client Name - allows you to view clients in numerical order or alphabetically by Sort Key. • Client - shows each client's account number. • Sort Key - shows each client's Sort Key. • Name - shows each client account's name. Note only Corporate and Government clients are displayed, as this report cannot be printed for Leisure accounts (as specified in Files - Clients - Marketing tab). When you have tagged the clients you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Client entry on the main Corporate Travel Destinations Report dialog box. Select Cancel if you do not want to specify clients individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option. All activity for each client account will be combined.
Cancel	Cancels this request and returns you to the main menu.


Reference: Hotel/Car Rental Usage Report
TravCom for Windows
Reference: Hotel/Car Rental Usage Report

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Fields on the Hotel/Car Rental Usage Report dialog box are:

From/To Client	Allows you to enter a range of client numbers to print on your report. For example, from client 1000 to 9000. You can also tag individual clients to be included on the report (see the description of the Tag Options button below). This report can be printed for any Corporate or Government accounts (as specified in Files - Clients - Marketing tab), but not for Leisure accounts. The default setting is blank to include all client accounts.
From/To Date	Allows you to enter a range of dates to be considered when preparing the report. For example, from January 1, 1998, to January 31, 1998. The default setting is the current month (as shown on the Status Bar at the bottom of the screen).
From/To Product Code	If you do not want to print this report for all vouchers, enter the range of product codes that you want to include. Note that while you can specify any product code(s), this report is based on Vouchers, not Sales, and normally Vouchers are only posted for Hotel and Car Rental Bookings. You can also tag individual product codes to be included on the report (see the description of the Tag Options button below).
Buttons on the Hotel/Car Rental Usage Report dialog box are:

Tag Options	Allows you to tag individual clients to appear on this report. You can tag clients by Number or by Name. You can also tag Product Codes to include on the report. • If you select Tag Client Number or Tag Client Name, TravCom will display the client account number, Sort Key and name, sorted numerically or alphabetically (by Sort Key) respectively. You can tag as many clients as you want to include.  • If you select Tag Product Code, TravCom will display the table of Product Codes and their Descriptions. Note that while you can select as many product codes as you want to include, this report is based on Vouchers, not Sales, and normally Vouchers are only posted for Hotel and Car Rental Bookings. When you have tagged the clients you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Client or Product Code entry on the main Hotel/Car Rental Usage Report dialog box. Select Cancel if you do not want to specify clients individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option. All activity for each client account will be combined.
Cancel	Cancels this request and returns you to the main menu.


Reference: Client Name Report
TravCom for Windows
Reference: Client Name Report

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Fields on the Client Name Report dialog box are:

From/To Client	Allows you to enter a range of client numbers to print on your report. For example, from client 1000 to 9000. You can also tag individual clients to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all clients.
From/To Agent	Allows you to enter a range of agent numbers, whose clients should be included on your report. For example, enter from agent 4 to 5 to see only those clients who are referenced to agents 4 and 5 (as shown in Files - Clients - In House tab). You can also tag individual agents whose clients should be included on the report (see the description of the Tag Options button below). The default setting is blank to include all agents' clients.
From/To O/S Agent	Allows you to enter a range of outside sales agent numbers, whose clients should be included on your report. For example, enter from agent 100010 to 100012 to see only those clients who are referenced to outside sales agents 100010, 100011 and 100012 (as shown in Files - Clients - In House tab, in the O/S Agent No. 1 field). You can also tag individual outside sales agents whose clients should be included on the report (see the description of the Tag Options button below). The default setting is blank to include all outside sales agents' clients.
Report Sort Order	Radio buttons that allow you to print the Client Name Report in numerical order by client account number or alphabetically by Sort Key.
Buttons on the Client Name Report dialog box are:

Tag Options	Allows you to tag individual clients to appear on this report. You can also tag agents and outside agents. • If you select Tag Client Number or Tag Client Name, TravCom will display the client account number, Sort Key and name, sorted numerically or alphabetically (by Sort Key) respectively. You can tag as many clients as you want to include.  • If you select Tag Agent Number or Tag Agent Name, TravCom will display the agent number, code and name, sorted numerically or alphabetically (by Agent Code) respectively. You can tag as many agents as you wish. Client accounts must show one of the selected agent numbers (in Files - Clients - In House tab) to be included on the report. • If you select Tag O/S Agent Number or Tag O/S Agent Name, TravCom will display the O/S agent number, Sort Key and name, sorted numerically or alphabetically (by Sort Key) respectively. You can tag as many outside sales agents as you wish. Client accounts must show one of the selected agent numbers (in Files - Clients - In House tab, in the O/S Agent No. 1 field) to be included on the report. Use any mix-and-match combination of fields to specialize the Client Name Report. For example, if you want to see only those clients who deal with agent 10, but for whom O/S agent 100100 is paid commission, • click on Tag Agent Number (or Name) and click on Agent 10. Then… • click on Tag O/S Agent Number (or Name) and click on O/S Agent 100100. When you have tagged the clients, agents, and/or outside sales agents you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Client, Agent or Outside Sales Agent entry on the main Client Name Report dialog box. Select Cancel if you do not want to specify clients individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Client Mailing Labels/Rolodex Cards
TravCom for Windows
Reference: Client Mailing Labels/Rolodex Cards

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Fields on the Client Mailing Labels/Rolodex Cards dialog box are:

Options	Select the format of labels or rolodex cards you want to print. You can select from: • Mailing Labels (Avery #5160) - for laser printers. • Mailing Labels (3-1/2" x 15/16" x 1) - for dot matrix printers • Mailing Labels (3-1/2" x 15/16" x 2) - for dot matrix printers • Rolodex cards - for small (4" x 2 1/4") rolodex cards
Sort Order	Select the order to print client labels or rolodex cards. You can select from: • Numerical Order by Client Number • Alphabetical Order by Sort Key • Postal Code Order • Agent Number Order • O/S Agent Number Order For example, if you are printing rolodex cards for agents, you might want to print them in Agent Number order so that each agent's clients print together. If you are preparing a bulk mailing, print labels in Postal Code (Zip code) order.
Record Selection	These fields are similar to the Tag Options available on most reports. You may select as many fields as apply to the specialized list you are creating. You can select from: • Client Numbers - TravCom displays a table for From and To fields. You can enter as many different ranges as required. • Client Sort Keys - TravCom displays a table for From and To fields. You can enter as many different ranges as required. • Keywords - TravCom displays a table of all Keywords in use by any client accounts. Select as many as are required. Note that Keywords that have been entered into the master table (Files - Setup - Misc. Tables) but are not referenced to any client accounts will not be displayed on this screen. • Postal Codes - TravCom displays a table for From and To fields. You can enter as many different ranges as required. • Agents - TravCom displays a table for From and To fields. You can enter as many different ranges as required. • O/S Agents - TravCom displays a table for From and To fields. You can enter as many different ranges as required. • Account Types - TravCom will display the three available Account Types (Leisure, Corporate and Government) with check boxes to select or de-select each. Use any mix-and-match combination of fields to specialize your labels or rolodex cards to your requirements. For example, to print a list of your cruise clients who do business with agents 50 through 75, you might enter From 050 To 075 in Agents and select CRUISE from the Keywords list. For each Record Selection option, the default setting is to include all clients. It is not necessary to select each field and enter an all-inclusive range to ensure all clients are included in the labels or rolodex cards.
Buttons on the Client Mailing Labels/Rolodex Cards dialog box are:

Print	Instructs TravCom to print the client labels or rolodex cards as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Inactive Client Report
TravCom for Windows
Reference: Inactive Client Report

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Fields on the Inactive Client Report are:

From/To Client	Allows you to enter a range of client numbers to print on your report. For example, from client 1000 to 9000. You can also tag individual clients to be included on the report (see the description of the Tag Options button below).
Inactive Since	Enter the cutoff date you would like TravCom to use. TravCom will exclude any selected clients who show activity later than that date (as determined by the Last Activity Date field in Files - Clients - Sales/Accounting tab). If you leave this field blank, TravCom will print all selected clients, including the last activity date shown for each. The default setting is the current date (as shown on the Status Bar at the bottom of the screen).
Buttons on the Inactive Client Report are:

Tag Options	Allows you to tag individual clients to be considered when printing this report. You can tag clients by Number or Name. When you select Tag Options, four fields will be displayed: • Tag Client Number or Tag Client Name - allows you to view clients in numerical order or alphabetically by Sort Key. • Client - shows each client's account number. • Sort Key - shows each client's Sort Key. • Name - shows each client account's name. When you have tagged the clients you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the entry on the main Inactive Client Report dialog box.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Aged Schedule of Accounts Receivable
TravCom for Windows
Reference: Aged Schedule of Accounts Receivable

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Fields on the Aged Schedule of Accounts Receivable dialog box are:

From/To Client	Allows you to enter a range of client numbers to print on your report. For example, from client 1000 to 9000. You can also tag individual clients to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all clients with open invoices.
From/To Agent	Allows you to enter a range of booking agent numbers whose open invoices should be included on your report. For example, from agent 001 to 100. You can also tag individual agents to be included on the report (see the description of the Tag Options button below). The default is blank to include all agents' clients with open invoices.
From/To O/S Agent	Allows you to enter a range of outside sales agent numbers whose open invoices (based on the O/S Agent No. 1 field) should be included on your report. For example, from O/S agent 100010 to 100250. You can also tag individual outside sales agents to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all outside sales agents' clients with open invoices.
From/To Due Date	Allows you to enter a range of due dates to be included on your report. For example, to see all invoices due by today (excluding invoices billed to clients who have credit with you and do not yet owe on certain invoices), leave the From field blank and enter today's date in the To field. The default setting is blank to include all open Accounts Receivable invoices.
Report Selection	Select from Detail or Summary. The Detail report lists all open invoices individually, with a total for each client; the Summary report lists the total due from each client without itemizing the invoices.
Aging Schedule	Enter the aging cycle you want TravCom to use. For example, 15 days, 30 days, 45 days. TravCom will default to the aging cycle you entered the last time you ran this report.
Buttons on the Aged Schedule of Accounts Receivable dialog box are:

Tag Options	Allows you to tag individual clients to be included on this report. You can also tag agents and outside agents. • If you select Tag Client Number or Tag Client Name, TravCom will display the client account number, Sort Key and name, sorted numerically or alphabetically (by Sort Key) respectively. You can tag as many clients as you want to include.  • If you select Tag Agent Number or Tag Agent Name, TravCom will display the agent number, code and name, sorted numerically or alphabetically (by Agent Code) respectively. You can tag as many agents as you wish. TravCom will print only Sales transactions posted with the selected Booking Agent(s). • If you select Tag O/S Agent Number or Tag O/S Agent Name, TravCom will display the O/S agent number, Sort Key and name, sorted numerically or alphabetically (by Sort Key) respectively. You can tag as many outside sales agents as you wish. TravCom will print only Sales transactions posted with the selected  O/S Agent No. 1. Use any mix-and-match combination of fields to specialize the Aged Schedule of Accounts Receivable. When you have tagged the clients, agents, and/or outside sales agents you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Client, Agent or O/S Agent entry on the main Aged Schedule of Accounts Receivable dialog box. Select Cancel if you do not want to specify clients individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option. All open invoices for each client account will be combined.
Cancel	Cancels this request and returns you to the main menu.


Reference: Cash Receipts Report
TravCom for Windows
Reference: Cash Receipts Report

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Fields on the Cash Receipts Report dialog box are:

Include Payments From…	Allows you to define what types of cash receipts to print on your report. TravCom will display the four available types of cash receipts, with check boxes to select or de-select each. • Clients - cash receipts posted via Posting - Accounts Receivable - Cash Receipts, selecting Receipt From … Client. • Vendor - cash receipts posted via Posting - Accounts Receivable - Cash Receipts, selecting Receipt From … Vendor. • Commission - cash receipts posted via Posting - Accounts Receivable - Commission Receipts. • Miscellaneous - cash receipts posted via Posting - Accounts Receivable - Cash Receipts, selecting Receipt From … Miscellaneous. The default setting includes all types of cash receipts.
From/To Cash Account	Allows you to enter a range of cash account numbers to print on your report. You can also tag individual cash accounts to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all cash accounts with activity during the period requested.
From/To Client	Allows you to enter a range of client numbers to print on your report. You can also tag individual clients to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all clients. These fields are disabled if you de-select Clients in the Include Payments From option.
From/To Vendor	Allows you to enter a range of vendor numbers to print on your report. You can also tag individual vendors to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all vendors. These fields are disabled if you de-select both Vendors and Commissions in the Include Payments From option.
From/To Date	Allows you to enter a range of dates to be included on your report. For example, from January 1, 1998, to January 31, 1998. The default setting is the current month (as shown on the Status Bar at the bottom of the screen).
Report Sort Order	Select from Check Number Order or Posting Order. TravCom will sort all cash receipts by bank account, then posting date. Within each posting date you can have TravCom print cash receipts in order by check number (as entered into the Check Number field during each cash receipt posting) or in the order checks were posted.
Buttons on the Cash Receipts Report dialog box are:

Tag Options	Allows you to tag cash receipts to be included on this report by a variety of fields. The selections available to you on this screen will depend on the sources you have selected in the Include Payments From field on the main Cash Receipts Report dialog box. For example, if you de-select Clients you will not be able to select Tag Client Number, Tag Client Name, Account Type, Business Type or Travel Type, all of which fields refer only to client accounts.  • If you select Tag Cash Account, TravCom will display all general ledger accounts which have been identified as bank accounts (as entered into the Cash Accounts table in Files - General Ledger - Cash Accounts). You can select as many as you want included on your report. • If you select Tag Client Number or Tag Client Name, TravCom will display the client account number, Sort Key and name, sorted numerically or alphabetically (by Sort Key) respectively. You can tag as many clients as you want to include.  • If you select Account Type, TravCom will display the three available Account Types (Leisure, Corporate and Government) with check boxes to select or de-select each. • If you select Business Type, TravCom will display a table of all Business Types in use by any client account. Select as many as are required. Note that Business Types that have been entered into the Master Table (Files - Setup - Misc. Tables) but are not referenced to any client accounts will not be displayed on this screen. • If you select Travel Type, TravCom will display a table of all Travel Types in use by any client account. Select as many as are required. Note that Travel Typed that have been entered into the Master Table (Files - Setup - Misc. Tables) but are not referenced to any client accounts will not be displayed on this screen. • If you select Tag Vendor Number or Tag Vendor Name, TravCom will display the vendor number, sort key and name, sorted numerically or alphabetically (by Sort Key) respectively. You can tag as many vendors as you want to include. • If you select Vendor Type, TravCom will display a table of all Vendor Types in use by any vendor account. Select as many as are required. Note that Vendor Types that have been entered into the Master Table (Files - Setup - Misc. Tables) but are not referenced to any vendor accounts will not be displayed on this screen. Use any mix-and-match combination of fields to specialize the Cash Receipts Report. When you have tagged the cash accounts, clients and/or vendors you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To fields on the main Cash Receipts Report dialog box. Select Cancel if you do not want to specify cash, client or vendor accounts individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Client Statements
TravCom for Windows
Reference: Client Statements

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Fields on the Client Statements dialog box are:

From/To Client Number	Allows you to enter a range of client numbers for whom to print billing statements. TravCom will use the combination of Client Numbers and Statement Group(s) to determine which billing statements are to be printed at this time. The default setting is blank to include all clients assigned to the Statement Group(s) selected.
Statement Group	Enter the Statement Group you want to print. If you want to print all billing statements select (All). If you want to print several statement groups but not all established groups, you will need to run this functions once for each group.
Print Only Open Invoices	Select this option if you would like to print a statement that only lists outstanding invoices for each client.
Detailed Statement	Select this option if you would like to print a statement that includes details for all sales transactions posted and cash receipts within the period.
Print Activity Since	Enter a date in this field if you would like to specify a starting date. Leave this field empty if you would like to print all activity since the last time the statement was printed for each client.
Cutoff Date	Enter a date if you would not like to include any transactions after the specified date. Otherwise, all transactions up to the current date will be included.
Message	If you are printing laser statements and would like a message printed at the bottom of each statement, enter the message here.  TravCom will default to the message you entered the last time you ran client statements.
Aging Schedule	Enter the aging cycle you want TravCom to use. For example, 30 days, 60 days and 90 days. TravCom will default to the aging cycle you entered the last time you ran client statements.
Printer Selection	The default printer you specified for client statements (in Files - Setup - Printers/Forms) is displayed but can be changed. Select from the drop down list if you want to print statements to a different printer. Changing the printer selection on this screen does not change the default Statement printer stored in TravCom.
Buttons on the Client Statements dialog box are:

Print	Prints the client billing statements as defined. Note that the Print Setup dialog box is not displayed when printing Client Statements. Statements cannot be printed to screen or to a disk file; therefore the Print button will send the statements directly to the printer. You must make all selections and modifications before you select the Print button.
Print Sample	Instructs TravCom to print a sample statement without printing the selected statements. Select this option if you want to verify the alignment of statements in your printer (dot matrix formats).
Select Form	Allows you to modify the statement format previously selected (in Files - Setup - Printers/Forms). When you select this button TravCom will display the Statements screen and allow you to change the form, paper length and width, and margins of your statements. When you click on OK your system setup will be updated to reflect your modifications.
Branches	Allows you to specify which branches to include when printing these statements. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Priority Collections Report
TravCom for Windows
Reference: Priority Collections Report

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Fields on the Priority Collections Report dialog box are:

Report Selection	Radio buttons that allow you to select the Priority Collections report or the Dunning Letters. Be sure that the black dot is next to the Priority Collections option.
Criteria	Allows you to select the guidelines for determining which clients should appear on the report. Select from: • Clients with balances exceeding a specified amount. TravCom will include any client whose current open balance exceeds the amount you specify. • Clients with past due balances exceeding a specified amount. Based on the Due Date shown on each invoice, TravCom will include any client whose past due invoice total exceeds the amount you specify. • Clients whose balances exceed their established credit limit. Based on the credit limit entered to each client's account (in Files - Clients - Sales/Accounting tab), TravCom will include any client whose account is over their limit.
Buttons on the Priority Collections Report dialog box are:

Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option. All open invoices for each client account will be combined for a single open balance.
Cancel	Cancels this request and returns you to the main menu.


Reference: Dunning Letters
TravCom for Windows
Reference: Dunning Letters

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Fields on the Dunning Letters dialog box are:

Report Selection	Radio buttons that allow you to select the Priority Collections report or the Dunning Letters. Be sure that the black dot is next to the Dunning Letters option.
Criteria	Allows you to select the guidelines for determining which clients should receive dunning letters. Select from: • Clients with balances exceeding a specified amount. TravCom will include any client whose current open balance exceeds the amount you specify. • Clients with past due balances exceeding a specified amount. Based on the Due Date shown on each invoice, TravCom will include any client whose past due invoice total exceeds the amount you specify. • Clients whose balances exceed their established credit limit. Based on the credit limit entered to each client's account (in Files - Clients - Sales/Accounting tab), TravCom will include any client whose account is over their limit.
Buttons on the Dunning Letters dialog box are:

Edit Letter	Allows you to customize the dunning letters. For example, you will want to place your name and title at the bottom of the letter, and may want to modify the pre-loaded body of the letter. You can also choose to have TravCom print your agency name and address on each letter if you are not planning to print dunning letters on preprinted letterhead. On the Edit Letter dialog box, there are four buttons available: • Save - saves the modifications you have made to the letter. • Cancel - cancels your modifications and returns you to the main Dunning Letter dialog box. • Insert Balance - instructs TravCom to insert the client's current open balance at the point where your cursor is displayed in the letter. • Insert Past Due - instructs TravCom to insert the client's past due balance at the point where your cursor is displayed in the letter. The Dunning Letter can also be edited directly in Crystal Reports by accessing the file dunn0.rpt in the TravCom for Windows directory.
Print	Instructs TravCom to print the dunning letters as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing the letters. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option. All open invoices for each client account will be combined for a single letter.
Cancel	Cancels this request and returns you to the main menu.


Reference: Client Accounting Activity Report
TravCom for Windows
Reference: Client Accounting Activity Report

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Fields on the Client Accounting Activity Report dialog box are:

From/To Client	Allows you to enter a range of client numbers to print on your report. You can also tag individual clients to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all clients.
From/To Agent	Allows you to enter a range of agent numbers whose clients should be printed on your report. Client accounts must show one of the selected agent numbers (in Files - Clients - In House tab) to be included on the report. You can also tag individual agents whose clients should be included on the report (see the description of the Tag Options button below). The default setting is blank to include all agents' clients.
From/To O/S Agent	Allows you to enter a range of outside agent numbers whose clients should be printed on your report. Client accounts must show one of the selected outside sales agent numbers (in Files - Clients - In House tab, in the O/S Agent No. 1 field) to be included on the report. You can also tag individual outside agents whose clients should be included on the report (see the description of the Tag Options button below). The default setting is blank to include all outside sales agents' clients.
From/To Date	Allows you to enter a range of dates to be included on your report. For example, from January 1, 1998 to January 31, 1998. The default setting is the current month (as shown on the Status Bar at the bottom of the screen).
Buttons on the Client Accounting Activity Report dialog box are:

Tag Options	Allows you to tag individual clients to appear on this report. You can also tag agents and outside agents. • If you select Tag Client Number or Tag Client Name, TravCom will display the client account number, Sort Key and name, sorted numerically or alphabetically (by Sort Key) respectively. You can tag as many clients as you want to include.  • If you select Tag Agent Number or Tag Agent Name, TravCom will display the agent number, code and name, sorted numerically or alphabetically (by Agent Code) respectively. You can tag as many agents as you wish. Client accounts must show one of the selected agent numbers (in Files - Clients - In House tab) to be included on the report. • If you select Tag O/S Agent Number or Tag O/S Agent Name, TravCom will display the O/S agent number, Sort Key and name, sorted numerically or alphabetically (by Sort Key) respectively. You can tag as many outside sales agents as you wish. Client accounts must show one of the selected agent numbers (in Files - Clients - In House tab, in the O/S Agent No. 1 field) to be included on the report. Use any mix-and-match combination of fields to specialize the Client Accounting Activity Report. For example, if you want to see only those clients who deal with agent 10, but for whom O/S agent 100100 is paid commission, enter:    From Agent                010     To         010    From O/S Agent    100100    To   100100 When you have tagged the clients, agents, and/or outside sales agents you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Client, Agent or Outside Sales Agent entry on the main Client Accounting Activity Report dialog box. Select Cancel if you do not want to specify clients individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing the letters. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Client Ledger Cards
TravCom for Windows
Reference: Client Ledger Cards

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Fields on the Client Ledger Card dialog box are:

From/To Client	Allows you to enter a range of client numbers to print on your report. For example, from client 1000 to 9000. You can also tag individual clients to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all clients with activity or open invoices during the requested period.
From/To Date	Allows you to enter a range of dates to be included on your report. For example, from January 1, 1998, to January 31, 1998. The default setting is the current month (as shown on the Status Bar at the bottom of the screen).
Buttons on the Client Ledger Card dialog box are:

Tag Options	Allows you to tag individual clients to appear on this report. You can tag clients by Number or by Name. When you select Tag Options, four fields will be displayed in a new dialog box: • Tag Client Number or Tag Client Name - allows you to view clients in numerical order or alphabetically by Sort Key. • Client - shows each client's account number. • Sort Key - shows each client's Sort Key. • Name - shows each client account's name. When you have tagged the clients you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Client entry on the main Client Ledger Card dialog box. Select Cancel if you do not want to specify clients individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option. All activity for each client account will be combined.
Cancel	Cancels this request and returns you to the main menu.


Reference: Client Credit Report
TravCom for Windows
Reference: Client Credit Report

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Fields on the Client Credit Report dialog box are:

From/To Client	Allows you to enter a range of client numbers to print on your report. For example, from client 1000 to 9000. You can also tag individual clients to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all clients.
Report Sort Order	Allows you to define how to display the clients you have requested. Select from Numerical Order by Client Number or Alphabetical Order by Sort Key.
Buttons on the Client Credit Report dialog box are:

Tag Options	Allows you to tag individual clients to appear on this report. You can tag clients by Number or by Name. When you select Tag Options, four fields will be displayed in a new dialog box: • Tag Client Number or Tag Client Name - allows you to view clients in numerical order or alphabetically by Sort Key. • Client - shows each client's account number. • Sort Key - shows each client's Sort Key. • Name - shows each client account's name. When you have tagged the clients you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Client entry on the main Client Credit Report dialog box. Select Cancel if you do not want to specify clients individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option. All open invoices for each client will be combined for a single open balance.
Cancel	Cancels this request and returns you to the main menu.


Reference: A/R Open Invoice Report
TravCom for Windows
Reference: A/R Open Invoice Report

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Fields on the A/R Open Invoice Report dialog box are:

From/To Client	Allows you to enter a range of client numbers to print on your report. For example, from client 1000 to 9000. You can also tag individual clients to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all open invoices.
Buttons on the A/R Open Invoice Report dialog box are:

Tag Options	Allows you to tag individual clients to appear on this report. You can tag clients by Number or by Name. When you select Tag Options, four fields will be displayed in a new dialog box: • Tag Client Number or Tag Client Name - allows you to view clients in numerical order or alphabetically by Sort Key. • Client - shows each client's account number. • Sort Key - shows each client's Sort Key. • Name - shows each client account's name. When you have tagged the clients you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Client entry on the main A/R Open Invoice Report dialog box. Select Cancel if you do not want to specify clients individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Missing Invoice Scan
TravCom for Windows
Reference: Missing Invoice Scan

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Fields on the Missing Invoice Scan dialog box are:

Report Selection	Radio buttons that allow you to select the Missing Invoice Scan or the Sequential Invoice List. Be sure that the black dot is next to the Missing Invoice Scan option.
From/To Date	Allows you to enter a range of dates TravCom should scan for posted and missing invoice numbers. For example, include only invoices dated between January 1, 1998, and January 31, 1998. The default setting is the current month (as shown on the Status Bar at the bottom of the screen).
Buttons on the Missing Invoice Scan dialog box are:

Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Sequential Invoice List
TravCom for Windows
Reference: Sequential Invoice List

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Fields on the Sequential Invoice List dialog box are:

Report Selection	Radio buttons that allow you to select the Missing Invoice Scan or the Sequential Invoice List. Be sure that the black dot is next to the Sequential Invoice List option.
From/To Date	Allows you to enter a range of dates to be included on this report. For example, include only invoices dated between January 1, 1998, and January 31, 1998. The default setting is the current month (as shown on the Status Bar at the bottom of the screen).
Buttons on the Sequential Invoice List dialog box are:

Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Hotel/Car Rental Voucher Report
TravCom for Windows
Reference: Hotel/Car Rental Voucher Report

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Fields on the Hotel/Car Rental Voucher Report dialog box are:

From/To Vendor Number	Allows you to enter a range of vendor numbers to print on your report. For example, if you want to see only bookings made with Marriott Corporation you can enter the vendor number for Marriott in the From and To fields. You can also tag individual vendors to be included on this report (see the description of the Tag Options button below). The default setting is blank to include all vendors.
From/To Voucher Number	Allows you to enter a range of voucher numbers to print on your report. You can use these fields to narrow your search parameters if you want information on a specific trip for a traveler. For example, all of John Smith's hotel and car rental bookings for a single trip are normally posted with the same Voucher Number as the associated Invoice Number. The default setting is blank to include all vouchers.
From/To Confirm. Number	Allows you to enter a range of confirmation numbers to print on your report. For example, this option is useful if you are searching for a series of bookings, such as for a group traveling together. The default setting is blank to include all confirmation numbers.
From/To Arrival Date	Allows you to enter a range of arrival dates to print on your report. For example, to see all the hotel and/or car rental bookings which you expected to be used during the month of June, 1998, enter From June 1, 1998, and To June 30, 1998. The default setting is blank to include all arrival dates.
From/To Invoice Date	Allows you to enter a range of invoice dates to print on your report. For example, to see all the hotel and/or car rental bookings which were posted in the month of June, 1998, enter From June 1, 1998, and To June 30, 1998. The default setting is blank to include all invoice dates.
From/To Payment Date	Allows you to enter a range of payment dates to print on your report. For example, to see all the hotel and/or car rental bookings where you received the commission payment in the month of June, 1998, enter From June 1, 1998, and To June 30, 1998. The default setting is blank to include all payment dates.
From/To Client Number	Allows you to enter a range of client numbers to print on your report. For example, from client 1000 to 9000. You can also tag individual clients to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all clients.
From/To Agent Number	Allows you to enter a range of agent numbers whose bookings should be included on your report. For example, enter from agent 15 to 16 to see only those hotel and car rental bookings made by agents 15 and 16. You can also tag individual agents to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all agents.
From/To O/S Agent	Allows you to enter a range of outside sales agent numbers whose bookings should be included on your report. For example, enter from agent 100110 to 100111 to see only those hotel and car rental bookings made for clients belonging to outside sales agents 100110 and 100111. You can also tag individual outside sales agents to be included on the report (see the description of the Tag Options button below). The default setting in blank to include all outside sales agents.
From/To Product Code	Allows you to enter the range of product codes that you want to include. Note that while you can specify any product code(s), this report is based on Vouchers, not Sales, and normally Vouchers are only posted for Hotel and Car Rental bookings. You can also tag individual product codes to be included when printing letters (see the description of the Tag Options button below.)
Voucher Status Selection	Allows you to specify which vouchers are to be included on your report. Select from Open, Paid, Cancelled and Non-Commissionable. For example, if you want a report which shows the hotel and car rental bookings for which you are still expecting commission, make sure that only the Open check box is marked. To see the bookings your agents have made that will not generate any commission for the agency, make sure only the Non-Commissionable check box is marked. You can mark as many check boxes as you want included on this report. The default setting is Open vouchers only.
Buttons on the Hotel/Car Rental Voucher Report dialog box are:

Sort Options	Allows you to specify the order that vouchers will print in on your report. Unlike most reports in TravCom, the Sort Options on the Hotel/Car Rental Voucher Report are not mutually exclusive; you can  enter a rank for as many fields as you want to use. Select from Vendor Number and/or Name, Voucher Number, Confirmation Number, Arrival or Posting Date, Client Number or Name, Agent or Outside Sales Agent Number, or Product Code. For example, to see all hotel bookings listed together, and car rental bookings separately, enter a 1 in the Product Code field. For vouchers to be sorted by travel date within each product code, enter a 2 in the Arrival Date field. Or to see vouchers in alphabetical order by traveler, enter 2 in the Client Name field instead of Arrival Date. You can continue to enter numbers in as many fields as apply. Note that you cannot enter the same number to two fields.
Tag Options	Allows you to tag vouchers to appear on this report by a variety of fields. You can tag vouchers by Vendor, Client, Anent or Outside Sales Agent Number or Name, or by Product Code. • If you select Tag Vendor Number or Tag Vendor Name, TravCom will display the vendor account number, Sort Key and name, sorted numerically or alphabetically (by Sort Key) respectively. You can tag as many vendors as you want to include.  • If you select Tag Client Number or Tag Client Name, TravCom will display the client account number, Sort Key and name, sorted numerically or alphabetically (by Sort Key) respectively. You can tag as many clients as you want to include.  • If you select Tag Agent Number or Tag Agent Name, TravCom will display the agent number, code and name, sorted numerically or alphabetically (by Agent Code) respectively. Only vouchers booked by a selected agent will be included on your report. You can tag as many agents as you wish. • If you select Tag O/S Agent Number or Tag O/S Agent Name, TravCom will display the outside sales agent number, Sort Key and name, sorted numerically or alphabetically (by Sort Key) respectively. Only vouchers which show a selected O/S Agent will be included on your report. You can tag as many outside sales agents as you wish. • If you select Tag Product Code, TravCom will display the table of Product Codes and their Descriptions. Note that while you can select as many product codes as you want to include, this report is based on Vouchers , not Sales, and Vouchers are normally only posted for Hotel and Car Rental bookings. Use any mix-and-match combination of fields to specialize the Hotel/ Car Rental Voucher Report. For example, if you want to see only Hyatt hotel bookings for your Corporate Accounts 1000 and 1003, • click on Tag Vendor Name (or Number) and click on the vendor account for Hyatt Hotels. Then… • click on Tag Client Account Number (or Name) and click once on each of the two accounts you want to include, 1000 and 1003. When you have tagged the fields you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To entries on the main Hotel/Car Rental Voucher Report dialog box. Select Cancel if you do not want to specify vouchers individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Commission Follow-up Letters
TravCom for Windows
Reference: Commission Follow-up Letters

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Fields on the Commission Follow-up Letters dialog box are:

From/To Vendor Numbers	Allows you to enter a range of vendor numbers to receive Commission Follow-up Letters. You can also tag individual vendor numbers to receive letters (see the description of the Tag Options button below). The default setting is blank to include all vendors for whom there are outstanding vouchers. Note that Commission Follow-up Letters are printed for outstanding Vouchers only, not Sales transactions. It is not necessary to identify the hotel and car rental companies in this field, as Vouchers are not normally created for other vendors.
From/To Departure Dates	Allows you to enter a range of departure dates to determine which vendors will receive Commission Follow-up Letters and which vouchers will be included on the list of commissions due. For example, when you book a hotel room for a client, you do not expect commission until after the client has departed the hotel. You would not want to generate a Commission Follow-up Letter for this booking until after the Departure Date expected. The default setting is to include all vouchers which show departure dates through the current date. That is, the From field is blank and the To field will show the current date (as shown on the Status Bar at the bottom of the screen).
From/To Product Code	If you do not want to print Commission Follow-up Letters for both hotel and car rental bookings, enter the range of product codes that you want to include. The default setting is blank to include all product codes. Note that while you can specify any product code(s), letters are based on Vouchers, not Sales, and normally Vouchers are only posted for Hotel and Car Rental bookings. You can also tag individual product codes to be included when printing letters (see the description of the Tag Options button below.)
Report Sort Order	Radio buttons that allow you to print the Commission Follow-up Letters in numerical order by vendor account number or alphabetical order by Sort Key.
Buttons on the Commission Follow-up Letters dialog box are:

Tag Options	Allows you to tag individual vendors to receive Commission Follow-up Letters. You can tag vendors by Number or by Name. You can also tag Product Codes to include. • If you select Tag Vendor Number or Tag Vendor Name, TravCom will display the vendor account number, Sort Key and name, sorted numerically or alphabetically (by Sort Key) respectively. You can tag as many vendors as you want to include.  • If you select Tag Product Code, TravCom will display the table of Product Codes and their Descriptions. Note that while you can select as many product codes as you want to include, these letters are based on Vouchers, not Sales, and normally Vouchers are only posted for Hotel and Car Rental Bookings. When you have tagged the vendors you want to include in your letters, select the OK button to accept your entry. The selections you have made will not override the From/To Vendor or Product Code entry on the main Commission Follow-up Letters dialog box. Select Cancel if you do not want to specify vendors individually.
Edit Letter	Allows you to customize the commission follow-up letters. For example, you will want to place your name and title at the bottom of the letter, and may want to modify the pre-loaded body of the letter. You can also choose to have TravCom print your agency name and address on each letter if you are not planning to print follow-up letters on preprinted letterhead. On the Edit Letter dialog box, there are three buttons available: • Save - saves the modifications you have made to the letter. • Cancel - cancels your modifications and returns you to the main Commission Follow-up Letter dialog box. • Insert Voucher List - instructs TravCom to insert a list of vouchers that meet your criteria at the point where your cursor is displayed in the letter. The fields that will print are the Confirmation number, city (property location), expected arrival and departure dates and traveler name. The Commission Follow-up Letter can also be edited directly in Crystal Reports by accessing the file follup0.rpt in the TravCom for Windows directory.
Print	Instructs TravCom to print the commission follow-up letters as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing the letters. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Aged Schedule of Accounts Payable
TravCom for Windows
Reference: Aged Schedule of Accounts Payable

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Fields on the Aged Schedule of Accounts Payable dialog box are:

From/To Vendor	Allows you to enter a range of vendor numbers to print on your report. For example, from vendor 1000 to 1999. You can also tag individual vendors to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all vendors for whom there are outstanding invoices.
From/To Due Date	Allows you to enter a range of due dates to be included on your report. For example, to see all invoices due by today, leave the From field blank and enter today's date in the To field. The default setting is blank to include all open Accounts Payable invoices.
Include Vendors/ Include Outside Sales Agent	Check boxes which allow you to select invoices due to general vendors (vendors who are not marked as Outside Sales Agents in Files - Vendors - Accounting tab) and/or invoices due to Outside Sales Agents. The default setting marks both check boxes to include all open payable invoices.
Report Selection	Select from Detail or Summary. The Detail report lists all open invoices individually, with a total for each vendor; the Summary report lists the total due to each vendor without itemizing the invoices.
Aging Schedule	Enter the aging cycle you want TravCom to use. For example, 30 days, 60 days, 90 days. TravCom will default to the aging cycle you entered the last time you ran this report.
Buttons on the Aged Schedule of Accounts Payable dialog box are:

Tag Options	Allows you to tag individual vendors to be included on this report. You can tag vendors by Number, Name or Type. • If you select Tag Vendor Number or Tag Vendor Name, TravCom will display the vendor account number, Sort Key and name, sorted numerically or alphabetically (by Sort Key) respectively. You can tag as many vendors as you want to include.  • If you select Tag Vendor Type, TravCom will display all Types that are in use by any vendor account. Note: Vendor Types that have been added to the Master table (Files - Setup - Misc. Tables) but are not referenced to any vendor account will not be displayed.  Use any mix-and-match combination of fields to specialize the Aged Schedule of Accounts Payable. When you have tagged the vendors you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Vendor entry on the main Aged Schedule of Accounts Payable dialog box. Select Cancel if you do not want to specify vendors individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option. All open invoices for each vendor account will be combined.
Cancel	Cancels this request and returns you to the main menu.


Reference: Cash Disbursements Report
TravCom for Windows
Reference: Cash Disbursements Report

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Fields on the Cash Disbursements Report dialog box are:

From/To Vendor	Allows you to enter a range of vendor numbers to print on your report. You can also tag individual vendors to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all vendors.
From/To Date	Allows you to enter a range of dates to be included on your report. For example, from January 1, 1998, to January 31, 1998. The default setting is the current month (as shown on the Status Bar at the bottom of the screen).
Report Sort Order	Select from Check Number, Payee Name, or Check Date. • If you select Check Number order, TravCom will sort all checks numerically by the check number entered during posting. • If you select Payee Name order, TravCom will sort all checks alphabetically by the name entered during posting. This will be the actual name as posted on the check, not the Vendor Account or Client Account Name field. For example, if you post a check to your Miscellaneous Hotels vendor and change the name on the check to read Stanhope Hotel, then that check will appear alphabetically by S. • If you select Check Date order, TravCom will sort all checks by posting date. When several checks are posted on the same date, they will appear in numerical order by check number within that date's checks.
Buttons on the Cash Disbursements Report dialog box are:

Tag Options	Allows you to tag individual vendors to appear on this report. You can tag vendors by Number or by Name. When you select Tag Options, four fields will be displayed in a new dialog box: • Tag Vendor Number or Tag Vendor Name - allows you to view vendors in numerical order or alphabetically by Sort Key. • Vendor - shows each vendor's account number. • Sort Key - shows each vendor's Sort Key. • Name - shows each vendor account's name. When you have tagged the vendors you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Vendor entry on the main Cash Disbursements Report dialog box. Select Cancel if you do not want to specify vendors individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Check Number Register
TravCom for Windows
Reference: Check Number Register

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Fields on the Check Number Register dialog box are:

From/To Vendor	Allows you to enter a range of vendor numbers to print on your report. You can also tag individual vendors to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all vendors.
From/To Date	Allows you to enter a range of dates to be included on your report. For example, from January 1, 1998, to January 31, 1998. The default setting is the current month (as shown on the Status Bar at the bottom of the screen).
Report Sort Order	Select from Check Number, Payee Name, or Check Date. • If you select Check Number order, TravCom will sort all checks numerically by the check number entered during posting. • If you select Payee Name order, TravCom will sort all checks alphabetically by the name entered during posting. This will be the actual name as posted on the check, not the Vendor Account or Client Account Name field. For example, if you post a check to your Miscellaneous Hotels vendor and change the name on the check to read Stanhope Hotel, then that check will appear alphabetically by S. • If you select Check Date order, TravCom will sort all checks by posting date. When several checks are posted on the same date, they will appear in numerical order by check number within that date's checks.
Buttons on the Check Number Register dialog box are:

Tag Options	Allows you to tag individual vendors to appear on this report. You can tag vendors by Number or by Name. When you select Tag Options, four fields will be displayed in a new dialog box: • Tag Vendor Number or Tag Vendor Name - allows you to view vendors in numerical order or alphabetically by Sort Key. • Vendor - shows each vendor's account number. • Sort Key - shows each vendor's Sort Key. • Name - shows each vendor account's name. When you have tagged the vendors you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Vendor entry on the main Check Number Register dialog box. Select Cancel if you do not want to specify vendors individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Cash Requirements Report
TravCom for Windows
Reference: Cash Requirements Report

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Fields on the Cash Requirements Report dialog box are:

From/To Vendor	Allows you to enter a range of vendor numbers to print on your report. You can also tag individual vendors to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all vendors.
First/Last Date	Similar to aging cycles, these fields allow you to define where invoices should print on this report. Invoices due before the First date entered will be printed in the first set of columns; invoices due between the First and Last dates entered will be printed in the second set of columns; and invoices due after the Last date will be printed in the last set of columns. The default settings are the first and last days of the current month (as shown on the Status Bar at the bottom of the screen).
Buttons on the Cash Requirements Report dialog box are:

Tag Options	Allows you to tag individual vendors to appear on this report. You can tag vendors by Number or by Name. When you select Tag Options, four fields will be displayed in a new dialog box: • Tag Vendor Number or Tag Vendor Name - allows you to view vendors in numerical order or alphabetically by Sort Key. • Vendor - shows each vendor's account number. • Sort Key - shows each vendor's Sort Key. • Name - shows each vendor account's name. When you have tagged the vendors you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Vendor entry on the main Cash Requirements dialog box. Select Cancel if you do not want to specify vendors individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Vendor Usage Report
TravCom for Windows
Reference: Vendor Usage Report

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Fields on the Vendor Usage Report dialog box are:

From/To Vendor	Allows you to enter a range of vendor numbers to print on your report. You can also tag individual vendors to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all vendors.
From/To Date	Allows you to enter a range of dates to be included on your report. For example, from January 1, 1998, to January 31, 1998. The default setting is the current month (as shown on the Status Bar at the bottom of the screen).
Report Selection	Instructs TravCom how much detail should be included in your report. You can select from two versions of this report: • Detail - shows each invoice and check posted during the specified period, with totals by vendor account. • Summary - shows only the totals for each vendor account without listing each transaction in detail.
Buttons on the Vendor Usage Report dialog box are:

Tag Options	Allows you to tag individual vendors to appear on this report. You can tag vendors by Number or by Name. When you select Tag Options, four fields will be displayed in a new dialog box: • Tag Vendor Number or Tag Vendor Name - allows you to view vendors in numerical order or alphabetically by Sort Key. • Vendor - shows each vendor's account number. • Sort Key - shows each vendor's Sort Key. • Name - shows each vendor account's name. When you have tagged the vendors you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Vendor entry on the main Vendor Usage Report dialog box. Select Cancel if you do not want to specify vendors individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: A/P Invoice Tracking Report
TravCom for Windows
Reference: A/P Invoice Tracking Report

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Fields on the A/P Invoice Tracking Report dialog box are:

From/To Vendor	Allows you to enter a range of vendor numbers to print on your report. You can also tag individual vendors to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all vendors.
From/To Date	Allows you to enter a range of dates to be included on your report. For example, from January 1, 1998, to January 31, 1998. The default setting is the current month (as shown on the Status Bar at the bottom of the screen).
Buttons on the A/P Invoice Tracking Report dialog box are:

Tag Options	Allows you to tag individual vendors to appear on this report. You can tag vendors by Number or by Name. When you select Tag Options, four fields will be displayed in a new dialog box: • Tag Vendor Number or Tag Vendor Name - allows you to view vendors in numerical order or alphabetically by Sort Key. • Vendor - shows each vendor's account number. • Sort Key - shows each vendor's Sort Key. • Name - shows each vendor account's name. When you have tagged the vendors you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Vendor entry on the main A/P Invoice Tracking Report dialog box. Select Cancel if you do not want to specify vendors individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Agent Commission Statements
TravCom for Windows
Reference: Agent Commission Statements

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Fields on the Agent Commission Statements dialog box are:

From/To Agent	This field is only displayed if In House Agents has been checked in the Statement Type (described below). It allows you to enter a range of agent numbers for whom to print Commission Statements. For example, from agent 1 to 50. You can also tag individual agents to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all agents. Note that while you can specify any agent(s) to be included when you print this report, the Commission Statements are based on the agent's Incentive Percentage (as shown in Files - Agents - Personnel tab). If the agent's file does not show an incentive, no Commission Statement will be generated for that agent.
From/To O/S Agent	This field is only displayed if O/S Agents has been checked in the Statement Type (described below). It allows you to enter a range of outside sales agent numbers for whom to print Commission Statements. For example, from O/S agent 100100 to 100250. You can also tag individual outsides sales agents to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all outside sales agents.
From/To Date	Allows you to enter a range of dates to be considered when preparing the report. For example, from January 1, 1998, to January 31, 1998. The default setting is the current month (as shown on the Status Bar at the bottom of the screen).
Statement Type	Instructs TravCom what type of report you want to print. You can select from three versions of this report: • In House Agents - prints a commission statement for each agent who receives an incentive (as shown in Files - Agents - Personnel tab), based on the booking agent field of each sales transaction. The invoice must have been closed via Postings - Cash Receipts or show form of payment Credit Card to be included on a Commission Statement. Hotel and car rental commissions posted via Posting- Commission Receipts can also be included. • O/S Agents - prints a commission statement for each outside sales agent who receives commission (as shown in Files - Vendors - Accounting tab), based on the O/S Agent No. 1 field of each sales transaction. The invoice must have been closed via Posting - Cash Receipts or show form of payment Credit Card to be included on a Commission Statement.
Exclude Product Codes	Enter a list of product codes for which you would like to exclude paying commissions. Enter all product code numbers separated by a comma. For instance, you do not wish to pay commissions for service fees (product code 7) and miscellaneous sales (product code 10). Enter 7,10 in this field.
Don't Pay for Outstanding Vendor Commissions	If you wish to hold payments to agents until all commissions have been received from the vendor then check this box. Otherwise, payments will be released once the client has paid for the sale.
Exclude Hotel/Car Commissions	Check this box if you do not wish to pay agents for hotel and car rental commission receipts.
New Page For Every Agent	If you want to begin a new page for each agent (or outside sales agent) mark this check box. If you want to print a continuous report, leave this check box blank.
Buttons on the Agent Commission Statements dialog box are:

Tag Options	Allows you to tag individual agents or outside sales agents to appear on this report. The selections available on the Tag Options screen will vary depending on your Statement Type selection on the main Agent Commission Statement dialog box. • If you selected In House Agents you can tag agents by Number or by Name. When you select Tag Options, four fields will be displayed in the new dialog box: ⇒ Tag Agent Number or Tag Agent Name - allows you to view agents in numerical order or alphabetically by code. ⇒ Agent - shows each agent's number. ⇒ Code - shows each agent's code. ⇒ Name - shows each agent's name. • If you selected O/S Agents you can tag outside sales agents by Number or by Name. When you select Tag Options, four fields will be displayed in the new dialog box: ⇒ Tag O/S Agent Number or Tag O/S Agent Name - allows you to view outside sales agents in numerical order or alphabetically by Sort Key. ⇒ O/S Agent - shows each outside sales agent's vendor number. ⇒ Sort Key - shows each outside sales agent's Sort Key. ⇒ Name - shows each outside sales agent's name. When you have tagged the agents/outside sales agents you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Agent or O/S Agent entry on the main Agent Commission Statement dialog box. Select Cancel if you do not want to specify agents or O/S agents individually.
Print	Instructs TravCom to print the commission statements as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing commission statements. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Vendor Name Report
TravCom for Windows
Reference: Vendor Name Report

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Fields on the Vendor Name Report dialog box are:

From/To Vendor	Allows you to enter a range of vendor numbers to print on your report. For example, from vendor 1000 to 1999. You can also tag individual vendors to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all vendors.
Include Vendors/ Include O/S Agents	Check boxes which allow you to select only general vendors (vendors who are not marked as Outside Sales Agents in Files - Vendors - Accounting tab), only Outside Sales Agents, or both types of vendors. The default setting marks both check boxes to include both types of vendors
Report Sort Order	Radio buttons that allow you to print the Vendor Name Report in numerical order by vendor account number or alphabetically by Sort Key.
Buttons on the Vendor Name Report dialog box are:

Tag Options	Allows you to tag individual vendors to appear on this report. You can tag vendors by Number, Name or Vendor Type. When you select Tag Options, four fields will be displayed in a new dialog box: • If you select Tag Vendor Number or Tag Vendor Name, TravCom will display the vendor account number, Sort Key and name, sorted numerically or alphabetically (by Sort Key) respectively. You can tag as many vendors as you want to include. • If you select Vendor Type, TravCom will display a table of all Vendor Types in use by any vendor accounts. Select as many as are required. Note that Vendor Types that have been entered into the master table (Files - Setup - Misc. Tables) but are not referenced to any vendor account will not be displayed on this screen. When you have tagged the vendors you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To Vendor entry on the main Vendor Name Report dialog box. Select Cancel if you do not want to specify vendors individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Vendor Mailing Labels/Rolodex Cards
TravCom for Windows
Reference: Vendor Mailing Labels/Rolodex Cards

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Fields on the Vendor Mailing Labels/Rolodex Cards dialog box are:

Options	Select the format of labels or rolodex cards you want to print. You can select from: • Mailing Labels (Avery #5160) - for laser printers. • Mailing Labels (3-1/2" x 15/16" x 1) - for dot matrix printers • Mailing Labels (3-1/2" x 15/16" x 2) - for dot matrix printers • Rolodex cards - for small (4" x 2 1/4") rolodex cards
Sort Order	Select the order to print vendor labels or rolodex cards. You can select from: • Numerical Order by Vendor Number • Alphabetical Order by Sort Key • Postal Code Order • Alphabetical Order by Vendor Type For example, if you are printing rolodex cards for agents, you might want to print them in alphabetical order. If you are preparing a bulk mailing, print labels in Postal Code (Zip code) order.
Record Selection	These fields are similar to the Tag Options available on most reports. You may select as many fields as apply to the specialized list you are creating. You can select from: • Vendor Numbers - TravCom displays a table for From and To fields. You can enter as many different ranges as required. • Vendor Sort Keys - TravCom displays a table for From and To fields. You can enter as many different ranges as required. • Postal Codes - TravCom displays a table for From and To fields. You can enter as many different ranges as required. • Vendor Types - TravCom will display a table of all the Vendor Types in use by any vendor accounts. Select as many as are required. Note that Vendor Types that have been entered into the master table (Files - Setup - Misc. Tables) but are not referenced to any vendor account will not be displayed on this screen. Use any mix-and-match combination of fields to specialize your labels or rolodex cards to your requirements. For each Record Selection option, the default setting is to include all vendors. It is not necessary to select each field and enter an all-inclusive range to ensure all vendors are included in the labels or rolodex cards.
Buttons on the Vendor Mailing Labels/Rolodex Cards dialog box are:

Print	Instructs TravCom to print the vendor labels or rolodex cards as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Trial Balance Report
TravCom for Windows
Reference: Trial Balance Report

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Fields on the Trial Balance Report dialog box are:

Month	Allows you to select the Accounting Month for which you want to print a Trial Balance. Select from the drop down list or type the first letter of the month you want to print. For the current Accounting Month (as shown on the Status Bar at the bottom of the screen), type C; for Next month, type N. If the month you want is not displayed, type the letter again; TravCom will scroll through all months starting with that letter in alphabetical order (for example, January, July and June). The default setting is the current Accounting Month (as shown on the Status Bar at the bottom of the screen).
Print by Division	If you have the divisional option turned on, you can separate the report for each division. If you leave the check box blank then all divisions will print as a single total.
Buttons on the Trial Balance Report dialog box are:

Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Transaction Report
TravCom for Windows
Reference: Transaction Report

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Fields on the Transaction Report dialog box are:

From/To Date	Allows you to enter a range of transaction dates to be included on this report. For example, include only transactions posted between January 1, 1998, and January 31, 1998. Note that the dates you enter refer to the posting date. The default From setting is the first day of the current month. The default To setting is blank to include all transactions after the From date.
Posting Sources	Allows you to select the posting functions that you want to include on your report. TravCom will display a complete list of posting sources, with a Tag column to the left of the functions. A selected posting source will display an X in the tag column. Click on any Posting Source to select or de-select it. Select from: • Accounts Payable Invoices • Accounts Receivable Invoices • Cash Receipts Posting • Commission Receipts Posting • Check Posting • Sales Posting • Adjust Journal Entries • Debit/Credit Memos Bank Charges and Interest transactions which are posted to the general ledger directly from the Bank Reconciliation function (when you select Reconciliation Complete) will be included with the Adjust Journal Entries transactions. You can also click on the Select All or De-Select All buttons to the right of the Posting Sources table. The default setting tags all Posting Sources to include all transactions.
Buttons on the Transaction Report dialog box are:

Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.
Multi-branch	Note that the general ledger Transaction Report is a branch-specific report and cannot be printed as a consolidated report.


Reference: Posting Detail Report
TravCom for Windows
Reference: Posting Detail Report

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Fields on the Posting Detail Report dialog box are:

From/To Account	Allows you to enter a range of general ledger account numbers to print on your report. You can also tag individual general ledger accounts to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all general ledger accounts.
Report Selection	Instructs TravCom how much detail should be included on your report. You can select from two versions of this report: • Detail lists each transaction posted to the general ledger account. Each posting source is subtotaled and each account is totaled. • Summary lists posting session totals only. Each posting source is subtotaled and each account is totaled.
Buttons on the Posting Detail Report dialog box are:

Tag Options	Allows you to tag individual general ledger accounts to appear on this report. General Ledger accounts are listed in numerical order. There are three fields displayed: • LedgerNumber - shows each general ledger account's number. • SortKey - shows each general ledger account's Sort Key. • LedgerName - shows each general ledger's description. When you have tagged the accounts you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To entry on the main general ledger Posting Detail Report dialog box. Select Cancel if you do not want to specify general ledger accounts individually.
Months	Allows you to select the Accounting Month for which you want to print a Posting Detail Report.  You can also click on the Select All or De-Select All buttons to the right of the displayed list of months. Select the OK button when you have tagged all of the months you want to include on your report. The default setting is the current Accounting Month only (as shown on the Status Bar at the bottom of the screen).
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Financial Statement
TravCom for Windows
Reference: Financial Statement

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Fields on the Financial Statement dialog box are:

Record Selection	Check boxes which allow you to select the Financial Statement or Balance Sheet or both reports. Make sure that the check box for Financial Statement has been marked. The default selection is to print both reports.
Comparative Statement	Instructs TravCom to print or suppress the previous year's figures when printing the Financial Statement. This options will only affect the Current Month and Next Month reports. • If this check box is not marked, TravCom will print two columns on the Financial Statement, the Month To Date and Year to Date balances. • If this check box is marked, TravCom will print four columns on the Financial Statement, the Month To Date and Year to Date balances, then the balance from the same month last year and year to date balance at the same time last year.
Show Percentages	Instructs TravCom to calculate and print each general ledger account's percentage of the gross income shown.
Report Selection	Instructs TravCom how much detail should be included on your report. You can select from two versions of this report: • Detail - prints all general ledger accounts with balances  • Summary  - prints only the format accounts and individual general ledger accounts that have been marked for the Summary Financial Statement (in Files - General Ledger on the General tab).
Buttons on the Financial Statement dialog box are:

Months	Allows you to select the Accounting Month(s) for which you want to print a Financial Statement.  You can also click on the Select All or De-Select All buttons to the right of the displayed list of months. Select the OK button when you have tagged all of the months for which you want to print a Financial Statement. The default setting is the current Accounting Month only (as shown on the Status Bar at the bottom of the screen).
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Balance Sheet
TravCom for Windows
Reference: Balance Sheet

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Fields on the Balance Sheet dialog box are:

Record Selection	Check boxes which allow you to select the Financial Statement or Balance Sheet or both reports. Make sure that the check box for Balance Sheet has been marked. The default selection is to print both reports.
Comparative Statement	Instructs TravCom to print or suppress the previous year's figures when printing the Balance Sheet. This options will only affect the Current Month and Next Month reports. • If this check box is not marked, TravCom will print only the current balance of each general ledger account on the Balance Sheet. • If this check box is marked, TravCom will print the balance at the same time last year to the right of the current balances of each account.
Show Percentages	This option does not affect the Balance Sheet report. When you print only the Balance Sheet this check box will be disabled.
Report Selection	This option does not affect the Balance Sheet report. When you print only the Balance Sheet this check box will be disabled.
Buttons on the Balance Sheet dialog box are:

Months	Allows you to select the Accounting Month(s) for which you want to print a Balance Sheet.  You can also click on the Select All or De-Select All buttons to the right of the displayed list of months. Select the OK button when you have tagged all of the months for which you want to print a Balance Sheet. The default setting is the current Accounting Month only (as shown on the Status Bar at the bottom of the screen).
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Chart of Accounts
TravCom for Windows
Reference: Chart of Accounts

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Fields on the Chart of Accounts dialog box are:

From/To G/L Account	Allows you to enter a range of general ledger account numbers to print on your report. You can also tag individual general ledger accounts to be included on the report (see the description of the Tag Options button below). The default setting is blank to include all general ledger accounts.
Include Format Accounts?	Allows you to include or exclude all format accounts when printing the Chart of Accounts. • If this check box is not marked TravCom will include only posting accounts (Assets, Liabilities, Capital, Income and Expense account types). • If this check box is marked TravCom will include general ledger accounts of all types.
Report Sort Order	Radio buttons that allow you to print the Chart of Accounts in numerical order by G/L account number or alphabetically by Sort Key. This report is normally printed in numerical order.
Buttons on the Chart of Accounts dialog box are:

Tag Options	Allows you to tag individual general ledger accounts to appear on this report. General Ledger accounts are listed in numerical order. There are three fields displayed: • LedgerNumber - shows each general ledger account's number. • SortKey - shows each general ledger account's Sort Key. • LedgerName - shows each general ledger's description. When you have tagged the accounts you want to include on your report, select the OK button to accept your entry. The selections you have made will not override the From/To entry on the main general ledger Chart of Accounts dialog box. Select Cancel if you do not want to specify general ledger accounts individually.
Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Daily Agency Status Report
TravCom for Windows
Reference: Daily Agency Status Report

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Fields on the Daily Agency Status Report dialog box are:

Activity For	Allows you to enter the calendar date for which you want to print the Agency Status Report. TravCom will include all transactions posted on that date. For Sales transactions, this is determined by the Invoice Date. The default setting is today's date (as shown on the Status Bar at the bottom of the screen).
Buttons on the Daily Agency Status Report dialog Box are:

Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Weekly Agency Status Report
TravCom for Windows
Reference: Weekly Agency Status Report

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Fields on the Weekly Agency Status Report dialog box are:

For the Week Ending	Allows you to enter the week ending date for which you want to print the Agency Status Report. TravCom will include all transactions posted during the seven-day period ending on the date you enter. For Sales transactions, this is determined by the Invoice Date. The default ending date is the next Sunday, based on the system date (as shown on the Status Bar at the bottom of the screen).
Buttons on the Weekly Agency Status Report dialog Box are:

Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Month to Date Totals Report
TravCom for Windows
Reference: Month to Date Totals Report

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Fields on the Month to Date Totals Report dialog box are:

From/To Date	Allows you to enter a date range for which you want to print the Agency Status Report. TravCom will include all transactions posted during the period you specify. For Sales transactions, this is determined by the Invoice Date. The default setting is From the first day of the current month To today's date (as shown on the Status Bar at the bottom of the screen).
Buttons on the Month to Date Totals Report dialog Box are:

Print	Instructs TravCom to print the report as defined. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Branches	Allows you to specify which branches to include when printing this report. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option.
Cancel	Cancels this request and returns you to the main menu.


Reference: Receive Interface Data
TravCom for Windows
Reference: Receive Interface Data

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Fields on the Receive Interface Data screen are:

Number of records to receive	The number of records you are going to send from your reservation system, or 0 for all.
Settings	The communication settings for this interface are displayed for verification. There include the reservation system, serial (COM) port, speed (baud rate), parity, data bits and stop bits, or the file path and name (for Image-to-disk interfacing). If any of these settings are incorrect, click on Setup to enter changes.
Interface data exists	This message appears in a new dialog box if interface records from a prior transmission are still stored in this interface. It allows you to control the effect the new records will have on the existing file. • Select Cancel to exit the Receive Interface Data function and return to the main menu without receiving any new records. • Select Append to leave the existing unaffected and add the new records to the file. This is the most common selection on this dialog box. • Select Replace to delete the existing records so that only the new records are in this interface. If you do not know what records are already in this interface, use the Edit List or Edit Data to check the existing data before making a selection.
Buttons on the Receive Interface Data screen are:

OK	Accepts the entries displayed and prepares TravCom to receive data from the reservation system.
Setup	Displays the Install Interface screen and allows you to change the communications settings for the interface. If any of the settings displayed on the Receive Interface Data screen are incorrect, select this option to make the necessary modifications. The interface communication settings will be updated for future reference.
Cancel	Exits the Receive Interface Data function and returns you to the main menu without accepting any data from the reservation system.


Reference: Process Interface Data
TravCom for Windows
Reference: Process Interface Data

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Fields on the Process Interface Data screen are:

Invoice	The invoice number of the record currently being processed.
Interface Level	The interface level of the record being processed. The interface level is similar to the version number of a computer program.
Records Processed	The number of records TravCom had processed. This field increases as the records received are processed.
Records Discarded	The number of records that do not include accounting data for TravCom to read. For example, if an agent prints an itinerary for a client's reference or approval and no ticket is issued.
Invoices Created	The number of interface records TravCom has created.
Pause on Completion	Instructs TravCom to continue to display this screen after all records have been processed.
Interface Data Exists	This message appears in a new dialog box if interface records from a prior transmission are still stored in this interface. It allows you to control the effect the new records will have on the existing file. • Select Cancel to exit the Process Interface Data function and return to the main menu without reading any of the new records. • Select Append to leave the existing unaffected and add the new records to the file. This is the most common selection on this dialog box. • Select Replace to delete the existing records so that only the new records are in this interface. If you do not know what records are already in this interface, use the Edit List or Edit Data to check the existing data before making a selection.
Buttons on the Process Interface Data screen are:

Cancel	Exits the Process Interface Data function without processing any further interface data. Any data that has already been processed will have been added to the interface records, but no further information will be processed. Use caution when selecting this option. If you determine that you need the records that were received but not processed, you cannot instruct TravCom to process only those records that remain. This can cause missing interface records or duplicate invoice data.
Continue	If you selected Pause on Completion, this button appears when all records have been processed. Select this option when you are ready to return to the main menu.


Reference: Print Edit List
TravCom for Windows
Reference: Print Edit List

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The Print Edit List function does not allow any customization options. When you select the Edit List, TravCom will display the Print Setup dialog box.


Reference: Edit Data
TravCom for Windows
Reference: Edit Data

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The detail of each interfaced record can be viewed an modified on the eight tabs that make up the Edit Data screens. The initial screen allows you to select the record you want to view.

Fields on the Edit Data screen are:

Record No.	A number for reference, identifying this interface record. TravCom assigns a record number to each PNR processed in interface. The record number is not a permanent field and is deleted when you post the interface record. You can access a record in interface by typing in its record number or by selecting the record from the drop down list.
Invoice No.	The invoice number assigned to this record.
Branch No.	The branch to which this record will be posted. If your version of TravCom does not support multiple branches this field will default to Branch 1.
Buttons on the Edit Data screen are:

Quit	Exits the Edit Data function and returns you to the main menu.
Browse	Allows you to print to screen a list of all records in interface, including most data fields for each record (Itinerary fields cannot be browsed). The Browse option allows you to make changes, including deletions, to multiple records at a time. Review the help topic Browse Interface Records for assistance with the Browse screens.
The tabs in Edit Data are:

Invoice

Sale

Payment

Commission

Reporting

Itinerary

Vouchers

Amounts


Reference: Edit Data - Invoice Tab
TravCom for Windows
Reference: Edit Data - Invoice Tab

Using Help 	Contacting TravCom 	TravCom on the Internet

Fields on the Edit Data - Invoice tab are:

Record No.	The interface record number of the displayed record. This is displayed for reference and cannot be changed.
Invoice No.	The invoice number of the displayed record. TravCom reads the invoice number from the standard reservation system field, or from the INV remark line*.
Branch No.	The branch to which this record belongs. If your version of TravCom does not support multiple branches this field will default to Branch 1. Each record is processed to the TravCom branch which matches the IATA number entered into the PNR automatically when the record was ticketed and/or ticketed. This field can be manually modified in TravCom but cannot be overwritten from the front office.
Client	The client number as entered into the PNR. TravCom reads the client account number from the standard CRS entry, or from the CN remark line*.
Department	The corporate department code for this invoice, if relevant. TravCom reads the corporate department from the CD remark line*. For Apollo agencies, TravCom will read the corporate department from the standard CRS entry.
Division	For agencies with the Divisional option activated (as defined in Files - Setup - System Customization), the agency division number to which this invoice should be posted. The division number is read from the DIV remark field*.
IATA No.	The IATA number associated with this invoice. This is registered in the PNR at the time the record is ticketed and/or invoiced. This field can be manually modified in TravCom but cannot be overwritten from the front office.
Record Locator	The PNR record locator as assigned by your reservation system. This field can be manually modified in TravCom but cannot be overwritten from the front office.
Invoice Date	The date the PNR was ticketed and/or invoiced. This date is used when preparing sales and statistical report. This field can be manually modified in TravCom but cannot be overwritten from the front office.
Booking Date	The date the PNR was created. This date is for reference only and does not affect any pre-built sales or statistical reports in TravCom. This field can be manually modified in TravCom but cannot be overwritten from the front office.
Ticketing Date	The date the PNR was ticketed and/or invoiced. This date is used when preparing A.R.C. reports but does not affect any other sales or statistical reports. This field can be manually modified in TravCom but cannot be overwritten from the front office.
Booking Agent	The agent who created the PNR. This is taken from the agent's normal sign-in on the reservation system, or from the AG or BA remark field*.
Ticketing Agent	The agent who ticketed the PNR. This is taken from the agent's normal sing-in on the reservation system, or from the AG or TA remark field*.
O/S Agent 1 and O/S Agent 2	The outside sales agent(s) who should receive commission credit for this invoice. Each record may show up to two O/S agents to be paid commission. These fields are not normally entered into the PNR, but are attached to each relevant record when the interface data is processed. The agent can override the automatic processing entry in TravCom with the OS (Outside Sales Agent 1) and OS2 (Outside Sales Agent 2) remark lines*.
Void Invoice	A check box that instructs TravCom to mark this record and all transactions associated with it as VOID. When you post the interface records, the invoice number and any accountable documents will be entered to the databases as void and no accounting will be posted. If you need to void only one transaction in this record, use the Void Ticket check box on the Sale tab instead. If you do not need to account for the invoice number or any document numbers in this record (for example, if the record includes only voucher information or duplicate sales information), use the Delete Invoice button, described below, or the Delete Ticket or Delete Voucher buttons on the other Edit Data tabs. There is no command that can be entered directly into the PNR that will instruct TravCom to mark this check box automatically; invoices must be manually voided in the back office for security and control reasons.
Buttons on the Edit Data - Invoice tab are:

<<Previous	This button is disabled on this tab. It is used to scroll between transactions within records for which there are multiple sales transactions or vouchers.
Update	Saves the changes you have made to this record and returns you to the main Edit Data screen.
Delete Invoice	Deletes all information related to this invoice. There will be no record that this PNR was transmitted to TravCom. If you want TravCom to show that the PNR was transmitted and subsequently voided, use the Void Invoice check box on this tab instead. If you want to delete only one transaction in this record, use the Delete Ticket  or Delete Voucher buttons on most of the other Edit Data tabs.
Cancel	Exits from the current interface record without saving any changes you have made.
Next>>	This button is disabled on this tab. It is used to scroll between transactions within records for which there are multiple sales transactions or vouchers.

*For more information on optional remark lines and TravCom formats available, select your reservation system from the following list:

Amadeus

Apollo

SABRE

WORLDSPAN


Reference: Edit Data - Sale Tab
TravCom for Windows
Reference: Edit Data - Sale Tab

Using Help 	Contacting TravCom 	TravCom on the Internet

Fields on the Edit Data - Sale tab are:

Record No.	The interface record number of the displayed record. This is displayed for reference and cannot be changed.
Invoice No.	The invoice number of the displayed record. TravCom reads the invoice number from the standard reservation system field, or from the INV remark line*.
Branch No.	The branch to which this record belongs. If your version of TravCom does not support multiple branches this field will default to Branch 1. Each record is processed to the TravCom branch which matched the IATA number entered into the PNR automatically when the record was ticketed and/or invoiced. This field can be manually modified in TravCom but cannot be overwritten from the front office.
Pax/Desc.	The passenger name, as entered to the PNR.
Ticket No.	The document number, including the airline code, when entered into the PNR.
E-Ticket	If this sale is an A.R.C. document and the ticket is marked as an electronic ticket, this check box will be marked. This field can be manually modified in TravCom but cannot be overwritten from the front office.
Exchanged For	If this sale is an A.R.C. document and the ticket is marked as an exchange, this check box will be marked. The text box to the right will contain the original ticket number. This field can be manually modified in TravCom but cannot be overwritten from the front office.
Product Code	The product code for this transaction. TravCom automatically enters Product Code 0 for automated ticketing. On all other transactions, this field is read from the PC field* or the three-letter description entered into ACSUP lines(SABRE only).
Tax Rate Code	If you have VAT, the Tax Rate code for this product code. This is not normally entered into the PNR, but is attached to each record when the interface data is processed. The agent can override the automatic processing entry with the VC remark field*.
Currency	The currency in which the sale was charged. This field appears only if you have set up multiple currencies in Files - Setup - Currencies.
Published Fare	The published fare for this sale, as it must be reported to A.R.C. This is entered as a base fare (not including taxes).
Selling Fare	This field appears only if you have enabled the Consolidated/ Discounted Tickets option in Files - Setup - System Customization. The selling fare defaults to the amount entered as the Published Fare unless the agent has entered a different Selling Fare in the SF or SA field*.
Tax 1	Dollar amount for the first tax field. Note that the type of tax (US, XF, XT, etc….) is not referenced in this field.
Tax 2	Dollar amount for the second tax field. Note that the type of tax (US, XF, XT, etc….) is not referenced in this field.
Tax 3 or VAT	Dollar amount for the third tax field. Note that the type of tax (US, XF, XT, etc….) is not referenced in this field. If you have VAT taxes, that tax will be entered here.
PST	Dollar amount for the PST field. This field only appears if you have enabled the PST option (in Files - Setup - VAT Setup).
Net Amount	The total of the Published Fare (or Selling Fare, if different from the Published Fare) plus all taxes. This field is displayed for reference but cannot be changed directly.
Penalty	If a penalty has been charged on this sale, that amount can be separated from the Fare amount(s) here. TravCom reads the penalty amount from the PN remark field*.
Gross Amount	The Net Amount plus any penalty is calculated and displayed. This is the amount the client will be charged. This field is for reference and cannot be changed directly.
Void Ticket	A check box that instructs TravCom to mark this transaction as VOID. When you post the interface records, the accountable document will be entered to the databases as void and no accounting will be posted. If you need to void all transactions in this record, use the Void Invoice check box on the Invoice tab instead. If you do not need to account for the document number in this transaction (for example, if the record duplicates another transaction in interface or previously posted in TravCom), use the Delete Ticket button, described below, or the Delete Invoice button on the Invoice tab. There is no command that can be entered directly into the PNR that will instruct TravCom to mark this check box automatically; transactions must be manually voided in the back office for security and control reasons.
Buttons on the Edit Data - Sale tab are:

<<Previous	This button is used to scroll between transactions within records for which there are multiple sales transactions or vouchers. Use the <<Previous button to move back to a prior sales transaction and the >>Next button to move forward to the following sales transaction.
Update	Saves the changes you have made to this record and returns you to the main Edit Data screen. It is not necessary to click on the Update button each time you modify a tab or transaction in each record. Select this option when you have made all necessary modifications to this interface record; if you need to make changes to several transactions, TravCom will prompt you to Save Changes? each time you select <<Previous or Next>> to scroll between the transactions, saving your corrections without returning you to the main Edit Data screen again.
Delete Ticket	Deletes all information related to this sales transaction without deleting any other transactions in the record. There will be no record that this transaction was transmitted to TravCom. If you want TravCom to show that the sale was transmitted and subsequently voided, use the Void Ticket check box on this tab or the Void Invoice check box on the Invoice tab instead. If you want to delete the entire record, use the Delete Invoice button on the Invoice or Itinerary tabs.
Cancel	Exits from the current interface record without saving any changes you have made.
Next>>	This button is used to scroll between transactions within records for which there are multiple sales transactions or vouchers. Use the >>Next button to move forward to the following sales transaction and the <<Previous button to move back to a prior sales transaction.
*For more information on optional remark lines and TravCom formats available, select your reservation system from the following list:

Amadeus

Apollo

SABRE

WORLDSPAN


Reference: Edit Data - Payment Tab
TravCom for Windows
Reference: Edit Data - Payment Tab

Using Help 	Contacting TravCom 	TravCom on the Internet

Fields on the Edit Data - Payment tab are:

Record No.	The interface record number of the displayed record. This is displayed for reference and cannot be changed.
Invoice No.	The invoice number of the displayed record. TravCom reads the invoice number from the standard reservation system field, or from the INV remark line*.
Branch No.	The branch to which this record belongs. If your version of TravCom does not support multiple branches this field will default to Branch 1. Each record is processed to the TravCom branch which matched the IATA number entered into the PNR automatically when the record was ticketed and/or invoiced. This field can be manually modified in TravCom but cannot be overwritten from the front office.
Form of Payment	Identifies the form of payment for this sales transaction. It is not necessary for all sales on the record to show the same form of payment. TravCom reads the form of payment from the standard reservation system entry or the FOP remark line*. The remaining fields on this screen will vary depending on the form of payment entered for this transaction.
Payment Currency	The currency in which the payment is made. This field appears only if you have set up multiple currencies in Files - Setup - Currencies and the form of payment is Cash/Check.
Bank Account	The G/L bank account being used to receive cash for this transaction. The default setting is the first bank account shown on the Files - General Ledger - Cash Accounts tab (in the selected currency if you have multiple currencies set up) but can be overwritten in the PNR on the FOP remark line or the F field on an MS line*. This field appears only if the form of payment is Cash/Check, In House Charge or ATM.
Amount	The total amount paid. TravCom reads the amount of the deposit from the D remark line*. This field appears only if the form of payment is Cash/Check, In House Charge or ATM.
Bank No./Reference	If TravCom is to print your deposit slip for you and you must show the bank number (ABA number) on the printout, you can enter it here. If you do not need the ABA number printed on the deposit slip you may use this field for any other reference purpose. This field appears only if the form of payment is Cash/Check.
Check No.	The check number printed on the check. Of this field is blank or text is entered, the entry is assumed to be cash and will not print detailed information on the deposit slip. This field appears only if the form of payment is Cash/Check.
Due Date	The date payment is due from the client. The default date is the Invoice Date (as shown on the Invoice tab). This field appears only if the form of payment is Cash/Check, In House Charge or ATM.
Credit Card No.	The client's credit card number, including the credit card company code.  This field appears only if the form of payment is Credit Card or In House Charge.
Buttons on the Edit Data - Payment tab are:

<<Previous	This button is used to scroll between transactions within records for which there are multiple sales transactions or vouchers. Use the <<Previous button to move back to a prior sales transaction and the >>Next button to move forward to the following sales transaction.
Update	Saves the changes you have made to this record and returns you to the main Edit Data screen. It is not necessary to click on the Update button each time you modify a tab or transaction in each record. Select this option when you have made all necessary modifications to this interface record; if you need to make changes to several transactions, TravCom will prompt you to Save Changes? each time you select <<Previous or Next>> to scroll between the transactions, saving your corrections without returning you to the main Edit Data screen again.
Delete Ticket	Deletes all information related to this sales transaction without deleting any other transactions in the record. There will be no record that this transaction was transmitted to TravCom. If you want TravCom to show that the sale was transmitted and subsequently voided, use the Void Ticket check box on the Sale tab or the Void Invoice check box on the Invoice tab instead. If you want to delete the entire record, use the Delete Invoice button on the Invoice or Itinerary tabs.
Cancel	Exits from the current interface record without saving any changes you have made.
Next>>	This button is used to scroll between transactions within records for which there are multiple sales transactions or vouchers. Use the >>Next button to move forward to the following sales transaction and the <<Previous button to move back to a prior sales transaction.
*For more information on optional remark lines and TravCom formats available, select your reservation system from the following list:

Amadeus

Apollo

SABRE

WORLDSPAN


Reference: Edit Data - Commission Tab
TravCom for Windows
Reference: Edit Data - Commission Tab

Using Help 	Contacting TravCom 	TravCom on the Internet

Fields on the Edit Data - Commission tab are:

Record No.	The interface record number of the displayed record. This is displayed for reference and cannot be changed.
Invoice No.	The invoice number of the displayed record. TravCom reads the invoice number from the standard reservation system field, or from the INV remark line*.
Branch No.	The branch to which this record belongs. If your version of TravCom does not support multiple branches this field will default to Branch 1. Each record is processed to the TravCom branch which matched the IATA number entered into the PNR automatically when the record was ticketed and/or invoiced. This field can be manually modified in TravCom but cannot be overwritten from the front office.
Comm. Pct.	The commission as a percentage of the base sale price. Whether the commission was entered into the PNR as a dollar amount or percentage, TravCom will calculate the commission percent for you reference. This is taken from the standard reservation system entry or the CM remark line*.
Comm. Amt.	The dollar amount of the commission. This is taken from the standard reservation system entry or the CM remark line*.
VAT on Comm.	If your agency has VAT on commissions, TravCom will calculate the tax amount based on the Tax Rate Code shown on the Sale tab.
PST on Comm.	If your agency has PST on commissions, TravCom will calculate the tax amount based on the Tax Rate Code shown on the Sale tab.
Net Cost	Calculated as the Gross sale amount (shown on the Sale tab) minus the Commission amount (minus VAT and PST on commission, if relevant). When you change this field TravCom will recalculate the commission amount and commission percentage.
Net Fare and Value Code	These fields appear only if your agency used Net Fares, as defined in Files - Setup - System Customization. Net Fares are not used in the United States. Agencies in the U.S. should not enable this function or use these fields. For agencies that use Net Fares, this field is disabled of the form of payment, shown on the Payment tab, is Credit Card. If a net net fare agreement applies to this sale, enter one of the following formats: • to enter the additional commission amount due you, type in the additional commission and Value Code "K." • to enter an additional commission percent, type in the percentage and Value Code "C." • to enter the Net Net Fare, type in the true net amount and no Value Code.
Vendor	The vendor number and name associated with this sale. If this is an A.R.C. sale, TravCom will automatically enter the A.R.C. vendor defined in Files - Setup - IATA Numbers. For all other sales, TravCom will read the standard reservation system entry. Changing the vendor number on an A.R.C. transaction will not remove the sale from the A.R.C. report. It is recommended that you enter the correct vendor as appropriate so that the vendor activity can be accurately tracked. For example, when you validate a tour order on Delta Airlines for a Gogo Tours land package.
Comm. Client	This field is only used for sales transactions paid by Credit Card (not including In House Charge)
Due Date	The invoice date appears by default but can be changed to the date on which you need to pay the vendor or expect to receive the commission. This date is used to age the invoice on the Aged Schedule of Accounts Payable or Accounts Receivable.
Primary Product Code	Product Code for this sale. This defaults to the product code previously defined for this sale.  NOTE: This is the product code which determines the General Ledger accounting to be performed for this sale. For example, use this for an MCO or Tour Order to show that the sale should be considered Tour Income/Tours Cost of Sales, even though it is an A.R.C. document.
O/S Agent 1, O/S Agent 2 and Commission	If one or two outside sales agents are shown on the Invoice tab,  their O/S Agent numbers and names will be shown here along with the commission percentage and amount they are to be paid for this transaction. The commission percentage and amount can be modified here if you want to pay the agent(s) a different amount. To modify the O/S Agent numbers you must return to the Invoice tab.
Buttons on the Edit Data - Commission tab are:

<<Previous	This button is used to scroll between transactions within records for which there are multiple sales transactions or vouchers. Use the <<Previous button to move back to a prior sales transaction and the >>Next button to move forward to the following sales transaction.
Update	Saves the changes you have made to this record and returns you to the main Edit Data screen. It is not necessary to click on the Update button each time you modify a tab or transaction in each record. Select this option when you have made all necessary modifications to this interface record; if you need to make changes to several transactions, TravCom will prompt you to Save Changes? each time you select <<Previous or Next>> to scroll between the transactions, saving your corrections without returning you to the main Edit Data screen again.
Delete Ticket	Deletes all information related to this sales transaction without deleting any other transactions in the record. There will be no record that this transaction was transmitted to TravCom. If you want TravCom to show that the sale was transmitted and subsequently voided, use the Void Ticket check box on the Sale tab or the Void Invoice check box on the Invoice tab instead. If you want to delete the entire record, use the Delete Invoice button on the Invoice or Itinerary tabs.
Cancel	Exits from the current interface record without saving any changes you have made.
Next>>	This button is used to scroll between transactions within records for which there are multiple sales transactions or vouchers. Use the >>Next button to move forward to the following sales transaction and the <<Previous button to move back to a prior sales transaction.

*For more information on optional remark lines and TravCom formats available, select your reservation system from the following list:

Amadeus

Apollo

SABRE

WORLDSPAN


Reference: Edit Data - Reporting Tab
TravCom for Windows
Reference: Edit Data - Reporting Tab

Using Help 	Contacting TravCom 	TravCom on the Internet

Fields on the Edit Data - Reporting tab are:

Record No.	The interface record number of the displayed record. This is displayed for reference and cannot be changed.
Invoice No.	The invoice number of the displayed record. TravCom reads the invoice number from the standard reservation system field, or from the INV remark line*.
Branch No.	The branch to which this record belongs. If your version of TravCom does not support multiple branches this field will default to Branch 1. Each record is processed to the TravCom branch which matched the IATA number entered into the PNR automatically when the record was ticketed and/or invoiced. This field can be manually modified in TravCom but cannot be overwritten from the front office.
Transaction Code	A single-character field for any reporting purpose. Transaction codes need not be defined anywhere within TravCom. TravCom reads the Transaction Code from the TC remark line*.
Routing Code	The Routing Code is only applicable to agencies in Canada. Other agencies may use the two-character Routing Code field for any reporting purpose. Routing codes need not be defined anywhere within TravCom. TravCom reads the Routing Code from the RC remark line*.
Reference Fare	Depending on the client's reporting needs, this can be the full coach (Y) fare or the highest fare paid on this routing, including taxes, based on the corporate client's travel policies. The fare entered here is used to calculate the "Savings" amount for corporate reporting. TravCom reads the Reference Fare from the RF remark line*.
Low Fare	The lowest possible fare for the booked itinerary. TravCom reads the Low Fare from the LF remark line*.
Exception Code	The exception code and exception code description for this transaction, defining why the passenger did not take the Low Fare. TravCom reads the Exception Code from the EC remark line*.
Purchase Order	The customer's purchase order number, if they provide one for reporting purposes. TravCom reads the Purchase Order number from the PO remark line*.
GSA Number	The Government Service Authorization, a contract number required by government accounts. TravCom reads the Service Authorization number from the GSA remark line*.
Free Fields	Free format fields (maximum 100 fields) which can appear on custom reports. Each field is shown in the window separated by a slash. To see all fields or to add or change fields, click on the "..." button. TravCom reads the Free Fields from the FF remark lines*.
No. of Passengers	The number of passengers for the transaction.
Buttons on the Edit Data - Reporting tab are:

<<Previous	This button is used to scroll between transactions within records for which there are multiple sales transactions or vouchers. Use the <<Previous button to move back to a prior sales transaction and the >>Next button to move forward to the following sales transaction.
Update	Saves the changes you have made to this record and returns you to the main Edit Data screen. It is not necessary to click on the Update button each time you modify a tab or transaction in each record. Select this option when you have made all necessary modifications to this interface record; if you need to make changes to several transactions, TravCom will prompt you to Save Changes? each time you select <<Previous or Next>> to scroll between the transactions, saving your corrections without returning you to the main Edit Data screen again.
Delete Ticket	Deletes all information related to this sales transaction without deleting any other transactions in the record. There will be no record that this transaction was transmitted to TravCom. If you want TravCom to show that the sale was transmitted and subsequently voided, use the Void Ticket check box on the Sale tab or the Void Invoice check box on the Invoice tab instead. If you want to delete the entire record, use the Delete Invoice button on the Invoice or Itinerary tabs.
Cancel	Exits from the current interface record without saving any changes you have made.
Next>>	This button is used to scroll between transactions within records for which there are multiple sales transactions or vouchers. Use the >>Next button to move forward to the following sales transaction and the <<Previous button to move back to a prior sales transaction.

*For more information on optional remark lines and TravCom formats available, select your reservation system from the following list:

Amadeus

Apollo

SABRE

WORLDSPAN


Reference: Edit Data - Itinerary Tab
TravCom for Windows
Reference: Edit Data - Itinerary Tab

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All of the fields on the Itinerary tab are read from the itinerary booked in the PNR. The agent can send itinerary information by adding segments to the record but cannot otherwise override these fields.

Fields on the Edit Data - Itinerary tab are:

Record No.	The interface record number of the displayed record. This is displayed for reference and cannot be changed.
Invoice No.	The invoice number of the displayed record. TravCom reads the invoice number from the standard reservation system field, or from the INV remark line*.
Branch No.	The branch to which this record belongs. If your version of TravCom does not support multiple branches this field will default to Branch 1. Each record is processed to the TravCom branch which matched the IATA number entered into the PNR automatically when the record was ticketed and/or invoiced. This field can be manually modified in TravCom but cannot be overwritten from the front office.
Departure City	The departure city code.
Arrival City	The arrival city code.
Airline Flown	The 2-letter airline code.
Flight Number	The flight number for this segment.
Class	The class of service flown (for example, Y, J, etc…).
Departure Date	The date of departure.
Departure Time	Time of departure.
Arrival Date	The date of arrival for this flight.
Arrival Time	Time of arrival.
X/O	X for connection, O for stopover.
D/I	D for Domestic travel, I for International travel.
Fare Basis	The fare basis code.
Leg Price	The price of this flight segment (or "leg"), expressed as base fare with no taxes.
Mileage	The mileage for this flight leg (in miles).
Buttons on the Edit Data - Itinerary tab are:

<<Previous	This button is disabled on this tab. It is used to scroll between transactions within records for which there are multiple sales transactions or vouchers.
Update	Saves the changes you have made to this record and returns you to the main Edit Data screen.
Delete Invoice	Deletes all information related to this invoice. There will be no record that this PNR was transmitted to TravCom. If you want TravCom to show that the PNR was transmitted and subsequently voided, use the Void Invoice check box on the Invoice tab instead. If you want to delete only one transaction in this record, use the Delete Ticket  or Delete Voucher buttons on most of the other Edit Data tabs.
Cancel	Exits from the current interface record without saving any changes you have made.
Next>>	This button is disabled on this tab. It is used to scroll between transactions within records for which there are multiple sales transactions or vouchers.

*For more information on optional remark lines and TravCom formats available, select your reservation system from the following list:

Amadeus

Apollo

SABRE

WORLDSPAN


Reference: Edit Data - Vouchers Tab
TravCom for Windows
Reference: Edit Data - Vouchers Tab

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Except where noted, all fields on the Vouchers tab are read from the standard reservation system entries for hotel or car rental bookings. TravCom will process vouchers for reservations made directly in the CRS or entered in a long-sell format.

Fields on the Edit Data - Vouchers tab are:

Record No.	The interface record number of the displayed record. This is displayed for reference and cannot be changed.
Invoice No.	The invoice number of the displayed record. TravCom reads the invoice number from the standard reservation system field, or from the INV remark line*.
Branch No.	The branch to which this record belongs. If your version of TravCom does not support multiple branches this field will default to Branch 1. Each record is processed to the TravCom branch which matched the IATA number entered into the PNR automatically when the record was ticketed and/or invoiced. This field can be manually modified in TravCom but cannot be overwritten from the front office.
Voucher No.	The voucher number for this hotel or car rental booking, for tracking and reporting purposes. During Processing, TravCom will automatically assign the same number as the invoice number.
Conf. No.	The confirmation or booking number for this booking.
Guest Name	The traveler's name.
Vendor No.	The vendor number to which this voucher will be posted. TravCom assigns the vendor number during Processing, according to the Chain Code entered into the booking.
Chain Code	The chain code for this property.
Vendor Name	The vendor (property) name.
Address	The property address. If the vendor address is stored in the PNR, that address will appear here. If no address is stored in the PNR then the address entered in the Vendor File will be inserted here.
Phone No.	The property telephone number.
Arrival/Depart Date	The arrival and departure dates for this booking. The departure date should be the hotel departure date or the car drop-off date.
No. of Days/Weeks	The number of days or weeks that the room or car will be used. This field is used in calculating the total charges expected.
Product Code	The product code for this booking. This should be the product code for either Hotels or Cars. TravCom determines this during Processing, based on the type of booking (CAR or HTL/HHL). This code will be used to determine the General Ledger account for income when commission is received against this voucher.
City Code	The city code for this booking (for example, SFO for San Francisco).
No. of People	The number of people in the booking.
No. of items	The number of hotel rooms or cars being booked.
Car/Room Type	A 5 character free format field used it to identify the car or room type for this booking. This field will print on the voucher and corporate reports, so should be standard hotel/car type codes or plain language for the client.
Free Fields	Free format fields (maximum 100 fields) which can appear on custom reports. Each field is shown in the window separated by a slash. To see all fields or to add or change fields, click on the "…" button. TravCom reads the Free Fields for Vouchers from the VFF remark lines*.
Buttons on the Edit Data - Vouchers tab are:

<<Previous	This button is used to scroll between transactions within records for which there are multiple sales transactions or vouchers. Use the <<Previous button to move back to a prior hotel or car rental booking and the >>Next button to move forward to the following booking.
Update	Saves the changes you have made to this record and returns you to the main Edit Data screen. It is not necessary to click on the Update button each time you modify a tab or voucher in each record. Select this option when you have made all necessary modifications to this interface record; if you need to make changes to several transactions, TravCom will prompt you to Save Changes? each time you select <<Previous or Next>> to scroll between the transactions, saving your corrections without returning you to the main Edit Data screen again.
Delete Voucher	Deletes all information related to this booking without deleting any other transactions in the record. There will be no record that this transaction was transmitted to TravCom. If you want TravCom to show that the booking was transmitted and subsequently cancelled, use the Status radio buttons on the Amounts tab or the Void Invoice check box on the Invoice tab instead. If you want to delete the entire record, use the Delete Invoice button on the Invoice or Itinerary tabs.
Cancel	Exits from the current interface record without saving any changes you have made.
Next>>	This button is used to scroll between transactions within records for which there are multiple sales transactions or vouchers. Use the >>Next button to move forward to the following hotel or car rental booking and the <<Previous button to move back to a prior booking.
*For more information on optional remark lines and TravCom formats available, select your reservation system from the following list:

Amadeus

Apollo

SABRE

WORLDSPAN


Reference: Edit Data - Amounts Tab
TravCom for Windows
Reference: Edit Data - Amounts Tab

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Except where noted, all fields on the Vouchers tab are read from the standard reservation system entries for hotel or car rental bookings. TravCom will process vouchers for reservations made directly in the CRS or entered in a long-sell format.

Fields on the Edit Data - Amounts tab are:

Record No.	The interface record number of the displayed record. This is displayed for reference and cannot be changed.
Invoice No.	The invoice number of the displayed record. TravCom reads the invoice number from the standard reservation system field, or from the INV remark line*.
Branch No.	The branch to which this record belongs. If your version of TravCom does not support multiple branches this field will default to Branch 1. Each record is processed to the TravCom branch which matched the IATA number entered into the PNR automatically when the record was ticketed and/or invoiced. This field can be manually modified in TravCom but cannot be overwritten from the front office.
Vendor	The vendor number and name are displayed for reference. To change this field you must return to the Vouchers tab.
Currency	The currency for this booking. This field appears only if you have multiple currencies set up in Files - Setup - Currencies. If the booking was made in a currency that you do not normally use (one not set up in the Currency file) TravCom will use your default currency.
Rate	The Daily or Weekly rate for this booking.
Daily/Weekly	Radio boxes that allow you to identify this booking as using a Daily or Weekly rate.
Voucher Total	The total expected charge to the client. This is calculated as:    Rate x Nbr. of Items x No. of Days/Weeks
Comm. Pct.	The percent commission expected on this booking. TravCom will insert the commission percentage from the Vendor file (as shown on the Accounting tab). The front office agent can override this amount if the booking is non-commissionable (for example, a corporate rate), using the NOCOMM remark entry in the booking. For other exceptions to the standard commission percentage, the booking must be modified from the back office.
Comm. Amt.	The dollar amount of commission expected on this booking, based on the Comm. Pct.
Reference Rate	The reference rate for this booking, usually the standard rack rate, for corporate reporting. TravCom reads this rate from the VRF remark line*. The voucher rate appears here by default.
Low Rate	The lowest possible rate available for this booking, based on the corporate client's travel policies, for corporate reporting. TravCom reads this rate from the VLF remark field. The voucher rate appears here by default.
Exception Code	The exception code to define why the lowest rate was not taken for this booking, for corporate reporting. The Exception Code description is displayed for reference. TravCom reads the exception code from the VEC remark field. Exception codes are defined in Files - Setup - Exception Codes and referenced to individual clients in their Client File record.
Status	The status of the voucher, used to show non-commissionable bookings and cancelled reservations. • Open - commission is due to your agency for this booking. • Cancelled - this booking has been cancelled by the client. • Non - Commissionable - no commission was due for this booking (for example, a government booking). Hotel and Car reservation records which include /NOCOMM in the free flow remarks will be automatically marked as Non-Commissionable. All other vouchers will be marked Open. There is no command the front office agent can enter into the PNR to change this field to Cancelled. If you do not want to track the cancelled bookings, or this voucher represents a duplicate entry, use the Delete Voucher button, described below, instead.
Buttons on the Edit Data - Amounts tab are:

<<Previous	This button is used to scroll between transactions within records for which there are multiple sales transactions or vouchers. Use the <<Previous button to move back to a prior hotel or car rental booking and the >>Next button to move forward to the following booking.
Update	Saves the changes you have made to this record and returns you to the main Edit Data screen. It is not necessary to click on the Update button each time you modify a tab or voucher in each record. Select this option when you have made all necessary modifications to this interface record; if you need to make changes to several transactions, TravCom will prompt you to Save Changes? each time you select <<Previous or Next>> to scroll between the transactions, saving your corrections without returning you to the main Edit Data screen again.
Delete Voucher	Deletes all information related to this booking without deleting any other transactions in the record. There will be no record that this transaction was transmitted to TravCom. If you want TravCom to show that the booking was transmitted and subsequently cancelled, use the Status radio buttons on the Amounts tab or the Void Invoice check box on the Invoice tab instead. If you want to delete the entire record, use the Delete Invoice button on the Invoice or Itinerary tabs.
Cancel	Exits from the current interface record without saving any changes you have made.
Next>>	This button is used to scroll between transactions within records for which there are multiple sales transactions or vouchers. Use the >>Next button to move forward to the following hotel or car rental booking and the <<Previous button to move back to a prior booking.

*For more information on optional remark lines and TravCom formats available, select your reservation system from the following list:

Amadeus

Apollo

SABRE

WORLDSPAN


Reference: Browse Interface Records
TravCom for Windows
Reference: Browse Interface Records

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Display criteria - The data that makes up each interface record is divided into four types of data fields for display purposes in Browse. Itinerary fields cannot be browsed; the other three types of fields are displayed in the following formats:

•	Invoice Information - includes all fields which apply to all transactions within the interface record. These include the client account, booking and ticketing agent(s), IATA number and branch (if your version of TravCom supports multiple branches). This browse screen also includes the Post field*.

•	Invoice Detail - includes all fields which apply to a single sales transaction within the interface record. These include the passenger's name, ticket number (when relevant), form of payment, fare and commission amounts.

•	Voucher Information - includes all fields which apply to a single hotel or car rental booking within the interface record. These include confirmation number, vendor name and address, arrival and departure, and rates.

Buttons on the Browse Interface Records screen are:

OK	Accepts the changes you have made to the interface records and exits back to the Edit Data screen.
Tag All	Tags all displayed records. A tagged record will display an X to the left of the interface record number. You can also tag or untag  records individually by clicking on the box to the left of the record number.  Records are normally tagged when you are going to make changes to multiple records at once.
Untag All	Removes all tags from the displayed records. The X to the left of the interface record numbers will be removed from all records. You can also tag or untag records individually by clicking on the box to the left of the record number. Records are normally untagged when you want to make new selections for additional group edits. It is not necessary to untag all records when you are finished browsing and modifying, and are ready to quit the Browse function.
Delete Tagged Records	Deletes all tagged records from the interface file. There will be no record to show that the deleted transactions were transmitted to TravCom. WARNING: Always use caution when deleting records! Once deleted from the file, the record cannot be recovered except by re-sending the interface.
Replace Tagged Records	Replaces the current field in all tagged records with a new value which you will specify. This allows you to enter a value once and have TravCom copy it to all of the selected interface records. Some fields (such as IATA Number and Post*) can only be replaced with a limited number of entries. In these fields you must select your replacement entry from the drop down list.
*The Post field is only displayed on the Invoice Information browse screen in Edit Data. It allows you to control which interface records will post and which will not when you select the Post option on the interface menu.

There are only two possible entries in this field, Yes or No. The default setting is Yes for all records, assuming that you will want to post all of the interface records you have received. If you do not want to post certain records, change this field to No before you select the Post option on the Interface menu. Don't forget to return to the Edit Data Browse screen after you have posted interface, to change the Post field back to Yes.

Review the help topic How to Post Part of an Interface Data File for additional information and assistance with the use of the Post field in Edit Data.


Reference: Verify Data
TravCom for Windows
Reference: Verify Data

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Fields on the Verify Data screen are:

Show the following warnings	Check boxes that allow you to select which types of Warnings will be printed on your report. All Errors will be reported. You can select from: • Client department not on file - For any corporate or government clients which have been identified as using Departments (in Files - Clients, the Account Type must be marked Corporate or Government on the Marketing tab and department codes and descriptions must have been entered onto the Departments tab), TravCom will verify that all related interface records show a valid department code. • Commission amount is 0 - TravCom will report to you any records which show a commission amount of 0.00. For example, even exchange transactions, AD75 sales, or if an agent has forgotten to enter the commission amount or percent into the record. • Vendor is not an O/S Agent - TravCom will verify all vendor numbers appearing in the Outside Sales Agent fields (O/S Agent 1 and O/S Agent 2). If any vendor numbers have been used which are not identified as outside sales agents (in Files - Vendors - Accounting tab), their location in the interface data will be reported. • O/S Agent commission amount is 0 - TravCom will report to you any records which show an outside sales agent commission amount of 0.00. This can occur when a new Outside Sales Agent has been added to your databases and you have forgotten to enter their commission percentage. • Invalid voucher date - TravCom will verify that the Arrival and Departure dates on all hotel and car rental bookings are in a valid format. For example, if an agent mis-types a date as the "32nd" of the month, or the "14th" month of the year. Since TravCom will not be adversely affected by the changes coming in the year 2000, vouchers which show dates after January 1, 2000 will not be considered invalid dates. • Voucher Rate is 0 - TravCom will check all hotel and car rental bookings to verify that a daily or weekly rate has been entered. • Invalid credit card number - For all sales transactions paid by credit card (either Credit Card or In House Charge form of payment), TravCom will check the digits in the credit card number entered, and will report to you any credit card account numbers which cannot exist. Note that this function does not verify that this is a correct account number, nor that the client has sufficient credit for the transaction. TravCom can only verify that the account number, as entered, can exist. • Credit limit is exceeded - TravCom will check the credit limit and open balance on each client account, and add any new transactions in interface to the balance. If the client will exceed their credit limit when this interface data is posted, TravCom will report the client account to you on this printout.
Buttons on the Verify Data screen are:

Verify	Instructs TravCom to verify the interface data and print a report of the results. Review the topic Print Setup for assistance with the dialog box displayed when you select this option. If neither errors nor selected warnings were found in the interface data TravCom will display the message No errors were encountered.
Cancel	Cancels this request and returns you to the main menu.


Reference: Post Data
TravCom for Windows
Reference: Post Data

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Fields on the Post Data screen are:

Post sales against next month	If you want to move the sales and cost of sales (or commission income) entries into the next fiscal month select this check box. For example, if you are posting interface records for February 6 and you have not closed January you would select this box. If these sales transactions belongs in the accounting month listed at the bottom of your screen leave this check box blank.
Buttons on the Post Data screen are:

Post	Posts all interface records, or all records that you have marked for posting on the Invoice Information Browse screen in Edit Data*. The general ledger, client and vendor accounts, agent productivity, etc. will all be updated.
Cancel	Cancels this request without posting any of the interface data file and returns you to the main menu.
*You can choose to post only some of the interface records in this Interface (A, B, C or D). However, selecting which invoices will post and which will not post must be completed prior to selecting the Post option on the interface menu. Review the help topic How to Post Part of an Interface Data File for additional information and assistance with the use of the Post field in Edit Data.


Reference: Apollo Formats
TravCom for Windows
Reference: Apollo Formats

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Supported Level: MIR 92

Optional remarks allow you to enter additional information into the PNR exclusively for TravCom to read during interface processing. These formats are considered standard remark entries by Apollo, and use of these formats does not affect the reservation system's interpretation of the PNR in any way.

Some remark fields can be applied to a specific transaction only. To indicate an entry should be applied to only one segment, enter the segment number between the field identifier and the field entry. For example, if the Reference Fare should be 300.00 on the first ticket and 500.00 on the second, enter separate remarks lines as: T-RF/*1/300.00 and T-RF/*2/500.00. If the segment number is omitted, the entry will be applied to all segments in the PNR.

Optional remarks lines available for the Apollo CRS are:

Agent	Although the agent number is normally processed from the agent's sine-in on the reservation system or the standard Apollo T-CA, T-CD, T-SA or T-SD lines (for information on the differences between these formats, refer to your Apollo documentation), TravCom provides optional entries to override the agent numbers. They are: T-BA/ to override the Booking Agent only. T-TA/ to override the Ticketing Agent only. T-AG/ to override both the Booking and Ticketing Agents. You may enter either the agent's number or code in the BA, TA and AG fields. For example, to have TravCom process agent 005, AA, as both the booking and ticketing agent you can enter T-AG/5 or T-AG/AA. Note that you do not have to enter leading zeroes for TravCom to properly understand the agent number. This entry will affect all sales and vouchers in the PNR. Note that the Outside Sales Agent field is separate from the Booking and Ticketing Agent fields, and is discussed below.
Client Number	The client account number is normally processed from the standard Apollo T-CA, T-CD, T-SA or T-SD line entered by the agent (for information on the differences between these formats, refer to your Apollo documentation). The agent may enter a T-CN/ line to override this field, however. The CN field can be alphabetic (to match the client's Sort Key ) or numeric (to match the client's account number). For example, to have TravCom process client 00001234, ABC CORP. you can enter T-CN/1234 or T-CN/ABC CORP. Note that you do not have to enter leading zeroes for TravCom to properly understand the client number. It is recommended that you enter the client number, not the Sort Key, as the client Sort Key may not be unique. For example, ABC Company may show ABC CO, and ABC Corporation may show ABC CORP. If you enter T-CN/ABC CO in a PNR, TravCom may identify either client account in your data base, as the CN field matches both records. This entry will affect all sales and vouchers in the PNR.
Commission	Although TravCom normally reads the commission from the standard Apollo entry, the agent can override this via a T-CM/ remark. A commission can be entered this way as an amount or a percentage. For example, T-CM/15.00 represents an amount (15.00) and T-CM/P9 represents a percentage (9%). This entry can be used to affect sales in the PNR, but not vouchers .
Department, Corporate Client	A Corporate Department can be entered as part of the standard Apollo T-CA, T-CD, T-SA or T-SD lines (for information on the differences between these formats, refer to your Apollo documentation), or can be entered via TravCom's optional remark line. A corporate department is entered as T-CD/ and the alpha/numeric department code as built in the client's account. If the department code starts with a numeric character (for example, 001A) ,  it is not necessary to enter leading zeroes for TravCom to properly understand the department number. This entry will affect both sales and vouchers in the PNR.
Division	If your version of TravCom for Windows supports divisional accounting, enter the division for this sale on a T-DIV/ remark line. If the agent does not enter a division into the PNR, TravCom will to division 0000. This entry will affect both sales and vouchers in the PNR.
Due Date, Accounts Receivable	The Due Date for a client invoice defaults to the invoice date. You can override the due date with a T-DD/ remark line. The due date is entered as a true date in a valid date format (for example T-DD/10OCT98). Alternatively, the due date can also be entered as a number of days past the invoice date (for example, the due date is 30 days after the invoice date, T-DD/30.
Due Date, Accounts Payable	The Due Date for a vendor invoice defaults to the invoice date. You can override the due date with a T-PD/ remark line. The due date is entered as a true date in a valid date format (for example T-PD/10OCT98). Alternatively, the due date can also be entered as a number of days past the invoice date (for example, the due date is 30 days after the invoice date, T-PD/30. The T-PD/ field can be applied to individual segments within the PNR, as described above.
Exception Code, Sale	The exception code can be entered on the standard Apollo T-CA, T-CD, T-SA or T-SD lines (for information on the differences between these formats, refer to your Apollo documentation) or can be entered on a T-EC/ remark line. The T-EC/ field can be applied to individual segments within the PNR, as described above.
Exception Code, Voucher	An exception code can also be entered for hotel and car rental bookings, via a T-VEC/ remark field. The T-VEC/ field can be applied to individual segments within the PNR, as described above.
Form of Payment	Although TravCom normally reads the form of payment from the standard Apollo entry, the agent can override this via a T-FOP/ remark. TravCom recognizes four forms of payment: • Cash/Check, entered as CA. This can be followed by a check number and deposit amount if you have enabled the Process Cash Payments option (in Interface - Install Interface). For example, T-FOP/CA/1234/500.00. • Credit Card, entered as CC followed by the credit card company and account number. For example, T-FOP/CC/BA5124333444555. • In-House Charge , entered as CX followed by the credit card company and account number, and the amount of the payment received. For example, T-FOP/CX/VI4124133444555666/200.00. • Automatic Teller Machine, entered as ATM followed by the amount received. For example, T-FOP/ATM/200.00 This field affects sales only in the PNR.
Free Fields, Sale	Free fields can be entered into the PNR in  several ways. Normally, all free fields are entered on a single T-FF/ remark line, separated by slashes. For example, if free field 1 should show ABC, free field 2 should show 123, and free field 3 should show XYZ, you would enter: T-FF/ABC/123/XYZ. If the total number of characters required for all free fields exceeds the maximum allowed by Apollo on a single remark line, you can continue your free fields on a second remark line by creating a T-FFX/ remark line. Enter as many free fields as you can complete on the first line, then the next free field on the T-FFX line. You can use as many lines as necessary this way. If you do not have an entry for a specific free field, enter two slashes to start and end the unused free field. For example, T-FF/ABC//XYZ. The third format for entering free fields allows you to specify the free field number you are entering: for example, T-FF3/XYZ. This format is most useful when you have a number of unused free fields in a particular PNR; it is easier to enter T-FF12/… than to count 12 consecutive slashes! This format also allows you to modify a single free field without re-typing the entire line. For example, if you have created your free field remark line: T-FF/ABC/123/XYZ, and determine that you need to change free field 2, or add a fourth free field. Enter the new remark line as T-FF2/1234 or T-FF4/1JAN99. Note that the new entry will replace any previous entry in that free field, though it will not affect any free fields not entered into the line. Be careful not to delete fields, however: T-FF2/1234//1JAN99 will replace free field 3, as it has been included in this line. You can use any combination of T-FF/, T-FFX/ and T-FFn/ remark lines to enter up to 100 free fields per transaction. Note that since slashes are used to separate fields, you cannot use slashed within a single free field. For example, enter a date as 010199, 01-01-99, 1JAN99, or 01.01.99, but not as 01/01/99. The T-FF/ fields can be applied to individual segments within the PNR, as described above.
Free Fields, Voucher	Free fields can also be applied to hotel and car rental bookings with the T-VFF/ remark line. As with free fields applied to sales , voucher free fields are entered on a single line, separated by slashes. Review the entry immediately above for examples of entering free fields. The T-VFF/ fields can be applied to individual segments within the PNR, as described above.
Government Service Authorization	If you have government clients who require a service contract number on their corporate reports, enter that number on a T-GSA/ remark line. This field affects only sales in the PNR. The T-GSA/ field can be applied to individual segments within the PNR, as described above.
Invoice Number	Although the invoice number is normally processed from the standard Apollo Invoice Number field, the agent can enter a T-INV/ line to override this field. This is most often used when an agent sends an itinerary to accounting without allowing the reservation system to assign an invoice number. For example, when sending hotel and car rental bookings only, from a PNR that does not include air data or a TUR segment. This entry affects all sales and vouchers in the PNR.
Low Fare, Sale	The low fare is entered as an amount on a T-LF/ line. It is entered as a gross amount (including all related taxes). The T-LF/ field can be applied to individual segments within the PNR, as described above.
Low Fare, Voucher	A low fare can also be entered for a hotel or car rental booking, representing the lowest rate the agency could have booked for this stay. If you have corporate or government clients who want this type of analysis, enter the lowest fare for each hotel and car rental on T-VLF/ remark lines. The T-VLF/ field can be applied to individual segments within the PNR, as described above.
Miscellaneous Segment (non-A.R.C. sale)	Miscellaneous segments, commonly called "MS lines," provide an alternative to the TUR segments used to enter non-air sales. MS lines can be used to enter tours, cruises, insurance, pre-paid hotels and car rentals, service fees, etc, but should not be used for hotel and car rental bookings, as TravCom will not process the entry as a voucher , but as a sale, assuming the client will pay you directly. Always sell hotels and cars directly through Apollo or enter them in the standard long-sell format. MS fields are entered on a T-MS/ remark line. Select all of the fields that apply to the sale you are entering; fields may be added to the MS line in any order. If the information required exceeds the maximum characters allowed by Apollo on a single remark line, enter the balance of the required MS fields on a T-MSX/ remark line immediately following the original T-MS/ line. You can use as many MSX/ lines as necessary to enter all of the fields you need for this sale, but all MSX/ lines must follow immediately after the MS line they extend for TravCom to properly process the segment. It is also necessary for the Product Code to be included on the MS/ line, not on an MSX/ line. All of the fields available for MS line entries are described below. Click here to move forward to the entries for miscellaneous segments.
No Commission on a voucher	Normally, when TravCom receives a hotel or car rental booking, the system will assume the commission due will be at the percentage entered into the vendor account of the hotel or car rental chain booked. However, if the booking is at a non-commissionable rate (for example, a corporate rate), the agent may override this commission rate by entering /NOCOMM in the free flow comments field of the booking. This entry is applied only to the booking into which it was entered.
Number of Passengers	The number of passengers for a single transaction can be entered as a T-NP/ remark. This field will affect only sales in the PNR.
Outside Sales Agent	The outside sales agent(s) who should receive credit for a PNR are normally added by TravCom when the interface record is received and processed. If outside sales agents have been entered into the client account (in Files - Clients - In House tab), TravCom will insert the agent's number and commission percentage into the record. You can override the automatic entry with the T-OS/ (O/S Agent 1) and T-OS2/ (O/S Agent 2) remark fields. The commission percentage assigned cannot be overridden in the PNR. This entry affects both sales and vouchers in the PNR.
Penalty	When entering a ticket exchange you can specify the penalty amount with the T-PN/ remark. TravCom will subtract the amount you enter from the base fare and record it separately in the Penalty field. Entering the penalty in this manner does not affect the accounting, statistics, or A.R.C. report. This field is for reference and custom reporting purposes only. The T-PN/ field can be applied to individual segments within the PNR, as described above.
Purchase Order	A purchase order number can be entered via a T-PO/ remark. This field will affect only sales in the PNR. The T-PO/ field can be applied to individual segments within the PNR, as described above.
Primary Product Code	The primary product code can be entered on a T-PPC/ remark line. This is useful to identify the true product code for a transaction, such as an MCO or Tour Order. The T-PPC/ field can be applied to individual segments within the PNR, as described above.
Reference Fare, Sale	A reference fare can be entered as an amount on a T-RF/ line, or TravCom can read the standard Apollo T-DS- format for dollar savings. The reference fare is entered as a gross amount (including all related taxes). The T-RF/ field can be applied to individual segments within the PNR, as described above.
Reference Fare, Voucher	A reference fare can also be entered for a hotel or car rental booking, representing the normal rack rate for the room or car booked for this stay. If you have corporate or government clients who want this type of analysis, enter the reference rate for each hotel and car rental on T-VRF/ remark lines. The T-VRF/ field can be applied to individual segments within the PNR, as described above.
Routing Code	Routing Codes are only applicable to agencies in Canada. Other agencies can use this 2-character field for any selecting or sorting purposes on custom reports. Routing Codes will affect sales only in the PNR. The T-G*RC/ field can be applied to individual segments within the PNR, as described above.
Selling Fare	If you have enabled the consolidator/discounted tickets option in Files - Setup - System Customization, TravCom will process a selling fare separately from the published fare on the ticket. Enter the selling fare for this sale with a T-SF/ remark. If you have enabled the consolidated/discounted tickets option and do not enter a T-SF/ field into a PNR, TravCom will show the ticketed fare as both selling fare and published fare. The T-SF/ field can be applied to individual segments within the PNR, as described above.
Southwest Ticketless Tickets	For Southwest tickets which are not reported to A.R.C. the T-SW/ remark line will allow you to change the product code and vendor to which the tickets are reported. For example, T-SW/1/SOUTHWEST will change the transaction to product code 1 for the vendor SOUTHWEST.
Transaction Code	A Transaction Code is entered via a T-TC/ remark line. This field will affect sales only in the PNR. The T-TC/ field can be applied to individual segments within the PNR, as described above.
VAT Rate Code	If your agency uses VAT, TravCom will automatically enter the tax rate code assigned (in Files - Setup - Product Codes) for the product code on each transaction in the PNR. The agent can override this, however, if a different tax rate formula should be applied to a sale. For example, if this sale is exempt from VAT. Enter any rate code established on the Files - Setup - VAT Setup tab. The T-VC/ field can be applied to individual segments within the PNR, as described above.
Voucher Rate	If a rate for a hotel or car reservation is quoted in a foreign currency you can override this rate with the equivalent amount by entering an T-VRT/ remark line. The T-VRT/ field can be applied to individual segments within the PNR, as described above.
Miscellaneous Segments

If you choose to enter non-A.R.C. sales via Apollo's TUR segments, do not also enter MS lines. Entering both a TUR segment and an MS line can cause TravCom to process two separate transactions for the same sale.

The following fields can be used in a T-MS/ line or a TUR segment (in the first set of pillows):

Base Fare	/Aamount. For example, /A100.00. Remember that a base fare should not include taxes.
Commission	/Camount or /CPpercentage. For example, /C10.00 or /CP8.
Credit Card Number	/CCNcompany and account number. This field should follow the form of payment when the form of payment is CC (Credit Card charge) or CX (In House charge), and is entered without spaces. For example, /CCNVI4128133444555666.
Deposit Amount	/Damount. For example, /D699.95. This field should follow the form of payment when the form of payment shows S (cash/check), CX (In House charge) or ATM (Automated Teller Machine). If you have enabled the Process Cash Payments check box (Interface - Install Interface, Options selections), this entry tells TravCom how much you have received from the client. If you have not enabled this interface options, this entry does not affect the record at all.
Due Date, Accounts Payable	/PDdate. The Due Date for a vendor invoice defaults to the invoice date. You can override the due date with a /PD entry. The due date is entered as a true date in a valid date format (for example /PD10OCT98). Alternatively, the due date can also be entered as a number of days past the invoice date (for example, the due date is 30 days after the invoice date, /PD30.
Exception Code	/Eexception code. For example, /E4. If you do not enter an exception code for a client who uses them, TravCom will default to 00. Note that it is not necessary to enter leading zeroes for TravCom to properly process the exception code.
Form of Payment	/Fform of payment code. TravCom recognizes four types of payments. If no form of payment exists, TravCom will default to cash/check. Select from the following codes: • S - Cash or Check • CC - Credit Card Charge • CX - In House Charge  • ATM - Automated Teller Machine For example, /FS or /FCC. When the form of payment is entered as S, CX or ATM, this field can also be used to specify the cash account into which the payment is to be posted. Enter the cash account after the payment type. For example, /FCX2 indicates the client will pay by In House Credit Card, and you will process the payment into the second bank account shown in Files - General Ledger  - Cash Accounts tab. This entry is not necessary if you have only one cash account, or will be depositing the payment into the first account listed.
Free Fields	/FFn-free field entry, where n is the free field number. For example, FF3-XYZ. Review the description of free fields above for more information on using free fields in a PNR.
Low Fare	/Lamount. For example, /L112.00. The low fare is entered as a gross amount (including all related taxes).
O/S Commission Amount	/OSamount. This entry will allow you to override the standard commission amount for the O/S agent. For example, if you do not wish to pay commission to the O/S agent for the transaction enter /OS0.
Passenger	/PXname or passenger number// or /PALL. The passenger can be entered in any one of three ways: • /PALL instructs TravCom to apply the MS line to each passenger in the record. If there are three passengers entered into the PNR, TravCom will create three separate sales, each including all of the information on the MS line, for each of the travelers separately. • /PXname// allows you to specify the passenger/description field for this MS line. TravCom will process the MS line one time only. For example, /PXDOE/JANE//, /PXSMITH/JOHN/JANE or /PXBROWN FAMILY//. Note that the /PX field must end with a double slash (//) so that TravCom can differentiate between the end of the field and slashes used within the field. If the /PX field is the final field of the MS line, the double slashes are not required. • /PXpassenger number// also allows you to specify the traveler for whom you hare entering the MS line. This format allows you to refer to passengers by their number within the PNR. For example, /PX2//. As with the /PXname// format, this field must end with two consecutive slashes(//). If no passenger field is used in the MS line, TravCom will default to the first passenger name in the PNR (/PX1//).
Penalty	/PNamount. If you are entering a ticket exchange on an MS line and need to show a penalty amount, you can enter that amount in this field. TravCom will subtract the amount you enter here from the base fare (/A) field and record it separately in the Penalty field. Entering the penalty in this manner does not affect the accounting, statistics, or A.R.C. report. This field is for reference and custom reporting purposes only. For example, /PN50.00
Primary Product Code	/PPCproduct code. The primary product code entry is useful to identify the true product code for a transaction, such as an MCO or Tour Order.
Product Code	/PCcode. Enter the product code or product code description for this sale. For example, /PC2 or /PCCRUISE. Note that it is not necessary to enter a leading zero for TravCom to properly process the product code. If you are using this field within a TUR segment, the product code must be included in the first set of pillows.
Purchase Order	/POpurchase order number.
Reference Fare	/Ramount. For example, /R656.00. The reference fare is entered as a gross amount (including all related taxes).
Routing Code	/RCrouting code. The routing code is only applicable to agencies in Canada. In other countries this two-character field can be used for any selecting or sorting purposes on custom reports.
Selling Fare	/SFamount. If you have enabled the consolidator/discounted option in Files - Setup - System Customization tab, TravCom will process a selling fare separately from the published fare on the document.
Taxes	/TXamount, code, amount, code, etc. You can enter up to three taxes, plus a PST tax when relevant. For example, /TX10.00US3.00XF6.95XT or /TX10.00CA7.00XG
Taxes on Commission	Normally, the VAT and PST taxes on commission will be calculated automatically, based on the tax Rate Code entered on the sale. However, if this sale represents an exception to this VAT Commission, the agent can override the VAT on commission by adding a /Gamount field, and the PST by adding a /Qamount field. For example, /G0.00/Q0.00 for an exempt sale.
Ticket/ Document Number	/TKdocument number, including validating airline. For A.R.C. sales, enter the three-digit airline number followed by the ten-digit document number. Do not include the check digit. For example, 0161212123456. For other product codes marked controlled , enter the document number in the format shown in the Product Code table (in Files - Setup - Product Codes tab). If the product code you have entered for this sale is not marked controlled, you can use this field for any other information you want to appear for reference in the Ticket Number field. This is often used to track the booking or confirmation number for tours and cruises, or policy number for insurance sales.
Transaction Code	/TCcode .
VAT Rate Code	/VCcode. If your agency uses VAT, TravCom will automatically enter the tax rate code assigned (in Files - Setup - Product Codes) for the product code you entered on  this MS line. However, if this sale represents an exception to the normal VAT rate for this product code, the agent can override the automatic calculation with this field. Enter any tax rate code established on the Files - Setup - VAT Setup tab.
Vendor Number	/Vnumber or Sort Key. For example, /V4000 or /VGOGO. Note that you do not have to enter leading zeroes for TravCom to properly understand the vendor number .  It is recommended that you enter the vendor number, not the Sort Key, as the vendor Sort Key may not be unique. For example, Viking Office Supplies and Viking Cruise Line may show both show VIKING in the Sort Key field. If you enter /VVIKING on an MS line, TravCom may identify either vendor account in your data base, as the /V field matches both records.
Sample MS Lines:

   T-MS/PC5/V5005/TK123456/PX1//A3500.00/TX250.00CA/CP10/FCC/CCNVI1234567890

   T-MS/PCTOUR/VGOGO/TK123456/PXSMITH/JOHN//A2500.00/C250.00/FS2/D2500.00

   T-MS/PCTOUR/VPRINCESS/TK123456/PXANDERSEN/DANIEL/RUTH//A6000.00

   T-MSX/TX750.00US/C675.00/FS/D6750.00/TC9

Sample TUR Segments using these fields:

   0TURZZHK1LGB15NOV-##/PCCRUISE/VPRINCESS/TK1234567890/PX1

   0TURZZHK1LDG15NOV-##/A3500.00/TX250.00CA/FCC/CCNVI1234567890


Reference: Amadeus Formats
TravCom for Windows
Reference: Amadeus Formats

Using Help 	Contacting TravCom 	TravCom on the Internet

Supported Level: Level 203

Optional remarks allow you to enter additional information into the PNR exclusively for TravCom to read during interface processing. These formats are considered standard remark entries by Amadeus, and use of these formats does not affect the reservation system's interpretation of the PNR in any way.

Some remark fields can be applied to a specific transaction only. To indicate an entry should be applied to only one segment, enter the segment number between the field identifier and the field entry. For example, if the Reference Fare should be 300.00 on the first ticket and 500.00 on the second, enter separate remarks lines as: RM*RF/*1/300.00 and RM*RF/*2/500.00. If the segment number is omitted, the entry will be applied to all segments in the PNR.

Optional remarks lines available for the Amadeus CRS are:

Agent	Although the agent number is normally processed from the agent's sine-in on the reservation system, TravCom provides optional entries to override the agent numbers. They are: RM*BA/ to override the Booking Agent only. RM*TA/ to override the Ticketing Agent only. RM*AG/ to override both the Booking and Ticketing Agents. You may enter either the agent's number or code in the BA, TA and AG fields. For example, to have TravCom process agent 005, AA, as both the booking and ticketing agent you can enter RM*AG/5 or RM*AG/AA. Note that you do not have to enter leading zeroes for TravCom to properly understand the agent number. This entry will affect all sales and vouchers in the PNR. Note that the Outside Sales Agent field is separate from the Booking and Ticketing Agent fields, and is discussed below.
Client Number	The client account number is normally processed from the standard Amadeus AIAN or RM*AN lines. The agent may enter a RM*CN/ line to override this field, however. The CN field can be alphabetic (to match the client's Sort Key ) or numeric (to match the client's account number). For example, to have TravCom process client 00001234, ABC CORP. you can enter RM*CN/1234 or RM*CN/ABC CORP. Note that you do not have to enter leading zeroes for TravCom to properly understand the client number. It is recommended that you enter the client number, not the Sort Key, as the client Sort Key may not be unique. For example, ABC Company may show ABC CO, and ABC Corporation may show ABC CORP. If you enter RM*CN/ABC CO in a PNR, TravCom may identify either client account in your data base, as the CN field matches both records. This entry will affect all sales and vouchers in the PNR.
Commission	Although TravCom normally reads the commission from the standard Amadeus entry, the agent can override this via a RM*CM/ remark. A commission can be entered this way as an amount or a percentage. For example, RM*CM/15.00 represents an amount (15.00) and RM*CM/P9 represents a percentage (9%). This entry can be used to affect sales in the PNR, but not vouchers .
Department, Corporate Client	A Corporate Department is entered as RM*CD/ and the alpha/numeric department code as built in the client's account. If the department code starts with a numeric character (for example, 001A) ,  it is not necessary to enter leading zeroes for TravCom to properly understand the department number. This entry will affect both sales and vouchers in the PNR.
Division	If your version of TravCom for Windows supports divisional accounting, enter the division for this sale on a RM*DIV/ remark line. If the agent does not enter a division into the PNR, TravCom will to division 0000. This entry will affect both sales and vouchers in the PNR.
Due Date, Accounts Receivable	The Due Date for a client invoice defaults to the invoice date. You can override the due date with a RM*DD/ remark line. The due date is entered as a true date in a valid date format (for example RM*DD/10OCT98). Alternatively, the due date can also be entered as a number of days past the invoice date (for example, the due date is 30 days after the invoice date, RM*DD/30.
Due Date, Accounts Payable	The Due Date for a vendor invoice defaults to the invoice date. You can override the due date with a RM*PD/ remark line. The due date is entered as a true date in a valid date format (for example RM*PD/10OCT98). Alternatively, the due date can also be entered as a number of days past the invoice date (for example, the due date is 30 days after the invoice date, RM*PD/30. The RM*PD/ field can be applied to individual segments within the PNR, as described above.
Form of Payment	Although TravCom normally reads the form of payment from the standard Amadeus entry, the agent can override this via a RM*FOP/ remark. TravCom recognizes four forms of payment: • Cash/Check, entered as CA. This can be followed by a check number and deposit amount if you have enabled the Process Cash Payments option (in Interface - Install Interface). For example, RM*FOP/CA/1234/500.00. • Credit Card, entered as CC followed by the credit card company and account number. For example, RM*FOP/CC/BA5124333444555. • In-House Charge , entered as CX followed by the credit card company and account number, and the amount of the payment received. For example, RM*FOP/CX/VI4124133444555666/200.00. • Automatic Teller Machine, entered as ATM followed by the amount received. For example, RM*FOP/ATM/200.00 This field affects sales only in the PNR.
Free Fields, Sale	Free fields can be entered into the PNR in  several ways. Normally, all free fields are entered on a single RM*FF/ remark line, separated by slashes. For example, if free field 1 should show ABC, free field 2 should show 123, and free field 3 should show XYZ, you would enter: RM*FF/ABC/123/XYZ. If the total number of characters required for all free fields exceeds the maximum allowed by Amadeus on a single remark line, you can continue your free fields on a second remark line by creating a RM*FFX/ remark line. Enter as many free fields as you can complete on the first line, then the next free field on the RM*FFX line. You can use as many lines as necessary this way. If you do not have an entry for a specific free field, enter two slashes to start and end the unused free field. For example, RM*FF/ABC//XYZ. The third format for entering free fields allows you to specify the free field number you are entering: for example, RM*FF3/XYZ. This format is most useful when you have a number of unused free fields in a particular PNR; it is easier to enter RM*FF12/… than to count 12 consecutive slashes! This format also allows you to modify a single free field without re-typing the entire line. For example, if you have created your free field remark line: RM*FF/ABC/123/XYZ, and determine that you need to change free field 2, or add a fourth free field. Enter the new remark line as RM*FF2/1234 or RM*FF4/1JAN99. Note that the new entry will replace any previous entry in that free field, though it will not affect any free fields not entered into the line. Be careful not to delete fields, however: RM*FF2/1234//1JAN99 will replace free field 3, as it has been included in this line. You can use any combination of RM*FF/, RM*FFX/ and RM*FFn/ remark lines to enter up to 100 free fields per transaction. Note that since slashes are used to separate fields, you cannot use slashed within a single free field. For example, enter a date as 010199, 01-01-99, 1JAN99, or 01.01.99, but not as 01/01/99. The RM*FF/ fields can be applied to individual segments within the PNR, as described above.
Free Fields, Voucher	Free fields can also be applied to hotel and car rental bookings with the RM*VFF/ remark line. As with free fields applied to sales , voucher free fields are entered on a single line, separated by slashes. Review the entry immediately above for examples of entering free fields. The RM*VFF/ fields can be applied to individual segments within the PNR, as described above.
Government Service Authorization	If you have government clients who require a service contract number on their corporate reports, enter that number on a RM*GSA/ remark line. This field affects only sales in the PNR. The RM*GSA/ field can be applied to individual segments within the PNR, as described above.
Invoice Number	Although the invoice number is normally processed from the standard Amadeus Invoice Number field, the agent can enter a RM*INV/ line to override this field. This is most often used when an agent sends an itinerary to accounting without allowing the reservation system to assign an invoice number. For example, when sending hotel and car rental bookings only, from a PNR that does not include air ticketing data. This entry affects all sales and vouchers in the PNR.
Low Fare, Sale	The low fare is entered as an amount on a RM*LF/ line. It is entered as a gross amount (including all related taxes). The RM*LF/ field can be applied to individual segments within the PNR, as described above.
Low Fare, Voucher	A low fare can also be entered for a hotel or car rental booking, representing the lowest rate the agency could have booked for this stay. If you have corporate or government clients who want this type of analysis, enter the lowest fare for each hotel and car rental on RM*VLF/ remark lines. The RM*VLF/ field can be applied to individual segments within the PNR, as described above.
Miscellaneous Segment (non-A.R.C. sale)	Miscellaneous segments, commonly called "MS lines," provide a format for entering non-air sales. MS lines can be used to enter tours, cruises, insurance, pre-paid hotels and car rentals, service fees, etc, but should not be used for hotel and car rental bookings, as TravCom will not process the entry as a voucher , but as a sale, assuming the client will pay you directly. Always sell hotels and cars directly through Amadeus or enter them in the standard long-sell format (auxiliary hotel segments cannot be transferred at this time). MS fields are entered on a RM*MS/ remark line. Select all of the fields that apply to the sale you are entering; fields may be added to the MS line in any order. If the information required exceeds the maximum characters allowed by Amadeus on a single remark line, enter the balance of the required MS fields on a RM*MSX/ remark line immediately following the original RM*MS/ line. You can use as many MSX/ lines as necessary to enter all of the fields you need for this sale, but all MSX/ lines must follow immediately after the MS line they extend for TravCom to properly process the segment. It is also necessary for the Product Code to be included on the MS/ line, not on an MSX/ line. All of the fields available for MS line entries are described below. Click here to move forward to the entries for miscellaneous segments.
No Commission on a voucher	Normally, when TravCom receives a hotel or car rental booking, the system will assume the commission due will be at the percentage entered into the vendor account of the hotel or car rental chain booked. However, if the booking is at a non-commissionable rate (for example, a corporate rate), the agent may override this commission rate by entering /NOCOMM in the free flow comments field of the booking. This entry is applied only to the booking into which it was entered.
Number of Passengers	The number of passengers for a single transaction can be entered as a RM*NP/ remark. This field will affect only sales in the PNR.
Outside Sales Agent	The outside sales agent(s) who should receive credit for a PNR are normally added by TravCom when the interface record is received and processed. If outside sales agents have been entered into the client account (in Files - Clients - In House tab), TravCom will insert the agent's number and commission percentage into the record. You can override the automatic entry with the RM*OS/ (O/S Agent 1) and RM*OS2/ (O/S Agent 2) remark fields. The commission percentage assigned cannot be overridden in the PNR. This entry affects both sales and vouchers in the PNR.
Penalty	When entering a ticket exchange you can specify the penalty amount with the RM*PN/ remark. TravCom will subtract the amount you enter from the base fare and record it separately in the Penalty field. Entering the penalty in this manner does not affect the accounting, statistics, or A.R.C. report. This field is for reference and custom reporting purposes only. The RM*PN/ field can be applied to individual segments within the PNR, as described above.
Primary Product Code	The primary product code can be entered on a RM*PPC/ remark line. This is useful to identify the true product code for a transaction, such as an MCO or Tour Order. The RM*PPC/ field can be applied to individual segments within the PNR, as described above.
Purchase Order	A purchase order number can be entered via a RM*PO/ remark. This field will affect only sales in the PNR. The RM*PO/ field can be applied to individual segments within the PNR, as described above.
Reference Fare, Sale	A reference fare can be entered as an amount on a RM*RF/ line. It is entered as a gross amount (including all related taxes). The RM*RF/ field can be applied to individual segments within the PNR, as described above.
Reference Fare, Voucher	A reference fare can also be entered for a hotel or car rental booking, representing the normal rack rate for the room or car booked for this stay. If you have corporate or government clients who want this type of analysis, enter the reference rate for each hotel and car rental on RM*VRF/ remark lines. The RM*VRF/ field can be applied to individual segments within the PNR, as described above.
Routing Code	The routing code is only applicable to agencies in Canada. Other countries can use this 2-character field for any selecting or sorting purposes on custom reports. To enter the routing code for this transaction via a RM*RC/ field. Routing Codes will affect sales only in the PNR. The RM*RC/ field can be applied to individual segments within the PNR, as described above.
Selling Fare	If you have enabled the consolidator/discounted tickets option in Files - Setup - System Customization, TravCom will process a selling fare separately from the published fare on the ticket. Enter the selling fare for this sale with a RM*SF/ remark. If you have enabled the consolidated/discounted tickets option and do not enter a RM*SF/ field into a PNR, TravCom will show the ticketed fare as both selling fare and published fare. The RM*SF/ field can be applied to individual segments within the PNR, as described above.
Southwest Ticketless Tickets	For Southwest tickets which are not reported to A.R.C. the RM*SW/ remark line will allow you to change the product code and vendor to which the tickets are reported. For example, RM*SW/1/SOUTHWEST will change the transaction to product code 1 for the vendor SOUTHWEST.
Transaction Code	A Transaction Code is entered via a RM*TC/ remark line. This field will affect sales only in the PNR. The RM*TC/ field can be applied to individual segments within the PNR, as described above.
VAT Rate Code	If your agency uses VAT, TravCom will automatically enter the tax rate code assigned (in Files - Setup - Product Codes) for the product code on each transaction in the PNR. The agent can override this, however, if a different tax rate formula should be applied to a sale. For example, if this sale is exempt from VAT. Enter any rate code established on the Files - Setup - VAT Setup tab. The RM*VC/ field can be applied to individual segments within the PNR, as described above.
Voucher Rate	If a rate for a hotel or car reservation is quoted in a foreign currency you can override this rate with the equivalent amount by entering an RM*VRT/ remark line. The RM*VRT/ field can be applied to individual segments within the PNR, as described above.
Miscellaneous Segments

The following fields can be used in a RM*MS/ line:

Base Fare	/Aamount. For example, /A100.00. Remember that a base fare should not include taxes.
Commission	/Camount or /CPpercentage. For example, /C10.00 or /CP8.
Credit Card Number	/CCNcompany and account number. This field should follow the form of payment when the form of payment is CC (Credit Card charge) or CX (In House charge), and is entered without spaces. For example, /CCNVI4128133444555666.
Deposit Amount	/Damount. For example, /D699.95. This field should follow the form of payment when the form of payment shows S (cash/check), CX (In House charge) or ATM (Automated Teller Machine). If you have enabled the Process Cash Payments check box (Interface - Install Interface, Options selections), this entry tells TravCom how much you have received from the client. If you have not enabled this interface options, this entry does not affect the record at all.
Due Date, Accounts Payable	/PDdate. The Due Date for a vendor invoice defaults to the invoice date. You can override the due date with a /PD entry. The due date is entered as a true date in a valid date format (for example /PD10OCT98). Alternatively, the due date can also be entered as a number of days past the invoice date (for example, the due date is 30 days after the invoice date, /PD30.
Free Fields	/FFn-free field entry, where n is the free field number. For example, FF3-XYZ. Review the description of free fields above for more information on using free fields in a PNR.
Low Fare	/Lamount. For example, /L112.00. The low fare is entered as a gross amount (including all related taxes).
O/S Commission Amount	/OSamount. This entry will allow you to override the standard commission amount for the O/S agent. For example, if you do not wish to pay commission to the O/S agent for the transaction enter /OS0.
Passenger	/PSname or passenger number// or /PALL. The passenger can be entered in any one of three ways: • /PALL instructs TravCom to apply the MS line to each passenger in the record. If there are three passengers entered into the PNR, TravCom will create three separate sales, each including all of the information on the MS line, for each of the travelers separately. • /PSname// allows you to specify the passenger/description field for this MS line. TravCom will process the MS line one time only. For example, /PSDOE/JANE//, /PSSMITH/JOHN/JANE or /PSBROWN FAMILY//. Note that the /PS field must end with a double slash (//) so that TravCom can differentiate between the end of the field and slashes used within the field. If the /PS field is the final field of the MS line, the double slashes are not required. • /PSpassenger number// also allows you to specify the traveler for whom you hare entering the MS line. This format allows you to refer to passengers by their number within the PNR. For example, /PS2//. As with the /PSname// format, this field must end with two consecutive slashes(//). If no passenger field is used in the MS line, TravCom will default to the first passenger name in the PNR (/PS1//).
Penalty	/PNamount. If you are entering a ticket exchange on an MS line and need to show a penalty amount, you can enter that amount in this field. TravCom will subtract the amount you enter here from the base fare (/A) field and record it separately in the Penalty field. Entering the penalty in this manner does not affect the accounting, statistics, or A.R.C. report. This field is for reference and custom reporting purposes only. For example, /PN50.00
Primary Product Code	/PPCproduct code. The primary product code entry is useful to identify the true product code for a transaction, such as an MCO or Tour Order.
Product Code	/PCcode. Enter the product code or product code description for this sale. For example, /PC2 or /PCCRUISE. Note that it is not necessary to enter a leading zero for TravCom to properly process the product code.
Purchase Order	/POpurchase order number.
Reference Fare	/Ramount. For example, /R656.00. The reference fare is entered as a gross amount (including all related taxes).
Routing Code	/RCrouting code. The routing code is only applicable to agencies in Canada. Other countries can use this two-character field for any selecting or sorting purposes on custom reports.
Selling Fare	/SFamount. If you have enabled the consolidator/discounted option in Files - Setup - System Customization tab, TravCom will process a selling fare separately from the published fare on the document.
Taxes	/TXamount, code, amount, code, etc. You can enter up to three taxes, plus a PST tax when relevant. For example, /TX10.00US3.00XF6.95XT or /TX10.00CA7.00XG
Taxes on Commission	Normally, the VAT and PST taxes on commission will be calculated automatically, based on the tax Rate Code entered on the sale. However, if this sale represents an exception to this VAT Commission, the agent can override the VAT on commission by adding a /Gamount field, and the PST by adding a /Qamount field. For example, /G0.00/Q0.00 for an exempt sale.
Ticket/ Document Number	/TKdocument number, including validating airline. For A.R.C. sales, enter the three-digit airline number followed by the ten-digit document number. Do not include the check digit. For example, 0161212123456. For other product codes marked controlled , enter the document number in the format shown in the Product Code table (in Files - Setup - Product Codes tab). If the product code you have entered for this sale is not marked controlled, you can use this field for any other information you want to appear for reference in the Ticket Number field. This is often used to track the booking or confirmation number for tours and cruises, or policy number for insurance sales.
Transaction Code	/TCcode .
VAT Rate Code	/VCcode. If your agency uses VAT, TravCom will automatically enter the tax rate code assigned (in Files - Setup - Product Codes) for the product code you entered on  this MS line. However, if this sale represents an exception to the normal VAT rate for this product code, the agent can override the automatic calculation with this field. Enter any tax rate code established on the Files - Setup - VAT Setup tab.
Vendor Number	/Vnumber or Sort Key. For example, /V4000 or /VGOGO. Note that you do not have to enter leading zeroes for TravCom to properly understand the vendor number .  It is recommended that you enter the vendor number, not the Sort Key, as the vendor Sort Key may not be unique. For example, Viking Office Supplies and Viking Cruise Line may show both show VIKING in the Sort Key field. If you enter /VVIKING on an MS line, TravCom may identify either vendor account in your data base, as the /V field matches both records.

Sample MS Lines:

   RM*MS/PC5/V5005/TK12345/PX1//A3500.00/TX250.00CA/CP10/FCC/CCNVI1234567890

   RM*MS/PCTOUR/VGOGO/TK123456/PXSMITH/JOHN//A2500.00/C250.00/FS2/D2500.00

   RM*MS/PCTOUR/VPRINCESS/TK123456/PXANDERSEN/DANIEL/RUTH//A6000.00

   RM*M5SX/TX750.00US/C675.00/FS/D6750.00/TC9


Reference: WORLDSPAN Formats
TravCom for Windows
Reference: WORLDSPAN Formats

Using Help 	Contacting TravCom 	TravCom on the Internet

Supported Level: Level 17

Optional remarks allow you to enter additional information into the PNR exclusively for TravCom to read during interface processing. These formats are considered standard remark entries by WORLDSPAN, and use of these formats does not affect the reservation system's interpretation of the PNR in any way.

Some remark fields can be applied to a specific transaction only. To indicate an entry should be applied to only one segment, enter the segment number between the field identifier and the field entry. For example, if the Reference Fare should be 300.00 on the first ticket and 500.00 on the second, enter separate remarks lines as: 5RF/*1/300.00 and 5RF/*2/500.00. If the segment number is omitted, the entry will be applied to all segments in the PNR.

Optional remarks lines available for the WORLDSPAN CRS are:

Agent	Although the agent number is normally processed from the agent's sine-in on the reservation system, TravCom provides optional entries to override the agent numbers. They are: 5BA/ to override the Booking Agent only. 5TA/ to override the Ticketing Agent only. 5AG/ to override both the Booking and Ticketing Agents. You may enter either the agent's number or code in the BA, TA and AG fields. For example, to have TravCom process agent 005, AA, as both the booking and ticketing agent you can enter 5AG/5 or 5AG/AA. Note that you do not have to enter leading zeroes for TravCom to properly understand the agent number. This entry will affect all sales and vouchers in the PNR. Note that the Outside Sales Agent field is separate from the Booking and Ticketing Agent fields, and is discussed below.
Client Number	The client account number is normally processed from the standard WORLDSPAN CA. The agent may enter a 5CN/ line to override this field, however. The CN field can be alphabetic (to match the client's Sort Key ) or numeric (to match the client's account number). For example, to have TravCom process client 00001234, ABC CORP. you can enter 5CN/1234 or 5CN/ABC CORP. Note that you do not have to enter leading zeroes for TravCom to properly understand the client number. It is recommended that you enter the client number, not the Sort Key, as the client Sort Key may not be unique. For example, ABC Company may show ABC CO, and ABC Corporation may show ABC CORP. If you enter 5CN/ABC CO in a PNR, TravCom may identify either client account in your data base, as the CN field matches both records. This entry will affect all sales and vouchers in the PNR.
Commission	Although TravCom normally reads the commission from the standard WORLDSPAN entry, the agent can override this via a 5CM/ remark. A commission can be entered this way as an amount or a percentage. For example, 5CM/15.00 represents an amount (15.00) and 5CM/P9 represents a percentage (9%). This entry can be used to affect sales in the PNR, but not vouchers .
Department, Corporate Client	A Corporate Department is entered as 5CD/ and the alpha/numeric department code as built in the client's account. If the department code starts with a numeric character (for example, 001A) ,  it is not necessary to enter leading zeroes for TravCom to properly understand the department number. This entry will affect both sales and vouchers in the PNR.
Division	If your version of TravCom for Windows supports divisional accounting, enter the division for this sale on a 5DIV/ remark line. If the agent does not enter a division into the PNR, TravCom will to division 0000. This entry will affect both sales and vouchers in the PNR.
Due Date, Accounts Receivable	The Due Date for a client invoice defaults to the invoice date. You can override the due date with a 5DD/ remark line. The due date is entered as a true date in a valid date format (for example 5DD/10OCT98). Alternatively, the due date can also be entered as a number of days past the invoice date (for example, the due date is 30 days after the invoice date, 5DD/30.
Due Date, Accounts Payable	The Due Date for a vendor invoice defaults to the invoice date. You can override the due date with a 5PD/ remark line. The due date is entered as a true date in a valid date format (for example 5PD/10OCT98). Alternatively, the due date can also be entered as a number of days past the invoice date (for example, the due date is 30 days after the invoice date, 5PD/30. The 5PD/ field can be applied to individual segments within the PNR, as described above.
Free Fields, Sale	Free fields can be entered into the PNR in  several ways. Normally, all free fields are entered on a single 5FF/ remark line, separated by slashes. For example, if free field 1 should show ABC, free field 2 should show 123, and free field 3 should show XYZ, you would enter: 5FF/ABC/123/XYZ. If the total number of characters required for all free fields exceeds the maximum allowed by WORLDSPAN on a single remark line, you can continue your free fields on a second remark line by creating a 5FFX/ remark line. Enter as many free fields as you can complete on the first line, then the next free field on the 5FFX line. You can use as many lines as necessary this way. If you do not have an entry for a specific free field, enter two slashes to start and end the unused free field. For example, 5FF/ABC//XYZ. The third format for entering free fields allows you to specify the free field number you are entering: for example, 5FF3/XYZ. This format is most useful when you have a number of unused free fields in a particular PNR; it is easier to enter 5FF12/… than to count 12 consecutive slashes! This format also allows you to modify a single free field without re-typing the entire line. For example, if you have created your free field remark line: 5FF/ABC/123/XYZ, and determine that you need to change free field 2, or add a fourth free field. Enter the new remark line as 5FF2/1234 or 5FF4/1JAN99. Note that the new entry will replace any previous entry in that free field, though it will not affect any free fields not entered into the line. Be careful not to delete fields, however: 5FF2/1234//1JAN99 will replace free field 3, as it has been included in this line. You can use any combination of 5FF/, 5FFX/ and 5FFn/ remark lines to enter up to 100 free fields per transaction. Note that since slashes are used to separate fields, you cannot use slashed within a single free field. For example, enter a date as 010199, 01-01-99, 1JAN99, or 01.01.99, but not as 01/01/99. The 5FF/ fields can be applied to individual segments within the PNR, as described above.
Free Fields, Voucher	Free fields can also be applied to hotel and car rental bookings with the 5VFF/ remark line. As with free fields applied to sales , voucher free fields are entered on a single line, separated by slashes. Review the entry immediately above for examples of entering free fields. The 5VFF/ fields can be applied to individual segments within the PNR, as described above.
Government Service Authorization	If you have government clients who require a service contract number on their corporate reports, enter that number on a 5GSA/ remark line. This field affects only sales in the PNR. The 5GSA/ field can be applied to individual segments within the PNR, as described above.
Invoice Number	Although the invoice number is normally processed from the standard WORLDSPAN Invoice Number field, the agent can enter a 5INV/ line to override this field. This is most often used when an agent sends an itinerary to accounting without allowing the reservation system to assign an invoice number. For example, when sending hotel and car rental bookings only, from a PNR that does not include air data or a TVL segment. This entry affects all sales and vouchers in the PNR.
Low Fare, Sale	The low fare is entered as an amount on a 5LF/ line. It is entered as a gross amount (including all related taxes). The 5LF/ field can be applied to individual segments within the PNR, as described above.
Low Fare, Voucher	A low fare can also be entered for a hotel or car rental booking, representing the lowest rate the agency could have booked for this stay. If you have corporate or government clients who want this type of analysis, enter the lowest fare for each hotel and car rental on 5VLF/ remark lines. The 5VLF/ field can be applied to individual segments within the PNR, as described above.
Miscellaneous Segment (non-A.R.C. sale)	Miscellaneous segments, commonly called "MS lines," provide an alternative to the TVL segments used to enter non-air sales. MS lines can be used to enter tours, cruises, insurance, pre-paid hotels and car rentals, service fees, etc, but should not be used for hotel and car rental bookings, as TravCom will not process the entry as a voucher , but as a sale, assuming the client will pay you directly. Always sell hotels and cars directly through WORLDSPAN or enter them in the standard long-sell format. MS fields are entered on a 5MS/ remark line. Select all of the fields that apply to the sale you are entering; fields may be added to the MS line in any order. If the information required exceeds the maximum characters allowed by WORLDSPAN on a single remark line, enter the balance of the required MS fields on a 5MSX/ remark line immediately following the original 5MS/ line. You can use as many MSX/ lines as necessary to enter all of the fields you need for this sale, but all MSX/ lines must follow immediately after the MS line they extend for TravCom to properly process the segment. It is also necessary for the Product Code to be included on the MS/ line, not on an MSX/ line. All of the fields available for MS line entries are described below. Click here to move forward to the entries for miscellaneous segments or TVL segments .
No Commission on a voucher	Normally, when TravCom receives a hotel or car rental booking, the system will assume the commission due will be at the percentage entered into the vendor account of the hotel or car rental chain booked. However, if the booking is at a non-commissionable rate (for example, a corporate rate), the agent may override this commission rate by entering /NOCOMM in the free flow comments field of the booking. This entry is applied only to the booking into which it was entered.
Number of Passengers	The number of passengers for a single transaction can be entered as a 5NP/ remark. This field will affect only sales in the PNR.
Outside Sales Agent	The outside sales agent(s) who should receive credit for a PNR are normally added by TravCom when the interface record is received and processed. If outside sales agents have been entered into the client account (in Files - Clients - In House tab), TravCom will insert the agent's number and commission percentage into the record. You can override the automatic entry with the 5OS/ (O/S Agent 1) and 5OS2/ (O/S Agent 2) remark fields. The commission percentage assigned cannot be overridden in the PNR. This entry affects both sales and vouchers in the PNR.
Penalty	When entering a ticket exchange you can specify the penalty amount with the 5PN/ remark. TravCom will subtract the amount you enter from the base fare and record it separately in the Penalty field. Entering the penalty in this manner does not affect the accounting, statistics, or A.R.C. report. This field is for reference and custom reporting purposes only. The 5PN/ field can be applied to individual segments within the PNR, as described above.
Primary Product Code	The primary product code can be entered on a 5PPC/ remark line. This is useful to identify the true product code for a transaction, such as an MCO or Tour Order. The 5PPC/ field can be applied to individual segments within the PNR, as described above.
Purchase Order	A purchase order number can be entered via a 5PO/ remark. This field will affect only sales in the PNR. The 5PO/ field can be applied to individual segments within the PNR, as described above.
Reference Fare, Sale	A reference fare can be entered as an amount on a 5RF/ line. It is entered as a gross amount (including all related taxes). The 5RF/ field can be applied to individual segments within the PNR, as described above.
Reference Fare, Voucher	A reference fare can also be entered for a hotel or car rental booking, representing the normal rack rate for the room or car booked for this stay. If you have corporate or government clients who want this type of analysis, enter the reference rate for each hotel and car rental on 5VRF/ remark lines. The 5VRF/ field can be applied to individual segments within the PNR, as described above.
Routing Code	The routing code is only applicable to agencies in Canada. In other countries this 2-character field can be used for any selecting or sorting purposes on custom reports. Enter the routing code for this transaction via a 5RC/ field. Routing Codes will affect sales only in the PNR. The 5RC/ field can be applied to individual segments within the PNR, as described above.
Selling Fare	If you have enabled the consolidator/discounted tickets option in Files - Setup - System Customization, TravCom will process a selling fare separately from the published fare on the ticket. Enter the selling fare for this sale with a 5SF/ remark. If you have enabled the consolidated/discounted tickets option and do not enter a 5SF/ field into a PNR, TravCom will show the ticketed fare as both selling fare and published fare. The 5SF/ field can be applied to individual segments within the PNR, as described above.
Southwest Ticketless Tickets	For Southwest tickets which are not reported to A.R.C. the 5SW/ remark line will allow you to change the product code and vendor to which the tickets are reported. For example, 5SW/1/SOUTHWEST will change the transaction to product code 1 for the vendor SOUTHWEST.
Transaction Code	A Transaction Code is entered via a 5TC/ remark line. This field will affect sales only in the PNR. The 5TC/ field can be applied to individual segments within the PNR, as described above.
VAT Rate Code	If your agency uses VAT, TravCom will automatically enter the tax rate code assigned (in Files - Setup - Product Codes) for the product code on each transaction in the PNR. The agent can override this, however, if a different tax rate formula should be applied to a sale. For example, if this sale is exempt from VAT. Enter any rate code established on the Files - Setup - VAT Setup tab. The 5VC/ field can be applied to individual segments within the PNR, as described above.
Voucher Rate	If a rate for a hotel or car reservation is quoted in a foreign currency you can override this rate with the equivalent amount by entering an 5VRT/ remark line. The 5VRT/ field can be applied to individual segments within the PNR, as described above.
Miscellaneous Segments

The following fields can be used in a 5MS/ line. Similar fields are available for WORLDSPAN's TVL segments , as described below.

Base Fare	/Aamount. For example, /A100.00. Remember that a base fare should not include taxes.
Commission	/Camount or /CPpercentage. For example, /C10.00 or /CP8.
Credit Card Number	/CCNcompany and account number. This field should follow the form of payment when the form of payment is CC (Credit Card charge) or CX (In House charge), and is entered without spaces. For example, /CCNVI4128133444555666.
Deposit Amount	/Damount. For example, /D699.95. This field should follow the form of payment when the form of payment shows S (cash/check), CX (In House charge) or ATM (Automated Teller Machine). If you have enabled the Process Cash Payments check box (Interface - Install Interface, Options selections), this entry tells TravCom how much you have received from the client. If you have not enabled this interface options, this entry does not affect the record at all.
Due Date, Accounts Payable	/PDdate. The Due Date for a vendor invoice defaults to the invoice date. You can override the due date with a /PD entry. The due date is entered as a true date in a valid date format (for example /PD10OCT98). Alternatively, the due date can also be entered as a number of days past the invoice date (for example, the due date is 30 days after the invoice date, /PD30.
Free Fields	/FFn-free field entry, where n is the free field number. For example, FF3-XYZ. Review the description of free fields above for more information on using free fields in a PNR.
Low Fare	/Lamount. For example, /L112.00. The low fare is entered as a gross amount (including all related taxes).
O/S Commission Amount	/OSamount. This entry will allow you to override the standard commission amount for the O/S agent. For example, if you do not wish to pay commission to the O/S agent for the transaction enter /OS0.
Passenger	/PXname or passenger number// or /PALL. The passenger can be entered in any one of three ways: • /PALL instructs TravCom to apply the MS line to each passenger in the record. If there are three passengers entered into the PNR, TravCom will create three separate sales, each including all of the information on the MS line, for each of the travelers separately. • /PXname// allows you to specify the passenger/description field for this MS line. TravCom will process the MS line one time only. For example, /PXDOE/JANE//, /PXSMITH/JOHN/JANE or /PXBROWN FAMILY//. Note that the /PX field must end with a double slash (//) so that TravCom can differentiate between the end of the field and slashes used within the field. If the /PX field is the final field of the MS line, the double slashes are not required. • /PXpassenger number// also allows you to specify the traveler for whom you hare entering the MS line. This format allows you to refer to passengers by their number within the PNR. For example, /PX2//. As with the /PXname// format, this field must end with two consecutive slashes(//). If no passenger field is used in the MS line, TravCom will default to the first passenger name in the PNR (/PX1//).
Penalty	/PNamount. If you are entering a ticket exchange on an MS line and need to show a penalty amount, you can enter that amount in this field. TravCom will subtract the amount you enter here from the base fare (/A) field and record it separately in the Penalty field. Entering the penalty in this manner does not affect the accounting, statistics, or A.R.C. report. This field is for reference and custom reporting purposes only. For example, /PN50.00
Primary Product Code	/PPCproduct code. The primary product code entry is useful to identify the true product code for a transaction, such as an MCO or Tour Order.
Product Code	/PCcode. Enter the product code or product code description for this sale. For example, /PC2 or /PCCRUISE. Note that it is not necessary to enter a leading zero for TravCom to properly process the product code.
Purchase Order	/POpurchase order number.
Reference Fare	/Ramount. For example, /R656.00. The reference fare is entered as a gross amount (including all related taxes).
Routing Code	/RCrouting code. The routing code is only applicable to agencies in Canada. Other countries can use this two-character field for any selecting or sorting purposes on custom reports.
Selling Fare	/SFamount. If you have enabled the consolidator/discounted option in Files - Setup - System Customization tab, TravCom will process a selling fare separately from the published fare on the document.
Taxes	/TXamount, code, amount, code, etc. You can enter up to three taxes, plus a PST tax when relevant. For example, /TX10.00US3.00XF6.95XT or /TX10.00CA7.00XG
Taxes on Commission	Normally, the VAT and PST taxes on commission will be calculated automatically, based on the tax Rate Code entered on the sale. However, if this sale represents an exception to this VAT Commission, the agent can override the VAT on commission by adding a /Gamount field, and the PST by adding a /Qamount field. For example, /G0.00/Q0.00 for an exempt sale.
Ticket/ Document Number	/TKdocument number, including validating airline. For A.R.C. sales, enter the three-digit airline number followed by the ten-digit document number. Do not include the check digit. For example, 0161212123456. For other product codes marked controlled , enter the document number in the format shown in the Product Code table (in Files - Setup - Product Codes tab). If the product code you have entered for this sale is not marked controlled, you can use this field for any other information you want to appear for reference in the Ticket Number field. This is often used to track the booking or confirmation number for tours and cruises, or policy number for insurance sales.
Transaction Code	/TCcode .
VAT Rate Code	/VCcode. If your agency uses VAT, TravCom will automatically enter the tax rate code assigned (in Files - Setup - Product Codes) for the product code you entered on  this MS line. However, if this sale represents an exception to the normal VAT rate for this product code, the agent can override the automatic calculation with this field. Enter any tax rate code established on the Files - Setup - VAT Setup tab.
Vendor Number	/Vnumber or Sort Key. For example, /V4000 or /VGOGO. Note that you do not have to enter leading zeroes for TravCom to properly understand the vendor number .  It is recommended that you enter the vendor number, not the Sort Key, as the vendor Sort Key may not be unique. For example, Viking Office Supplies and Viking Cruise Line may show both show VIKING in the Sort Key field. If you enter /VVIKING on an MS line, TravCom may identify either vendor account in your data base, as the /V field matches both records.

Sample MS Lines:

   5MS/PC5/V5005/TK123456/PX1//A3500.00/TX250.00CA/CP10/FCC/CCNVI1234567890

   5MS/PCTOUR/VGOGO/TK123456/PXSMITH/JOHN//A2500.00/C250.00/FS2/D2500.00

   5MS/PCTOUR/VPRINCESS/TK123456/PXANDERSEN/DANIEL/RUTH//A6000.00

   5MSX/TX750.00US/C675.00/FS/D6750.00/TC9

TVL SEGMENTS:

If you choose to enter non-A.R.C. sales via WORLDSPAN's TVL segments, do not also enter MS lines. Entering both a TVL segment and an MS line can cause TravCom to process two separate transactions for the same sale.

To instruct TravCom to process the TVL segments, you must enable the Process Misc. Segments check box in Interface - Install Interface. For more information on using TVL segments, refer to your WORLDSPAN documentation.

TravCom will read the following fields from the TVL segment:

Vendor code	#VC-vendor number or Sort Key. For example, #VC-4000 or #VC-GOGO. Note that you do not have to enter leading zeroes for TravCom to properly understand the vendor number .  It is recommended that you enter the vendor number, not the Sort Key, as the vendor Sort Key may not be unique. For example, Viking Office Supplies and Viking Cruise Line may show both show VIKING in the Sort Key field. If you enter /VC-VIKING on an MS line, TravCom may identify either vendor account in your data base, as the #VC- field matches both records.
Amounts	There are two amount fields, the amount credited and amount due. These amounts are used to calculate invoice totals as CRD + DUE. The formats are #DUE-USD B[fare]X[tax]T[total] and #CRD-USD B[fare]X[tax]T[total]. For example, #DUE-USD B500X60T560#CRD-USD B100. TravCom will process a sale for USD660.00 (500.00 + 100.00 base fare, plus 60.00 tax).
Commission	Commission can be entered as an amount (#CM-)or a percentage (#CP-). For example, #CM-15.00 or #CP-8.
Ticket/ Document Number, or Confirmation	A document or ticket number is entered in a #DOC- field. If the sale is for a sale that does not require an accountable document number, you can enter the confirmation number, instead, with a #CF- field. For example, #DOC-0018035111222 or #CF-123456. TravCom will process this entry into the Ticket Number field. This is not a required field in a TVL segment.
Passenger/ Description	#NM-passenger name or description. For example, #NM-DOE/JANE or #NM-SMITH FAMILY.  This is not a required field in a TVL segment. If no passenger field is used in the TVL segment, TravCom will default to the first passenger name in the PNR.
Form of Payment	#FOP-form of payment. TravCom recognizes four forms of payment: • Cash/Check, entered as CA. • Credit Card, entered as CC followed by the company and account number. For example, #FOP-CCBA5124333444555. • IN House Charge , entered as CX followed by the company and account number. For example, #FOP-CXVI41241334445556665 • Automated Teller Machine, entered as ATM. This is not a required field in a TVL segment. If no form of payment field is used in the TVL segment, TravCom will default to the form of payment entered in the PNR. If no form of payment exists in the PNR, TravCom will default to Cash/Check.
The following additional fields can be entered in the #AC1- field to send additional accounting information to TravCom. Note that the Product Code is a mandatory field. If the AC1- field does not include a product code, TravCom will not process the TVL segment. Fields are entered into the AC1- field with a space between each field description.

Product Code	PC-Product code or product code description. For example, #AC1-PC-1 or #AC1-PC-TOUR. This is a required field. If no product code field exists in the AC1 field, TravCom will not process the TVL segment.
Exception code	EC-exception code. For example, EC-4. If you do not enter an exception code for a client who uses them, TravCom will default to 00. Note that it is not necessary to enter leading zeroes for TravCom to properly process the exception code. This is not a required field.
Low fare	LF-low fare. For example, LF-112.00. The low fare is entered as a gross amount (including all related taxes). This is not a required field.
Reference fare	RF-reference fare. For example, RF-656.00. The reference fare is entered as a gross amount (including all related taxes) This is not a required field.
Selling fare	SF-amount. If you have enabled the consolidator/discounted option in Files - Setup - System Customization tab, TravCom will process a selling fare separately from the published fare on the document. This is not a required field.
O/S Commission Amount	OS-amount. This entry will allow you to override the standard commission amount for the O/S agent. For example, if you do not wish to pay commission to the O/S agent for the transaction enter OS-0. This is not a required field.
Sample TVL segment using these fields:

TNZZMK1CRU28SEP04OCT#AN-PRINCESS CRUISES#VC-PRINCESS

#DUE-USD B1400X140T1540#CRD-USD B200#FF1-ALL INCLUSIVE PACKAGE

#CP-10#AC1-PC-CRUISE SF-1500 RF-1650 LF-1200 EC-02 OS-0#CF-123456


Reference: SABRE Formats
TravCom for Windows
Reference: SABRE Formats

Using Help 	Contacting TravCom 	TravCom on the Internet

Supported Level: Level (Option) 6, Revision 17 (effective March 1, 1998)

Optional remarks allow you to enter additional information into the PNR exclusively for TravCom to read during interface processing. These formats are considered standard remark entries by SABRE, and use of these formats does not affect the reservation system's interpretation of the PNR in any way.

SABRE remarks lines can be entered in three formats. 5. remark lines will be printed on invoices; 5# remark lines will be printed on itineraries but suppressed on invoices; 5X/-  remark lines will not print on any SABRE documents. SABRE will send all three remark formats to TravCom for processing. You can use any combination of remark lines to enter optional fields. For example, you can enter the client's purchase order number as 5.PO/ so that the client can see it on the invoice, but enter free fields used for internal statistical reports as 5X/-FF/. The examples that follow use the 5. Remark format, but you can substitute any remark format for any optional field.

Some remark fields can be applied to a specific transaction only. To indicate an entry should be applied to only one segment, enter the segment number between the field identifier and the field entry. For example, if the Reference Fare should be 300.00 on the first ticket and 500.00 on the second, enter separate remarks lines as: 5.RF/*1/300.00 and 5.RF/*2/500.00. If the segment number is omitted, the entry will be applied to all segments in the PNR.

Optional remarks lines available for the SABRE CRS are:

Agent	Although the agent number is normally processed from the agent's sine-in on the reservation system, TravCom provides optional entries to override the agent numbers. They are: 5.BA/ to override the Booking Agent only. 5.TA/ to override the Ticketing Agent only. 5.AG/ to override both the Booking and Ticketing Agents. You may enter either the agent's number or code in the BA, TA and AG fields. For example, to have TravCom process agent 005, AA, as both the booking and ticketing agent you can enter 5.AG/5 or 5.AG/AA. Note that you do not have to enter leading zeroes for TravCom to properly understand the agent number. This entry will affect all sales and vouchers in the PNR. Note that the Outside Sales Agent field is separate from the Booking and Ticketing Agent fields, and is discussed below.
Client Number	The client account number is normally processed from the standard SABRE DK line*. The agent may enter a 5.CN/ line to override this field, however. The CN field can be alphabetic (to match the client's Sort Key ) or numeric (to match the client's account number). For example, to have TravCom process client 00001234, ABC CORP. you can enter 5.CN/1234 or 5.CN/ABC CORP. Note that you do not have to enter leading zeroes for TravCom to properly understand the client number. It is recommended that you enter the client number, not the Sort Key, as the client Sort Key may not be unique. For example, ABC Company may show ABC CO, and ABC Corporation may show ABC CORP. If you enter 5.CN/ABC CO in a PNR, TravCom may identify either client account in your data base, as the CN field matches both records. This entry will affect all sales and vouchers in the PNR. *Although SABRE defines the DK field as either 6, 7 or 10 numbers, you must enter exactly 6 numbers to transfer the account number correctly to the back office (including leading zeroes). If you want to use more than six (6) digits in your client numbers, be sure to enter the CN field to transfer the correct information to TravCom.
Commission	Although TravCom normally reads the commission from the standard SABRE entry, the agent can override this via a 5.CM/ remark. A commission can be entered this way as an amount or a percentage. For example, 5.CM/15.00 represents an amount (15.00) and 5.CM/P9 represents a percentage (9%). This entry can be used to affect sales in the PNR, but not vouchers .
Department, Corporate Client	A Corporate Department is entered as 5.CD/ and the alpha/numeric department code as built in the client's account. If the department code starts with a numeric character (for example, 001A) ,  it is not necessary to enter leading zeroes for TravCom to properly understand the department number. This entry will affect both sales and vouchers in the PNR.
Division	If your version of TravCom for Windows supports divisional accounting, enter the division for this sale on a 5.DIV/ remark line. If the agent does not enter a division into the PNR, TravCom will to division 0000. This entry will affect both sales and vouchers in the PNR.
Due Date, Accounts Receivable	The Due Date for a client invoice defaults to the invoice date. You can override the due date with a 5.DD/ remark line. The due date is entered as a true date in a valid date format (for example 5.DD/10OCT98). Alternatively, the due date can also be entered as a number of days past the invoice date (for example, the due date is 30 days after the invoice date, 5.DD/30.
Due Date, Accounts Payable	The Due Date for a vendor invoice defaults to the invoice date. You can override the due date with a 5.PD/ remark line. The due date is entered as a true date in a valid date format (for example 5.PD/10OCT98). Alternatively, the due date can also be entered as a number of days past the invoice date (for example, the due date is 30 days after the invoice date, 5.PD/30. The 5.PD/ field can be applied to individual segments within the PNR, as described above.
Form of Payment	Although TravCom normally reads the form of payment from the standard SABRE entry, the agent can override this via a 5.FOP/ remark. TravCom recognizes four forms of payment: • Cash/Check, entered as CA. This can be followed by a check number and deposit amount if you have enabled the Process Cash Payments option (in Interface - Install Interface). For example, 5.FOP/CA/1234/500.00. • Credit Card, entered as CC followed by the credit card company and account number. For example, 5.FOP/CC/BA5124333444555. • In-House Charge , entered as CX followed by the credit card company and account number, and the amount of the payment received. For example, 5.FOP/CX/VI4124133444555666/200.00. • Automatic Teller Machine, entered as ATM followed by the amount received. For example, 5.FOP/ATM/200.00 This field affects sales only in the PNR.
Free Fields, Sale	Free fields can be entered into the PNR in  several ways. Normally, all free fields are entered on a single 5.FF/ remark line, separated by slashes. For example, if free field 1 should show ABC, free field 2 should show 123, and free field 3 should show XYZ, you would enter: 5.FF/ABC/123/XYZ. If the total number of characters required for all free fields exceeds the maximum allowed by SABRE on a single remark line, you can continue your free fields on a second remark line by creating a 5.FFX/ remark line. Enter as many free fields as you can complete on the first line, then the next free field on the 5.FFX line. You can use as many lines as necessary this way. If you do not have an entry for a specific free field, enter two slashes to start and end the unused free field. For example, 5.FF/ABC//XYZ. The third format for entering free fields allows you to specify the free field number you are entering: for example, 5.FF3/XYZ. This format is most useful when you have a number of unused free fields in a particular PNR; it is easier to enter 5.FF12/… than to count 12 consecutive slashes! This format also allows you to modify a single free field without re-typing the entire line. For example, if you have created your free field remark line: 5.FF/ABC/123/XYZ, and determine that you need to change free field 2, or add a fourth free field. Enter the new remark line as 5.FF2/1234 or 5.FF4/1JAN99. Note that the new entry will replace any previous entry in that free field, though it will not affect any free fields not entered into the line. Be careful not to delete fields, however: 5.FF2/1234//1JAN99 will replace free field 3, as it has been included in this line. You can use any combination of 5.FF/, 5.FFX/ and 5.FFn/ remark lines to enter up to 100 free fields per transaction. Note that since slashes are used to separate fields, you cannot use slashed within a single free field. For example, enter a date as 010199, 01-01-99, 1JAN99, or 01.01.99, but not as 01/01/99. The 5.FF/ fields can be applied to individual segments within the PNR, as described above.
Free Fields, Voucher	Free fields can also be applied to hotel and car rental bookings with the 5.VFF/ remark line. As with free fields applied to sales , voucher free fields are entered on a single line, separated by slashes. Review the entry immediately above for examples of entering free fields. The 5.VFF/ fields can be applied to individual segments within the PNR, as described above.
Government Service Authorization	If you have government clients who require a service contract number on their corporate reports, enter that number on a 5.GSA/ remark line. This field affects only sales in the PNR. The 5.GSA/ field can be applied to individual segments within the PNR, as described above.
Invoice Number	Although the invoice number is normally processed from the standard SABRE Invoice Number field, the agent can enter a 5.INV/ line to override this field. This is most often used when an agent sends an itinerary to accounting without allowing the reservation system to assign an invoice number (DIT). For example, when sending hotel and car rental bookings only, from a PNR that does not include air ticketing data or an ACSUP line. This entry affects all sales and vouchers in the PNR.
Low Fare, Sale	The low fare is entered as an amount on a 5.LF/ line. It is entered as a gross amount (including all related taxes). The 5.LF/ field can be applied to individual segments within the PNR, as described above.
Low Fare, Voucher	A low fare can also be entered for a hotel or car rental booking, representing the lowest rate the agency could have booked for this stay. If you have corporate or government clients who want this type of analysis, enter the lowest fare for each hotel and car rental on 5.VLF/ remark lines. The 5.VLF/ field can be applied to individual segments within the PNR, as described above.
Miscellaneous Segment (non-A.R.C. sale)	Miscellaneous segments, commonly called "MS lines," provide an alternative to the ACSUP used to enter non-air sales. MS lines can be used to enter tours, cruises, insurance, pre-paid hotels and car rentals, service fees, etc, but should not be used for hotel and car rental bookings, as TravCom will not process the entry as a voucher , but as a sale, assuming the client will pay you directly. Always sell hotels and cars directly through SABRE or enter them in the standard long-sell format. MS fields are entered on a 5.MS/ remark line. Select all of the fields that apply to the sale you are entering; fields may be added to the MS line in any order. If the information required exceeds the maximum characters allowed by SABRE on a single remark line, enter the balance of the required MS fields on a 5.MSX/ remark line immediately following the original 5.MS/ line. You can use as many MSX/ lines as necessary to enter all of the fields you need for this sale, but all MSX/ lines must follow immediately after the MS line they extend for TravCom to properly process the segment. It is also necessary for the Product Code to be included on the MS/ line, not on an MSX/ line. All of the fields available for MS line entries are described below. Click here to move forward to the entries for miscellaneous segments.
No Commission on a voucher	Normally, when TravCom receives a hotel or car rental booking, the system will assume the commission due will be at the percentage entered into the vendor account of the hotel or car rental chain booked. However, if the booking is at a non-commissionable rate (for example, a corporate rate), the agent may override this commission rate by entering /NOCOMM in the free flow comments field of the booking. This entry is applied only to the booking into which it was entered.
Number of Passengers	The number of passengers for a single transaction can be entered as a 5.NP/ remark. This field will affect only sales in the PNR.
Outside Sales Agent	The outside sales agent(s) who should receive credit for a PNR are normally added by TravCom when the interface record is received and processed. If outside sales agents have been entered into the client account (in Files - Clients - In House tab), TravCom will insert the agent's number and commission percentage into the record. You can override the automatic entry with the 5.OS/ (O/S Agent 1) and 5.OS2/ (O/S Agent 2) remark fields. The commission percentage assigned cannot be overridden in the PNR. This entry affects both sales and vouchers in the PNR.
Penalty	When entering a ticket exchange you can specify the penalty amount with the 5.PN/ remark. TravCom will subtract the amount you enter from the base fare and record it separately in the Penalty field. Entering the penalty in this manner does not affect the accounting, statistics, or A.R.C. report. This field is for reference and custom reporting purposes only. The 5.PN/ field can be applied to individual segments within the PNR, as described above.
Primary Product Code	The primary product code can be entered on a 5.PPC/ remark line. This is useful to identify the true product code for a transaction, such as an MCO or Tour Order. The 5.PPC/ field can be applied to individual segments within the PNR, as described above.
Purchase Order	A purchase order number can be entered via a 5.PO/ remark. This field will affect only sales in the PNR. The 5.PO/ field can be applied to individual segments within the PNR, as described above.
Reference Fare, Sale	A reference fare is entered as an amount on a 5.RF/ line.It is entered as a gross amount (including all related taxes). The 5.RF/ field can be applied to individual segments within the PNR, as described above.
Reference Fare, Voucher	A reference fare can also be entered for a hotel or car rental booking, representing the normal rack rate for the room or car booked for this stay. If you have corporate or government clients who want this type of analysis, enter the reference rate for each hotel and car rental on 5.VRF/ remark lines. The 5.VRF/ field can be applied to individual segments within the PNR, as described above.
Routing Code	The routing code is only applicable for agencies in Canada. Other countries can use this 2-character field for any selecting or sorting purposes on custom reports. Enter the routing code for this transaction via a 5.RC/ field. Routing Codes will affect sales only in the PNR. The 5.RC/ field can be applied to individual segments within the PNR, as described above.
Selling Fare	If you have enabled the consolidator/discounted tickets option in Files - Setup - System Customization, TravCom will process a selling fare separately from the published fare on the ticket. Enter the selling fare for this sale with a 5.SF/ remark. If you have enabled the consolidated/discounted tickets option and do not enter a 5.SF/ field into a PNR, TravCom will show the ticketed fare as both selling fare and published fare. The 5.SF/ field can be applied to individual segments within the PNR, as described above.
Southwest Ticketless Tickets	For Southwest tickets which are not reported to A.R.C. the 5.SW/ remark line will allow you to change the product code and vendor to which the tickets are reported. For example, 5.SW/1/SOUTHWEST will change the transaction to product code 1 for the vendor SOUTHWEST.
Transaction Code	A Transaction Code is entered via a 5.TC/ remark line. This field will affect sales only in the PNR. The 5.TC/ field can be applied to individual segments within the PNR, as described above.
VAT Rate Code	If your agency uses VAT, TravCom will automatically enter the tax rate code assigned (in Files - Setup - Product Codes) for the product code on each transaction in the PNR. The agent can override this, however, if a different tax rate formula should be applied to a sale. For example, if this sale is exempt from VAT. Enter any rate code established on the Files - Setup - VAT Setup tab. The 5.VC/ field can be applied to individual segments within the PNR, as described above.
Voucher Rate	If a rate for a hotel or car reservation is quoted in a foreign currency you can override this rate with the equivalent amount by entering an 5.VRT/ remark line. The 5.VRT/ field can be applied to individual segments within the PNR, as described above.
Miscellaneous Segments

If you choose to enter non-A.R.C. sales via SABRE's ACSUP lines, do not also enter MS lines. Entering both an ACSUP line and an MS line can cause TravCom to process two separate transactions for the same sale.

The following fields can be used in a 5.MS/ line:

Base Fare	/Aamount. For example, /A100.00. Remember that a base fare should not include taxes.
Commission	/Camount or /CPpercentage. For example, /C10.00 or /CP8.
Credit Card Number	/CCNcompany and account number. This field should follow the form of payment when the form of payment is CC (Credit Card charge) or CX (In House charge), and is entered without spaces. For example, /CCNVI4128133444555666.
Deposit Amount	/Damount. For example, /D699.95. This field should follow the form of payment when the form of payment shows S (cash/check), CX (In House charge) or ATM (Automated Teller Machine). If you have enabled the Process Cash Payments check box (Interface - Install Interface, Options selections), this entry tells TravCom how much you have received from the client. If you have not enabled this interface options, this entry does not affect the record at all.
Due Date, Accounts Payable	/PDdate. The Due Date for a vendor invoice defaults to the invoice date. You can override the due date with a /PD entry. The due date is entered as a true date in a valid date format (for example /PD10OCT98). Alternatively, the due date can also be entered as a number of days past the invoice date (for example, the due date is 30 days after the invoice date, /PD30.
Free Fields	/FFn-free field entry, where n is the free field number. For example, FF3-XYZ. Review the description of free fields above for more information on using free fields in a PNR.
Low Fare	/Lamount. For example, /L112.00. The low fare is entered as a gross amount (including all related taxes).
O/S Commission Amount	/OSamount. This entry will allow you to override the standard commission amount for the O/S agent. For example, if you do not wish to pay commission to the O/S agent for the transaction enter /OS0.
Passenger	/PXname or passenger number// or /PALL. The passenger can be entered in any one of three ways: • /PALL instructs TravCom to apply the MS line to each passenger in the record. If there are three passengers entered into the PNR, TravCom will create three separate sales, each including all of the information on the MS line, for each of the travelers separately. • /PXname// allows you to specify the passenger/description field for this MS line. TravCom will process the MS line one time only. For example, /PXDOE/JANE//, /PXSMITH/JOHN/JANE or /PXBROWN FAMILY//. Note that the /PX field must end with a double slash (//) so that TravCom can differentiate between the end of the field and slashes used within the field. If the /PX field is the final field of the MS line, the double slashes are not required. • /PXpassenger number// also allows you to specify the traveler for whom you hare entering the MS line. This format allows you to refer to passengers by their number within the PNR. For example, /PX2//. As with the /PXname// format, this field must end with two consecutive slashes(//). If no passenger field is used in the MS line, TravCom will default to the first passenger name in the PNR (/PX1//).
Penalty	/PNamount. If you are entering a ticket exchange on an MS line and need to show a penalty amount, you can enter that amount in this field. TravCom will subtract the amount you enter here from the base fare (/A) field and record it separately in the Penalty field. Entering the penalty in this manner does not affect the accounting, statistics, or A.R.C. report. This field is for reference and custom reporting purposes only. For example, /PN50.00
Primary Product Code	/PPCproduct code. The primary product code entry is useful to identify the true product code for a transaction, such as an MCO or Tour Order.
Product Code	/PCcode. Enter the product code or product code description for this sale. For example, /PC2 or /PCCRUISE. Note that it is not necessary to enter a leading zero for TravCom to properly process the product code.
Purchase Order	/POpurchase order number.
Reference Fare	/Ramount. For example, /R656.00. The reference fare is entered as a gross amount (including all related taxes).
Routing Code	/RCrouting code. The routing code is only applicable to agencies in Canada. Other countries can use this two-character field for any selecting or sorting purposes on custom reports.
Selling Fare	/SFamount. If you have enabled the consolidator/discounted option in Files - Setup - System Customization tab, TravCom will process a selling fare separately from the published fare on the document.
Taxes	/TXamount, code, amount, code, etc. You can enter up to three taxes, plus a PST tax when relevant. For example, /TX10.00US3.00XF6.95XT or /TX10.00CA7.00XG
Taxes on Commission	Normally, the VAT and PST taxes on commission will be calculated automatically, based on the tax Rate Code entered on the sale. However, if this sale represents an exception to this VAT Commission, the agent can override the VAT on commission by adding a /Gamount field, and the PST by adding a /Qamount field. For example, /G0.00/Q0.00 for an exempt sale.
Ticket/ Document Number	/TKdocument number, including validating airline. For A.R.C. sales, enter the three-digit airline number followed by the ten-digit document number. Do not include the check digit. For example, 0161212123456. For other product codes marked controlled , enter the document number in the format shown in the Product Code table (in Files - Setup - Product Codes tab). If the product code you have entered for this sale is not marked controlled, you can use this field for any other information you want to appear for reference in the Ticket Number field. This is often used to track the booking or confirmation number for tours and cruises, or policy number for insurance sales.
Transaction Code	/TCcode .
VAT Rate Code	/VCcode. If your agency uses VAT, TravCom will automatically enter the tax rate code assigned (in Files - Setup - Product Codes) for the product code you entered on  this MS line. However, if this sale represents an exception to the normal VAT rate for this product code, the agent can override the automatic calculation with this field. Enter any tax rate code established on the Files - Setup - VAT Setup tab.
Vendor Number	/Vnumber or Sort Key. For example, /V4000 or /VGOGO. Note that you do not have to enter leading zeroes for TravCom to properly understand the vendor number .  It is recommended that you enter the vendor number, not the Sort Key, as the vendor Sort Key may not be unique. For example, Viking Office Supplies and Viking Cruise Line may show both show VIKING in the Sort Key field. If you enter /VVIKING on an MS line, TravCom may identify either vendor account in your data base, as the /V field matches both records.

Sample MS Lines:

   5.MS/PC5/V5005/TK123456/PX1//A3500.00/TX250.00CA/CP10/FCC/CCNVI1234567890

   5.MS/PCTOUR/VGOGO/TK123456/PXSMITH/JOHN//A2500.00/C250.00/FS2/D2500.00

   5.MS/PCTOUR/VPRINCESS/TK123456/PXANDERSEN/DANIEL/RUTH//A6000.00

   5.MSX/TX750.00US/C675.00/FS/D6750.00/TC9


Reference: Install Interface
TravCom for Windows
Reference: Install Interface

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Fields on the Install Interface screen are:

Interface	Radio buttons that allow you to select the interface you want to set up. Select from Interface A, B, C or D. The four interfaces can be set up differently if you have multiple reservation systems in your office.
Reservation System	Radio buttons that allow you to select your reservation system. Select the reservation system whose interface you will be receiving in this interface.
Port Settings	Radio buttons that allow you to match the communications settings from your reservation system. An exact match is necessary to complete a successful interface. If you are receiving interface through a cable, select the Port (called the COM or serial port) to which the cable is attached. Then select the Speed (Baud Rate), Parity, Data Bits and Stop Bits provided by the reservation system. If you do not have these communications settings, call your CRS helpdesk or Sales Representative for assistance. If you are receiving interface via Image-to-Disk interface (available on WORLDSPAN only), select File and enter the file name WORLDSPAN has established for the interface. This is most commonly E:\HOSTPRT\LOGAIR.DAT, but you should verify this entry with your WORLDSPAN installer or helpdesk. Image-to-Disk interface does not require that you set Speed, Parity, Data Bits or Stop Bits.
Options	Check boxes that allow you to determine which transactions should be processed in the interface. Select from: • Process Car Segments - Instructs TravCom to read all car rental bookings sent through the interface. Mark this check box if you want TravCom to process car rental bookings for commission follow-up, agent productivity, and/or corporate reporting purposes. • Process Hotel Segments - Instructs TravCom to read all hotel bookings sent through the interface. Mark this check box if you want TravCom to process hotel bookings for commission follow-up, agent productivity, and/or corporate reporting purposes • Process Miscellaneous Segments - Instructs TravCom to read the standard reservation system entry for non-A.R.C. sales. In WORLDSPAN, this refers to TVL segments; in Apollo, this refers to TUR segments; and in SABRE, this refers to ACSUP lines. Amadeus do not have non-A.R.C. formats that can be transferred in this manner. If you do not mark this check box, non-A.R.C. sales must be entered using the TravCom for Windows MS format in order to transmit to the back office. For more information on the MS formats available, refer to the help topic relating to your reservation system or Chapter 5 of your TravCom for Windows manual. • Process Cash Payments - Instructs TravCom to process cash/check payments when entered by the front office agent. If you mark this check box, TravCom will process payments entered into the D remark line for Cash/Check, In House Charge and ATM forms of payment. This will automatically adjust the open invoice balance for the amount of the cash receipt and place the receipt on the deposit slip and in the bank account. Be careful not to post the cash receipt again when posting the deposit slip for the day.
After Processing Data	Radio buttons that allow you to  customize what TravCom will do once interface has been received. Select from: • Do Nothing - TravCom will return to the main menu without checking or printing any report on the interface received. • Print Edit List - TravCom will print the Interface Edit List before returning to the main menu. The Edit List shows all records currently in the interface, including all fields for each record. • Print Verification List - TravCom will print the Verification List before returning to the main menu. The Verification Lost shows all of the errors and warnings TravCom detects in the interface records to be posted. Regardless of your choice in this field, you will be able to print or re-print the Edit List and/or the Verification List as required.
Buttons on the Install Interface screen are:

OK	Accepts the interface settings displayed and returns you to the main menu.
Copy to All	Copies the displayed interface settings to all four interfaces (A, B, C and D). If you have only one reservation system, select this option after you have entered the communications settings for interfacing.


Reference: Print Journals
TravCom for Windows
Reference: Print Journals

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Fields on the Print Journals screen are:

Select Journals to Print	Check boxes that allow you to choose the journals that are to be printed. Select from: • Sales Journal • Debit/Credit Memo Journal • Cash Receipts Journal • Commission Receipts Journal • A/R Invoice Posting Journal • A/R Balance Forward Journal • Late Fee Posting Journal • A/P Invoice Posting Journal • A/P Balance Forward Journal • Cash Disbursements Journal • General Ledger Adjustment Journal The default setting is to print all journals that have posting activity since the journals were last cleared. Any posting program you have not used since that time will be disabled. To select or de-select any available journal (any journal shown in black), click anywhere on the name of the journal or in the check box to the left.
New Page After Each Session	Check box to instruct TravCom to page break after each posting session .
Reprint all journals	Check box that instructs TravCom to print journals for all posting functions and all posting sessions since the last time the accounting Month was closed (via Periodic - Close Current Month). When you select this check box, TravCom will print all journals since you last ran the Close Month function, regardless of whether or not those journals have already been printed out. Use this option if you need additional copies or if your printed journals have become lost or damaged.
Buttons on the Print Journals screen are:

Select All	Automatically marks all of the check boxes for all of the journals that have activity to be printed.
De-select All	Automatically removes the marks for all of the check boxes for all of the journals.  Use this option if you want to select only one or two journals at this time.
Release All	This special option is used only when you have posted transactions in TravCom and cannot print the journal(s). Normally, this only occurs if you experience a power shortage or similar problem while you are posting in TravCom. Usually this problem becomes evident when you attempt to close the month, and TravCom for Windows indicates there are additional journals to be printed.  Selecting this option when there are not relevant journals to be released does not affect your TravCom program or data in any way. If you suspect there may be a missing journal, click on this button to make sure all journals are printed.
Print	Instructs TravCom to print the selected journals according to the displayed
Branches	Allows you to specify which branches you want to print journals for. Review the help topic Select Branches for assistance with the dialog box displayed when you select this option. Posting Journals will not be combined.
Cancel	Cancels this request and returns you to the main menu.


Reference: Close Current Month
TravCom for Windows
Reference: Close Current Month

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Buttons on the Close Current Month screen are:

Close Month	Instructs TravCom to begin closing the current month for the branch(es) selected. TravCom will display a list of required and recommended procedures before proceeding with this function. Verify that you have completed the tasks listed before selecting the Close Month button to continue. TravCom will then verify that the journals have been printed and cleared (the only required task) before closing the current accounting month and incrementing the system to the next month. If there are unprinted journals still in the system, TravCom will display the message You must first print all posting journals and will not continue with to close the month until you have returned to Periodic - Journals to print and clear any remaining journals. Also, if there are any unposted Recurrent Payments or Recurrent Journals, you cannot continue to close the month until they are posted or deleted.
Branches	Allows you to specify which branches to close the month for.
Cancel	Cancels this request and returns you to the main menu without closing the month. Select this button if you determine that you have not completed all of your month-end procedures and want to exit without closing the month.


Reference: Close Fiscal Year
TravCom for Windows
Reference: Close Fiscal Year

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Fields on the Close Fiscal Year screen are:

Previous Fiscal Year Retained Earnings Account	Displays the account number entered in Files - General Ledger - Posting Accounts tab, in the Previous Retained Earnings account field. You can change this account number if necessary, before proceeding to close the fiscal year . This account is used to track all profit or loss from closed fiscal years. TravCom will move the profit/loss from the current Income Statement to this account in preparation for the new year you are about to begin posting.
Buttons on the Close Fiscal Year screen are:

Close Year	Instructs TravCom to begin closing the fiscal year for the branch(es) selected. TravCom will display a list of recommended procedures before proceeding with this function. Verify that you have completed the tasks listed before selecting the Close Year button to continue.
Branches	Allows you to specify which branches to close the fiscal year for.
Cancel	Cancels this request and returns you to the main menu without closing the year. Select this button if you determine that you have not completed all of your year-end procedures and want to exit without closing the year.


Reference: Calendar/Bulletin Board
TravCom for Windows
Reference: Calendar/Bulletin Board

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Buttons on the Calendar/Bulletin Board screen are:

Messages	Accesses the Bulletin Board function and allows you to enter, review, modify or delete messages to be displayed when you log on to  TravCom.. When you select this option TravCom will display all bulletin board messages currently saved on the system. Four buttons will appear on the Messages dialog box: • OK - accepts the messages as displayed and returns you to the Calendar function. • New - Allows you to enter a new bulletin board message. • Edit - Allows you to edit a bulletin board message. Be sure the correct message is highlighted before selecting this button. • Delete - Allows you to remove a bulletin board message from TravCom. Be sure the correct message is highlighted before selecting this button. Once deleted, the message must be rebuilt if you have deleted the wrong item. If you select New or Edit, a new Message dialog box is displayed.  You can specify messages to display by one of the following date criteria: • By Date - TravCom will display the message on the date you enter, of the next following date, if TravCom is not loaded on the specified date. For example, December 28, 1998. • By Day Of the Week - TravCom will display the message on the specified day of the week, every week, until the message is deleted from the system. For example, to have TravCom remind you to prepare your A.R.C. report every Tuesday, select Tuesday from the drop down list, or type T until Tuesday is displayed in the field. • By Day Of  Month - TravCom will display the message on the specified day of the month, every month, until the message is deleted form the system. For example, to have TravCom remind you to write a rent check on the 28th of each month, enter 28. Buttons on the Messages dialog box are: • Save - saves the displayed message. • Cancel - cancels the new message or changes you have made to an existing message, and returns you to the previous Calendar/Bulletin Board screen. Delete - deletes the displayed message from the system. TravCom will no longer display the message when you log onto the system. NotePad - accesses the text writer NotePad. All bulletin board messages in TravCom are maintained in a TEXT format, so can be edited with this text editor as well as in the window displayed within TravCom.
Today	Returns the highlight to the current system date.
Paste	Inserts the highlighted date into the current field in a posting function. For example, if you are posting an invoice that is due on the first Monday of next month you can use the Calendar to find and highlight the correct date, then click on Paste to have TravCom insert the date into your Invoice Posting screen. Be sure to move the cursor into the correct field before selecting the Paste button.
Close	Exits the Calendar and Bulletin board function and returns you to the main menu.
|<	Moves the calendar back one year, highlighting the same day of the previous year.
<<	Moves the calendar back one month, highlighting the same date in the previous month.
<	Moves the highlight back one day.
>	Moves the highlight forward one day.
>>	Moves the calendar forward one month, highlighting the same date in the following month.
>|	Moves the calendar forward one year, highlighting the same day of the following year.


Reference: Calculator
TravCom for Windows
Reference: Calculator

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Buttons on the Calculator are used in the same manner as buttons on a standard calculator. You can use the number pad at the side of your keyboard or the numbers on the top row of the main keyboard. The function buttons are:

C	Clears the current calculation, resetting the calculator to zero. You can click on this button or type C to access this option.
CE	Clears the current entry without resetting the current calculation.
+	Instructs TravCom to add the next number to the current calculation. You can click on this button or type + to access this option.
-	Instructs TravCom to subtract the next number to the current calculation. You can click on this button or type - to access this option.
X	Instructs TravCom to multiply the current calculation by the next number. You can click on this button or type * to access this option.
/	Instructs TravCom to divide the current calculation by the next number. You can click on this button or type / to access this option.
=	Instructs TravCom to total the current calculation. You can click on this button or type = to access this option.
%	Instructs TravCom to assume the displayed entry is a percentage. You can click on this button or type % to access this option.
Other buttons on the Calculator screen are:

Close	Exits the calculator and returns you to the main menu.
Paste	Pastes the current entry or calculation (as displayed) into the current field in a posting function. Be sure the cursor is in the correct field before selecting the Paste button.


Reference: Export Data
TravCom for Windows
Reference: Export Data

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TravCom can export data in several formats. Be sure to select the correct format for your agency and/or the program you intend to export data to. Select from:

•	Carlson Wagonlit Travel ADS Specifications

•	Rosenbluth Int'l/American Express ADS Specifications

•	Travel Man Report Writer

•	MIRS

•	ACS

•	TOPAZ Airfare Benchmark Interface

•	PRISM

•	MaJic

•	ATIS / Travel Data Reporting

The fields displayed on the export screen will vary, depending on the export type you have selected. Fields on the Export Data screen are:

Export Type	Radio buttons that allow you to select the database from which records will be exported. • Air/Non-Air Sales - TravCom will export records from the Sales database (all transactions posted via Posting - Accounts Receivable - Sales, or posted as Sales via interface) • Hotel/Car Vouchers - TravCom will export records from the Vouchers database (all transactions posted via Posting - Accounts Receivable - Vouchers, or posted as vouchers via interface). • Clients - TravCom will export records from the Clients database (all clients accounts built in Files - Clients).
File Name	The file name and path TravCom should use when creating the export file. Use all standard DOS rules for naming the file. For example: • You may use a maximum of eight (8) characters in the file name, plus three (3) in the extension. It is recommended that you use the TXT extension, as this is standard for all of the formats exported here. It is also recommended that you use the standard file name, as displayed by TravCom when you select the Export Type. • You may use alphabetic or numeric characters, but most symbols have other functions in file names and must be avoided. • You cannot use spaces in your file name. • If you do not specify a path, TravCom will create the file in the directory where TravCom is loaded. To have TravCom place the file where you want it, type in the full path as part of the file name, or use the "…" button next to the File Name field to browse and select the directory you would like to use. Examples of valid file names include C:\TCSWIN\ADSAIR.TXT, TMCAR.TXT, or  A:\TOPAZ.TXT. This field is displayed for all types of data export. If the file name you specify already exists, TravCom will display the warning File already exists and allow you to Replace, Append or Cancel. • Select Replace if the file is old exported data that you do not need any longer. • Select Append if you want to keep the existent file and add new records to it. • Select Cancel if you want to stop the export and either check the data already in the file, or enter a new file name.
From/To Client Numbers	Allows you to enter a range of client numbers to export data for. For example form client 2000 to 2005. This field is not displayed for ACS export. The default setting is blank to include all clients.
From/To Dates	Allows you to enter a range of dates to export data for. For example, from January 1, 1998, to January 31, 1998. This field is not displayed when you are exporting Client data (Travel Man Report Writer) or ACS. The default setting is the first to the last of the current accounting month (as shown on the Status bar at the bottom of your screen).
Month	Allows you to enter a month for which to export data. This field is only displayed when you select the Export Type ACS and replaces the From/To Dates fields. The default setting is the current accounting month (as shown on the Status Bar at the bottom of your screen).
Maximum City Pairs	This field is only displayed for TOPAZ Airfare Benchmark Interface export, and allows you to enter the maximum number of city pairs you want exported. You can also specify the city pairs to be exported via the  Select City Pairs button to the right of this field. When you click on Select City Pairs, TravCom displays a City Pair File field and a table for you to specify the city pairs to be included. Select a City Pair File from the drop down list or create a new one by entering a unique File Name in the City Pair File field. This allows you to create and save the City Pairs you require on a regular basis, without having to enter the departure and arrival cities each time you export data. Enter the departure city code in the first column and the arrival city code in the second column. To include legs in both directions, be sure to enter both departure and arrival city codes. For example, to include all legs between JFK, New York, and Gatwick, London, enter:      JFK     LGW     GTW    JFK The default setting is to include the top 50 city pairs.
Buttons on the Export Data screen are:

Export	Instructs TravCom to begin exporting data according to the parameters displayed.
Branches	Allows you to specify which branches TravCom should export data from.
Cancel	Cancels this request and returns you to the main menu without exporting any records.


Reference: Backup/Restore Data
TravCom for Windows
Reference: Backup/Restore Data

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Fields on the Backup/Restore screen are:

Function	Radio buttons that allow you to select the function you want to run. Select from: • Backup - Makes a copy of your agency's data files on diskettes, tape, or another hard drive. The backup will not include the program files. • Restore - Deletes the data files currently on the hard drive and replaces them with the data files on a previously created backup diskette(s), tape or another hard drive. It is strongly recommended that you Test a backup before attempting to restore it. The Master Password is required to restore a backup. • Test - Completes all of the functions of a backup restoration without deleting any files on your hard drive. This function is used to verify that a backup can be successfully restored before you file it away permanently or attempt to restore it.
Source	The directory, including the path, to the data files to be copied. If you are creating a backup, TravCom will default to the Data Directory where your TravCom for Windows databases are loaded. If you are restoring a backup, TravCom will default to the normal device used when creating backups.
Target	The directory, including the path, where the data files should be copied. If you are creating a backup, TravCom will default to your diskette drive (the largest if you have more than one installed) or the device you have selected as your default backup device. If you are restoring a backup, TravCom ill default to the Data Directory where your TravCom for Windows databases are loaded.
File	TravCom displays the file currently being backed up or restored.
Total	TravCom displays the status of the backup or restore
Buttons on the Backup/Restore screen are:

Select Target/ Source	Allows you to select a different Target (Backup) or Source (Restore) from the default. You can select a diskette, tape, or other drive (such as a Jaz or Zip drive) attached to your computer, or you can select another computer workstation if TravCom is loaded on a network.
Set Default	Saves the current Target/Source as the new default. Select this option if you want to always use this device when you create backups.
Backup/ Restore/ Test	This button varies depending on the function you have selected. Clicking on this button instructs TravCom to begin the backup, restore, or test.
Exit	Exits the backup/restore function and returns you to the main menu.


Reference: Log on/off
TravCom for Windows
Reference: Log on/off

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Fields on the Log On/Off screen are:

Branch	IF your version of TravCom supports multi-branch capability and you have created multiple branches, you may enter a branch number to log onto. This field is not displayed if you have only one branch.
Logon	The number or code of the person logging on to TravCom for Windows, as built in the Agent File. Enter your agent number or code or select from the drop down list.
Password	The password assigned to the person logging on, as built in the Agent File. TravCom for Windows will verify the combination of Logon and Password against the records in the Agent File. You can also enter the Master password at this time, which will override the regular password assigned to the person shown in the Logon field. The Master password gives the user access to all functions and reports within TravCom for Windows.
Buttons on the Log On/Off screen are:

OK	Accepts the entry in the Branch, Logon and Password fields and returns you to the TravCom main menu, logged on as the user specified and with access to the functions allowed by the password level assigned to the password entered.
Quit	Cancels the log on option, shuts down TravCom for Windows and returns you to the computer's "desktop" screen. Note that you are not returned to the TravCom main menu with the original user's log on and password.


Reference: Register Program
TravCom for Windows
Reference: Database Maintenance

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Fields on the Database Maintenance screen are:

Options	Allows you to select the maintenance function you want to perform. Select from: • Check Balances - This function is used to check the integrity of client, vendor, and general ledger databases. For clients and vendors, the invoice detail is compared to the client and vendor balances. If they do not agree then the client or vendor is out of balance. For the general ledger, it compares the accounts receivable and accounts payable balances with the respective invoice detail. It also checks to see if the general ledger is out of balance with the transaction detail. If any file is shown to be out of balance it is recommended to contact the help desk. • Restore Balances - This function will attempt to restore any out of balance situation which is reported in the Check Balances function. • Change Account Numbers - This function is used to renumber your client, vendor, and general ledger accounts. You build of list of changes to be made by entering the original account number and then the account number you would like to change it to. If that account number already exists then you create what is called an "orphan". An orphan is an account number which has not been reassigned. You cannot post your changes until all orphans have been reassigned to an empty account number. Once you are finished compiling your list of changes to be made, click OK to begin the procedure. References to the account numbers will be changed in all databases, including historical data. Depending on the size of your databases, this function could take a long time. • Purge History - this function allows you to enter a historical date and have TravCom delete all transactions older than that specified date. TravCom will check the sales, voucher, cash receipts, cash disbursements (checks) and general ledger transaction databases for any activity older than the date you have specified. The entire transaction will be purged from the system unless it is an outstanding invoice which has not yet been paid. • Clear Databases - Deletes all accounting data posted in the TravCom. Databases such as the client , vendor , general ledger , city and airline files will remain in the system, but all sales , vouchers , cash receipts and disbursements , general ledger adjustments and open invoices will be cleared. This option is only used when you first receive TravCom and want to practice using the system before you go "live," or if irreparable damage has occurred to your data and you need to begin posting from scratch. • Repair Databases - Corrects certain problems that can occur when the computer experiences a power surge or outage, or other operating problem. Normally, you will only select this function when directed by help desk personnel to run this option.


Reference: Register Program
TravCom for Windows
Reference: Register Program

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Fields on the Register Program screen are:

19-digit Renewal Number	A registration number provided by TravCom. The registration number controls the capabilities available in your version of TravCom for Windows, including divisions and multi-branch capability. It also determines the lease expiration date if you are leasing TravCom, and a new registration number must be entered at the end of each lease period.
Buttons on the Register Program screen are:

OK	Accepts the registration number entered and returns you to the main menu. The registration number must be a valid entry to successfully complete this function.
Cancel	Cancels this request and returns you to the main menu. The original registration number remains in TravCom.


Reference: Change Branch
TravCom for Windows
Reference: Change Branch

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Fields on the Change Branch screen are:

Branch Number	Allows you to specify the branch you want to log on to. Enter a branch number or select form the drop down list.
Buttons on the Change Branch screen are:

OK	Accepts the branch number you have entered and changes the current branch you are logged on to.
Cancel	Cancels this request and returns you to the main menu. The current branch will remain the same.


Reference: Add Branch
TravCom for Windows
Reference: Add Branch

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Fields on the Add Branch screen are:

Add Branch Number	The branch number you want to create. Enter any number not already in use, or use the up- and down-arrows to the right of the field to select a branch number.
Agency's Name	The name of the branch office, as you want it to appear on reports. This can be changed at any time in the future, on the Files - Setup - Agency Information tab.
IATA Number	The main IATA number for the new branch. If the branch has multiple IATA numbers (STP locations), you will enter the additional IATA numbers in Files - Setup - IATA Numbers tab.
Pseudo City Code	The main pseudo city code for the new branch. If the office has STP locations, enter the pseudo city code for the main office. If the office has two or more reservation systems, enter any one pseudo city code for the main branch office.
Add All Clients/ Vendors/ Agents to This Branch	Check boxes that allow you to select which clients , vendors and agents should be marked for this branch. This option affects the Branches tab of each file, updating the selected databases to show that the clients, vendors, and/or agents, as selected, can be used when posting transactions in the new branch.
Buttons on the Add Branch screen are:

Add	Instructs TravCom to add the new branch, based on the information entered in the displayed fields. Remember to complete the setup of the new branch, customizing TravCom for the new branch. Review the help topic How to Add a Branch for assistance with the complete procedure.
Cancel	Cancels this request and returns you to the main menu.


Reference: Delete Branch
TravCom for Windows
Reference: Delete Branch

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Fields on the Delete Branch screen are:

Branch Number	Allows you to specify the branch to be removed from your system. Enter any branch number created in TravCom or select from the drop down list.
Buttons on the Delete Branch screen are:

Delete	Instructs TravCom to delete the specified branch. All branch-specific data and customizations related to this branch will be removed from your system. You cannot delete the current branch. To delete the branch you are in you must first use the Change Branches function to log onto a different branch. Use caution when selecting this option: once the branch has been delete, it cannot be restored except by restoring a valid backup.
Cancel	Cancels this request and returns you to the main menu.


Reference: Branch Setup
TravCom for Windows
Reference: Branch Setup

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Fields on the Branch Setup - Agency Information for Reports tab are:

Name	The name of your agency as you want t to appear on consolidated reports.
Address	The street address (up to 2 lines).
City	The city name. TravCom for Windows will enter the City name automatically when you enter a Postal Code.
State/Prov.	The 2-letter code for the state or province. TravCom for Windows will enter the State or Province code automatically when you enter a Postal Code.
Postal Code	The zip code.  If you enter a zip code which is found in the Postal Codes table, the following occurs: TravCom automatically fills in the city, state/province, and country which corresponds to that zip code in the Postal Codes table.  The cursor goes to the city field, so that you can change the city, state/province, and country if the displayed entries are not correct. If the zip code you enter is not in the table, you must enter the other address fields manually.
Country	The country for your agency's address.
Phone Numbers	Up to 3 separate phone numbers to appear on consolidated reports. You can enter a description, telephone number (free format) and extension number.
Fax No.	An agency fax number.
E-Mail	The agency's E-mail account, if applicable.
Home Cities	You can enter up to 6 city codes for local airports. Enter these only if you wish consolidated Corporate Travel Destinations Reports to exclude these cities as destinations/origins.
Fields on the Branch Setup - Financial Statement/Balance Sheet tab are:

Financial Statement Title	The title of your consolidated financial statement , up to 50 characters, as you would like it to appear on the top of the report.
Financial Statement Notes	Any notes you would like to have printed at the bottom of your report. You may enter up to two lines, up to 50 characters each.
Balance Sheet Title	Title of your consolidated Balance Sheet , up to 50 characters, as you would like it to appear on the top of the report.
Balance Sheet Notes	Any notes you would like to have printed at the bottom of your report. You may enter up to two lines, up to 50 characters each.
Print Comparative Statements	Check this box if you want last year's figures to print to the right of this year's figures on your consolidated Balance Sheet and Financial Statement
Buttons on the Branch Setup screen are:

OK	Click on this button to accept the titles and notes as entered.
Branches	Allows you to specify which branches to include as the default when printing consolidated reports. The Branches button displays the branches built in your system and allows you to tag and untag branches to be saved as the default Branches setting on all reports.


Reference: Drop Deposit
TravCom for Windows
Reference: Drop Deposit

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Fields on the Drop Deposit screen are:

Bank Account	The general ledger account number of the cash account for which you want to drop a deposit. Select an account from the drop down list. The default setting is the first cash account shown in Files - General Ledger - Cash Accounts tab.
Description	A description for the bank reconciliation. TravCom automatically enters "Deposit" and the current date, but this can be changed.
Deposit Date	The date of the deposit. The default is the current date.
Deposit Amount	The total amount of the deposit. This field automatically shows the total cash posted to this bank account that has not yet been included on a deposit slip. The amount cannot be modified directly; if cash receipts from two or more deposits are included in the amount shown, use the Edit Deposit button, described below to select the cash receipts to include or exclude.
Buttons on the Drop Deposit screen are:

Edit Deposit	Allows you to select the cash receipts to be included in the deposit you are dropping. If you have posted cash receipts from other deposits, use this option to de-select the receipts that do not belong on this deposit slip. Fields include the check number (or credit card number for In House Credit Card transactions), client/vendor number or description, and amount.
Print Cash Receipts Summary Report	Instructs TravCom to print a report showing the cash receipts to be included in the deposit to be dropped. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Print Deposit Slip	Instructs TravCom to print a deposit slip for the bank. The slip is automatically printed in duplicate. Review the help topic Print Setup for assistance with the dialog box displayed when you select this option.
Drop Deposit	Finalizes the deposit as shown and clears the selected cash receipts from the Edit Deposit list and Cash Not Yet Deposited field in the Bank Reconciliation. If you did not include all posted cash receipts, the remaining balance will be displayed in the Deposit Amount field.
Cancel	Cancels this request and returns you to the main menu.


Reference: Print Setup
TravCom for Windows
Reference: Print Setup

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Fields on the Print Setup dialog box are:

Printer/File	Radio buttons that allow you to specify whether you want the report to print to your printer or a disk file. If you want to view the report on screen, select Printer. When Printer is selected, TravCom will default to the printer specified for this report (as shown in Files - Setup - Printers/Forms tab).  This can be changed by selecting any printer from the drop down list. When File is selected you may choose from the following types of files: • Character Separated Values • Comma Separated Values • Data Interchange Format • Excel 2.1 • Excel 3.0 • Excel 4.0 • Excel 5.0 • Lotus 1-2-3 (.WKS) • Lotus 1-2-3 (.WK1) • Lotus 1-2-3 (.WK3) • Record • Rich Text Format • Crystal Report • Tab Separated Text • Tab Separated Values • Text Format • Word for Windows • Word for DOS • WordPerfect If you are not certain what format to use, refer to the documentation for the program that you intent to use to retrieve the report. Rich Text Format and Text Format are the most generic formats available and will be understood my most word processing and spreadsheet programs.
Print Preview	A checkbox to tell TravCom for Windows that you want the report to appear on screen before being sent to the printer. Once displayed, you can forward the report to the printer or cancel out without creating a physical printout of the report.
File Name	If you have specified that the report should be printed to a disk file, it is necessary to give the file a name. Use all standard DOS rules for naming the file. For example: • You may use a maximum of eight (8) characters in the file name, plus three (3) in the extension. TravCom will automatically add the extension for you based on the type of file you selected, but this can be overridden by entering the extension you want to use. • You may use alphabetic or numeric characters, but most symbols have other functions in file names and must be avoided. • You cannot use spaces in your file name. • If you do not specify a path, TravCom will create the file in the directory where TravCom is loaded. To have TravCom place the file where you want it, type in the full path as part of the file name, or use the "…" button next to the File Name field to browse and select the directory you would like to use. Examples of valid file names include OPENAR.RTF, PANDL.TXT AGCYSTAT.XLS, or  A:\ALVOLUME.DOC.
Number of Copies	The number of copies of the report to be printed. For example, if you want to print three copies of the Financial Statements for distribution, enter 3 or click on the up arrow button to the right of the Number of Copies field.
Buttons on the Print Setup dialog box are:

Print	Prints the report as requested.
Cancel	Cancels this print request and returns you to the main menu.


Reference: Select Branches
TravCom for Windows
Reference: Select Branches

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The Select Branches dialog box displays a list of all branches built in TravCom, with space to the left of each branch number. Click on any branch to select/de-select it. A branch with an X to the left of the branch number will be included on the report.

Buttons on the Select Branches dialog box are:

OK	Accepts the selections as shown on the screen and returns you to the previous screen.
Select All	Tags all branches to be included in the report.
De-select All	Untags all branches. Be sure to select at least one branch by clicking on any specific branch before you click on OK.  This option is most often used if you select a number of branches in error and want to start your selection over again.
Default	Tags the branches previously specified in Branch - Branch Setup on the Branches button. Selecting this button overrides any selections currently displayed on the screen.


Reference: New Invoice
TravCom for Windows
Reference: New Invoice

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This screen is displayed when you enter a previously unused invoice number when posting a cash receipt or disbursement .

Fields on the New Invoice screen are:

Invoice No.	The invoice number you previously entered. This field cannot be changed at this point; If you want to post a different invoice number, you must select Cancel and start over.
Invoice Date	The Invoice Date to be used for reporting purposes. The default setting is the current date.
Due Date	The Due Date to be used for reporting purposes. The default setting is the current date. TravCom uses the due date to age the invoice on the Aged Schedule of Accounts Receivable or Payable.
Description	The passenger/description to be used for reporting purposes.
Product Code	The product code related to this invoice. Since new invoices created in this manner do not affect income or expense accounts, your selection in the field will determine the Accounts Receivable or Accounts Payable general ledger account the invoice will affect.
Agent No.	The agent associated with this invoice, for reference. This entry does not affect statistical reports.
O/S Agent	The outside sales agent associated with this invoice, if relevant, for reference. This does not affect statistical reports, or the outside agent's payable account.
Amount	The amount you want to post to this invoice. Note that you will normally enter a positive amount in this field. • In Cash Receipts, enter a positive amount to create a credit on the client's account or a payable invoice on the vendor's account. Enter a negative amount to create a charge to the client's account or a receivable (negative) invoice on the vendor's account (such as for a returned check charge). • In Checks (cash disbursements), enter a positive amount to increase the amount of the check you are posting, and a negative amount to decrease the amount of the check you are posting.
Buttons on the New Invoice screen are:

OK	Accepts the fields you have entered and inserts the new invoice information into the posting you are working on.
Cancel	Cancels the invoice you have begun and returns you to the posting function you were working in .
Print Invoice	Instructs TravCom to print a copy of the new invoice. All requested invoices will be printed when you exit the posting program. This button is only available when you are creating a new invoice to a client account in Cash Receipts.


Reference: Print Invoice
TravCom for Windows
Reference: Print Invoice

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Fields on the Print Invoice screen are:

Client Name/Address	The client's name and address are automatically entered from the client account (as shown in Files - Clients on the General tab), but can be changed. Changed you make will affect the printed invoice only, and will not be saved in the client file.
Invoice Remarks	You can type any comments that you want to print below the transaction detail on the invoice, to a maximum of three lines.
Buttons on the Print Invoice Screen are:

OK	Accepts the fields shown and queues the invoice to be printed. If you are printing the invoice from a posting function TravCom will print all requested invoices when you exit the function you are working in. Invoice Queries will print each invoice as you request it.
Cancel	Cancels this request and returns you to the function you are working in, without preparing to print the invoice.
When TravCom prepares to print an invoice, a new dialog box will be displayed, with the message Preparing to print invoices. Be sure invoice printer is ready for printing. The default invoice printer is displayed but can be changed. Buttons on this screen are:

Print Invoices	Instructs TravCom to begin printing the invoice(s) on the printer specified and in the format selected.
Print Sample	Prints a sample invoice to allow you to verify paper alignment in the printer before printing the requested invoices.
Select Form	Allows you to change the selected invoice format. When you select this option TravCom will forward you to the Printers/Forms - Invoices screen.
Cancel	Cancels this request and returns you to the main menu or function you are working in (in Queries) without printing the requested invoices. Note that the invoices are not spooled for later printing; if you want to print these invoices at a later time you will need to go to Files - Queries - Invoices and select each invoice again.


Reference: Print Checks
TravCom for Windows
Reference: Print Checks

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Fields on the Print Checks screen are:

Check Stub	The top portion of this screen displays the voucher portion of the check, including the detail of each invoice included in the payment. You can change any information on the check stub (for example, adding arrival/departure dates, booking number and other details for the supplier). Changes you make on this screen will affect the printed check but will not change the invoice detail as originally created. If you make any modifications, be sure to press the t key until the cursor moves to the next line, or the text will not be entered onto the check.
Print Invoice Detail on…	TravCom will print the invoice detail on either the check stub (voucher portion) or on a separate sheet of paper for inclusion with the check. By default, TravCom will print up to 13 invoices on the check stub. If you have selected 14 or more invoices, TravCom will default to "Print Invoice Detail on Separate Report."
Check Date	The date to print on the check. This date defaults to the current system date but can be changed. The modified date will be printed on the check and will appear as the Check Date on all Cash Disbursement reports, the Bank Reconciliation, and in Files - Queries - Checks.
Check No.	The check number previously entered is displayed for verification. This field can be changed. The modified check number will appear on all Cash Disbursement reports, the Bank Reconciliation, and in Files - Queries - Checks.
Pay only…/ Check Amount	The amount of the check is displayed for verification. This amount is the sum of the invoices selected and cannot be changed on this screen. To change the amount, you must Cancel this printing and change the invoice(s) or amounts selected in the main Checks screens. Note that changing the invoice amounts on the check stub (described above) will not change the amount of the check.
Pay to the order of	The name or description and the address to be printed on the check, as previously entered. These fields can be changed on this screen, and modifications you make here will be reflected on all Cash Disbursement reports, the Bank Reconciliation, and in Files - Queries - Checks.
Buttons on the Print Checks screen are:

Printer	The default check printer (as shown in Files - Setup - Printers/Forms) is displayed but can be changed.
Print Check	Instructs TravCom to print the check as displayed. The check is printed immediately, not queued as other forms in TravCom may be, and TravCom displays a message to confirm the check printed to your satisfaction. If the check jammed in the printer or you experiences some other problem during the printing, you can instruct TravCom to print the check again.
Print Sample	Prints a sample check to allow you to verify paper alignment in the printer before printing the check. The current check number will be voided and incremented.
Select Form	Allows you to change the selected check format. When you select this option TravCom will forward you to the Printers/Forms - Invoices screen.
Cancel	Cancels this request and returns you to the check posting function (or Sales Posting if you are posting a cash disbursement while posting the sale). You will then have the opportunity to modify the check (for example, invoice amounts), remove the mark from the Print Check check box on the main screen, or cancel the posting completely.


Reference: Void Checks
TravCom for Windows
Reference: Void Checks

Using Help 	Contacting TravCom 	TravCom on the Internet

Fields on the Void Checks screen are:

Check No.	Enter the check number you want to void.
Bank Account	The cash account to which the check belongs.
Payee	The vendor/client name or description from the check is displayed for verification.
Amount	The check amount is displayed for verification.
Invoices	Displays all invoices selected when this check was originally posted, as well as the amount posted against each invoice.
Expenses	Displays all general ledger accounts charged when this check was originally posted. When invoices are taken from Accounts Payable (invoices already open on vendor accounts) or from Accounts Receivable (invoices already open on client accounts), the general ledger expense account will be displayed as UNKNOWN.
Reverse Invoices to A/P/ Reverse Expenses to G/L	Radio buttons that show whether the recovered amount will be returned to Accounts Payable, re-opening the invoices shown in the Invoices fields, or to the general ledger account(s) which were affected when the check was posted. The default setting it to return all invoices and expenses exactly as they were originally posted, and this option cannot be modified in the current version of TravCom for Windows. If a check has been split between accounts Payable (vendor) or Accounts Receivable (client) and general ledger accounts, all invoices will be returned to the client or vendor account; invoices that should be returned to general ledger accounts can then be written off using Posting - Accounts Payable - AP Invoices or Posting - Accounts Receivable - AR Invoices.
Buttons on the Void Checks screen are:

Search	Instructs TravCom to search the Cash Disbursements database for the check number entered.
Quit	Exits the Void Check function and returns you to the main Checks screen.
Void	Instructs TravCom to reverse the displayed check. All accounting and statistics related to the check will be reversed. This button is available only when a previously posted check is displayed.
Cancel	Cancels the current posting without reversing the displayed check. This button is available only when a previously posted check is displayed.


Reference: Reverse Cash Receipt
TravCom for Windows
Reference: Reverse Cash Receipt

Using Help 	Contacting TravCom 	TravCom on the Internet

Reverse Cash Receipt allows you to reverse any cash receipt that has been posted in TravCom. Any invoice which the cash receipt was posted against will be returned. If the cash receipt was posted against any general ledger accounts then those amounts are returned as well.

Reversing a cash receipt involves querying the original receipt by using the Cash Receipts Query function. For more information on how to find the original cash receipt see Reference: Cash Receipts Query.


Reference: Edit Free Fields
TravCom for Windows
Reference: Edit Free Fields

Using Help 	Contacting TravCom 	TravCom on the Internet

The Edit Free Fields screen displays all of the free fields available in the displayed transaction and allows you to modify any field. Use caution when making changes; if you make changes on this screen, you cannot Cancel or Quit without saving these changes.


Reference: Credit Password Dialog
TravCom for Windows
Reference: Credit Password

Using Help 	Contacting TravCom 	TravCom on the Internet

Fields on the Credit Password dialog box are:

Credit Password	Enter the credit password as defined in Files - Setup - Passwords. TravCom will verify this password before allowing you to continue with the sales posting.
Buttons on the Credit Password dialog box are:

OK	Accepts the credit password entered. If the password is correct, TravCom will return you to the Sales Posting screen and allow you to continue posting the sale. If the password is incorrect, the Credit Password dialog box will remain on screen for you to enter the correct password.
Cancel	Exits the Credit Password screen and returns you to the Sales Posting screen. You will then have the opportunity to modify the form of payment information or cancel the posting completely. You can not continue with the sales posting unless you change the payment information or return to the Credit Password dialog box and enter the correct credit password.


Reference: Printer Forms - Invoices
TravCom for Windows
Reference: Printer Forms - Invoices

Using Help 	Contacting TravCom 	TravCom on the Internet

The Printer Forms - Invoices tab is used to select the format you want to use to print invoices and to define the form size and margins.

Fields on the Setup - Printer/Forms - Invoices tab are:

Format	Select the format you wish to use. You can select generic TravCom invoices or the invoices used in your front office if they are standard invoices. Note that if you have custom designed your CRS invoices, you may not be able to select the CRS format listed on this screen. If you want to design your own invoices, select Custom and built the format to your preferences in Crystal Reports. You must enter the name of the report file you have created on this tab so that TravCom will be able to find your new format.
Form Length	Enter the length of the form in millimeters, or enter zeros (0) to use the Windows default settings for your printer.
Margins	Enter the margins for the form in millimeters, or enter zeros (0) to use the Windows default settings for your printer.
Print Agency Name and Address	If you have selected the generic invoice format, you may choose to have TravCom print your agency name and address on the invoices for you. If you have multiple branch locations, this will be the branch address as entered on the Agency Information tab.


Reference: Printer Forms - Checks
TravCom for Windows
Reference: Printer Forms - Checks

Using Help 	Contacting TravCom 	TravCom on the Internet

The Printer Forms - Checks tab is used to select the format you want to use to print checks (cash disbursements) and to define the form size and margins.

Fields on the Setup - Printer/Forms - Checks tab are:

Format	Select the format you wish to use. There are three pre-loaded formats for checks, one suitable for dot matrix printers and two suitable for laser printers. If you want to design your own checks, select Custom and built the format to your preferences in Crystal Reports. You must enter the name of the report file you have created on this tab so that TravCom will be able to find your new format.
Form Length	Enter the length of the form in millimeters, or enter zeros (0) to use the Windows default settings for your printer.
Margins	Enter the margins for the form in millimeters, or enter zeros (0) to use the Windows default settings for your printer.


Reference: Printer Forms - Statements
TravCom for Windows
Reference: Printer Forms - Statements

Using Help 	Contacting TravCom 	TravCom on the Internet

The Printer Forms - Statements tab is used to select the format you want to use to print client billing statements and to define the form size and margins.

Fields on the Setup - Printer/Forms - Statements tab are:

Format	Select the format you wish to use. There are four pre-loaded formats for statements, three suitable for dot matrix printers and one suitable for laser printers. If you select a dot matrix format, TravCom will print the requested format to pre-printed statement forms. If you select the laser printer format, TravCom will print the format to plain paper or letterhead. If you want to design your own statements, select Custom and built the format to your preferences in Crystal Reports. You must enter the name of the report file you have created on this tab so that TravCom will be able to find your new format.
Form Length	Enter the length of the form in millimeters, or enter zeros (0) to use the Windows default settings for your printer.
Margins	Enter the margins for the form in millimeters, or enter zeros (0) to use the Windows default settings for your printer.
Print Agency Name and Address	If you have selected a dot matrix statement format, you may choose to have TravCom print your agency name and address on the statements for you. If you have multiple branch locations, this will be the branch address as entered on the Agency Information tab. If you print client statements for your combined branches, TravCom will take the address for consolidated reports from Branches - Branches Setup.


Reference: Printer Forms - Receipts
TravCom for Windows
Reference: Printer Forms - Receipts

Using Help 	Contacting TravCom 	TravCom on the Internet

The Printer Forms - Receipts tab is used to select the format you want to use to print receipts for cash payments and to define the form size and margins.

Fields on the Setup - Printer/Forms - Invoices tab are:

Format	Select the format you wish to use. You can select generic TravCom receipts or design your own. If you want to design your own receipts, select Custom and built the format to your preferences in Crystal Reports. You must enter the name of the report file you have created on this tab so that TravCom will be able to find your new format.
Form Length	Enter the length of the form in millimeters, or enter zeros (0) to use the Windows default settings for your printer.
Margins	Enter the margins for the form in millimeters, or enter zeros (0) to use the Windows default settings for your printer.
Print Agency Name and Address	If you have selected the generic receipt format, you may choose to have TravCom print your agency name and address on the receipts for you. If you have multiple branch locations, this will be the branch address as entered on the Agency Information tab.


Reference: Printer Forms - Vouchers
TravCom for Windows
Reference: Printer Forms - Vouchers

Using Help 	Contacting TravCom 	TravCom on the Internet

Printing vouchers is not available in the current release.


Reference: Printer Forms - Reports/Letters
TravCom for Windows
Reference: Printer Forms - Reports/Letters

Using Help 	Contacting TravCom 	TravCom on the Internet

The Printer Forms - Reports/Letters tab is used to set the margins for your reports and commission follow up and client dunning letters.

Fields on the Setup - Printer/Forms - Reports/Letters tab are:

Margins	Enter the margins for the form in millimeters, or enter zeros (0) to use the Windows default settings for your printer.
Print Agency Name and Address	If you want to have TravCom print your agency name and address on letters for you, mark this check box. Do not mark this check box of you will print commission follow up letters and client dunning letters on agency letterhead. If you have multiple branch locations, this will be the branch address as entered on the Agency Information tab. If you print letters for your combined branches, TravCom will take the address for consolidated reports from Branches - Branches Setup.


Reference: Custom Reports
TravCom for Windows
Reference: Custom Reports

Using Help 	Contacting TravCom 	TravCom on the Internet


Procedural References
TravCom for Windows
Procedural References

Using Help 	Contacting TravCom 	TravCom on the Internet

Procedural References explain the how to do things in TravCom. You will want to view the Procedural Reference for a particular task when you are unsure how to accomplish it. Links from these topics jump to related Functional References and Training Articles.

The Procedural References below are organized alphabetically by the following sections:

•	How ToThese articles explain how to perform particular procedures in TravCom;

•	What To Do When These articles explain procedures to follow when certain conditions occur in TravCom.

•	Troubleshooting These articles explain how to troubleshoot problems in TravCom.

If you are looking for a procedural reference on a particular topic, you may find it easier to use the Search button. Search for keywords related to the task that you wish to accomplish or problem you wish to troubleshoot.

How To . . .

How to Activate Divisional Functionality

How to Activate PST Functionality

How to Activate VAT Functionality

How to Add a Business Type

How to Add a Country

How to Add a County

How to Add a Currency

How to Add a Keyword

How to Add a Branch

How to Add a City

How to Add a Client

How to Add a Division

How to Add a General Ledger Account

How to Add a Vendor

How to Add a Postal Code

How to Add a Product Code

How to Add a Province

How to Add a State

How to Add a Travel Type

How to Add a Vendor Type

How to Add a Zip Code

How to Add an Agent

How to Add an Airline

How to Add an Exception Code Group

How to Add an Exception Code to an Exception Code Group

How to Add an IATA Number

How to Add an Outside Sales Agent

How to Add Tax Formulas

How to Adjust a Commission Receipt for a Fee Taken

How to Adjust a Previously Posted Sale

How to Adjust an Accounts Payable Invoice

How to Adjust an Accounts Receivable Invoice

How to Adjust the A.R.C. Payable

How to Assign a Credit Limit to a Client

How to Assign a Password and Password Level to an Agent or TravCom User

How to Assign a Statement Group to a Client

How to Assign an Exception Code Group to a Client

How to Change Account Numbers

How to Change the Active Branch

How to Change the Credit Password

How to Change the Default General Ledger Accounts When Posting a Sale

How to Change the Master Password

How to Change TravCom Screen Colors

How to Check Balances

How to Check Interface Data

How to Choose Printers for Forms

How to Clear the Databases

How to Close the Accounting Month

How to Close the Calendar Year

How to Close the Fiscal Year

How to Complete a Cash Account Reconciliation

How to Configure an Interface

How to Create a New City Pair Analysis Description File

How to Create a New Invoice In Context

How to Create a Recurrent Journal Set

How to Create a Recurrent Payment

How to Customize the User-Defined Security Access Levels

How to Delete a Branch

How to Delete a Business Type

How to Delete a City

How to Delete a Client

How to Delete a Country

How to Delete a County

How to Delete a Currency

How to Delete a Division

How to Delete a General Ledger Account

How to Delete a Keyword

How to Delete a Postal Code

How to Delete a Product Code

How to Delete a Province

How to Delete a Recurrent Journal Set

How to Delete a Recurrent Payment

How to Delete a State

How to Delete a Travel Type

How to Delete a Vendor Type

How to Delete a Vendor

How to Delete a Voucher

How to Delete a Zip Code

How to Delete an Agent

How to Delete an Airline

How to Delete an Exception Code from an Exception Code Group

How to Delete an Exception Code Group

How to Delete an IATA Number

How to Delete an Outside Sales Agent

How to Delete Groups of Clients

How to Delete Groups of Vendors/Outside Sales Agents

How to Delete Tax Formulas

How to Drop a Controlled Product Code Period

How to Drop a Deposit

How to Edit a Client

How to Edit a Currency

How to Edit a Division

How to Edit a General Ledger Account

How to Edit a Product Code

How to Edit a Vendor

How to Edit a Voucher

How to Edit an Agent

How to Edit an Airline

How to Edit an Exception Code Group

How to Edit an Exception Code in an Exception Code Group

How to Edit an IATA Number

How to Edit an Outside Sales Agent

How to Edit Interfaced Data

How to Edit Invoices with Invoice Query

How to Edit Sales with Sales Query

How to Edit Tax Formulas

How to Edit the Commission Follow-Up Letter

How to Edit the Dunning Letter

How to Edit Groups of Clients

How to Edit Groups of Interface Records

How to Edit Groups of Vendors/Outside Sales Agents

How to Enter Your Agency Information

How to Export TravCom Data to Pre-Defined Formats

How to Force a Print Preview Before Printing a Report

How to Force the CAPS LOCK On When Starting TravCom

How to Force the NUM LOCK On When Starting TravCom

How to Import a Client Record from a PNR

How to Include or Exclude Taxes on Your Financial Statement

How to Install Interface

How to Log into TravCom

How to Maintain the Databases

How to Maintain your Financial Statement/Balance Sheet

How to Make a Backup of your Data

How to Modify Security Access Levels

How to Modify the Agent Commission Calculation

How to Modify a Recurrent Journal Set

How to Modify a Recurrent Payment

How to Modify Your Agency Information

How to Override a Client Credit Limit

How to Post a Bank Deposit

How to Post a Basic Airline Sale

How to Post a Basic Non-Airline Sale

How to Post a Beginning Accounts Payable Balance

How to Post a Beginning Accounts Receivable Balance

How to Post a Bulk Ticket Sale

How to Post a Cash Receipt from a Client for a New Invoice

How to Post a Cash Receipt from a Client for Existing Accounts Receivables

How to Post a Cash Receipt from a Vendor for a New Invoice

How to Post a Cash Receipt from a Vendor for Existing Negative Payables

How to Post a Cash Receipt to the General Ledger

How to Post a Check for a New Invoice

How to Post a Check for an Existing Invoice

How to Post a Check to Refund a Client

How to Post a Check to the General Ledger

How to Post a Commission Receipt for a New Voucher

How to Post a Commission Receipt for an Existing Voucher

How to Post a Commission Receipt with HCC Data

How to Post a Consolidator Ticket Sale

How to Post a Credit Memo

How to Post a Debit Memo

How to Post a Deposit (Non-A.R.C.) Sale

How to Post a Final Payment (Non-A.R.C.) Sale

How to Post a Discounted Ticket Sale

How to Post a General Ledger Adjustment

How to Post a Net Fare Sale

How to Post a Partial Cash Receipt

How to Post a Refund

How to Post a Sale with a Penalty

How to Post a Tour Order

How to Post a Transaction that Exceeds the Client's Credit Limit

How to Post a Travel Agency Fee Document

How to Post a Voucher

How to Post an Accounts Payable Invoice

How to Post an Accounts Receivable Invoice

How to Post an Advance Payment

How to Post an Agent Automated Deduction

How to Post an Electronic Ticket Sale

How to Post an MCO

How to Post an MCO as Part of an Exchange Transaction

How to Post an Overpayment

How to Post General Ledger Beginning Balances

How to Post Interfaced Data

How to Post Part of an Interface Data File

How to Post Recurrent Journals

How to Post Recurrent Payments

How to Print an A.R.C./Periodic Sales Report

How to Print an Invoice

How to Print an Invoice Query Report

How to Print Invoices with Accounts Receivable Invoice Posting

How to Print Invoices with Invoice Query

How to Print Invoices with Sales Posting

How to Print Journals

How to Print the Chart of Accounts

How to Program Messages to Appear in TravCom

How to Purge History

How to Reconcile a Cash Account with the Bank

How to Reconcile an A.R.C. Report with ARIA Data

How to Reconcile an A.R.C. Report with IAR Data

How to Reconcile Credit Card Data with TravCom

How to Refund a Previously Posted Sale

How to Register TravCom

How to Remove an Unwanted Accounts Payable Invoice

How to Remove an Unwanted Accounts Receivable Invoice

How to Repeat a Previously Posted Sale

How to Repair Corrupt Databases

How to Restore Balances

How to Restore your Data

How to Resubmit a Sale on the A.R.C. Report

How to Reverse a Cash Receipt

How to Reverse a Check

How to Reverse a Commission Receipt

How to Reverse a Previously Posted Sale

How to Search for a Check with Cash Disbursements Query

How to Search for a Cash Receipt with Cash Receipts Query

How to Search for Invoices with Invoice Query

How to Search for Sales with Sales Query

How to Set Exchange Rates Between Currencies

How to Set Up Cash Accounts

How to Set Up Check Forms

How to Set Up Cross-Branch Posting

How to Set Up Cross-Branch Reporting

How to Set Up General Ledger Posting Accounts

How to Set Up Interface

How to Set Up Invoice Forms

How to Set Up Reports/Letters

How to Set Up Statement Forms

How to Set Up the Bank Reconciliation

How to Set Up Travel Agency Fee Documents (T.A.F.s)

How to Set Up Voucher Forms

How to Specify the Next Check Number

How to Specify the Next Invoice Number

How to Specify the Next Voucher Number

How to Specify Your A.R.C. Vendor

How to Specify Your Country in TravCom

How to Transfer Cash between Cash Accounts

How to Transmit Queued Data from the CRS to TravCom

How to Use A.R.C.'s ARIA Data with TravCom

How to Use A.R.C.'s ARIA Diskette with TravCom

How to Use Browse to Modify Groups of Clients

How to Use Browse to Modify Groups of Interface Records

How to Use Browse to Modify Groups of Vendors

How to Use Chain Codes

How to Use Divisions

How to Use the Calculator

How to Use the Direct Income Accounting Method

How to Use the Sales/Cost of Sales Accounting Method

How to Verify Interface Data

How to Void a Ticket

How to Void a Check

How to Void an Invoice

How to Work with Budgets

How to Work with Format Accounts

How to Work with Free Fields

How to Write Off an Unwanted Accounts Payable Invoice

How to Write Off an Unwanted Accounts Receivable Invoice

Troubleshooting . . .

Troubleshooting Basic Computer Problems

Troubleshooting Interface Problems

Troubleshooting Printer Problems

What to Do When . . .

What to Do When Accounts Receivable is Out of Balance

What to Do When Accounts Payable is Out of Balance

What to Do When the General Ledger Transaction File is Out of Balance


How to Activate Divisional Functionality
TravCom for Windows
How to Activate Divisional Functionality

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Files menu select Setup.

2.	Click on the System Customization tab.

3.	Click on the Divisional check box so that an X appears.

If a check box for Divisional does not appear at the top of choices on this tab, your version of TravCom does not support divisions. Contact the TravCom help desk for more information or to upgrade your software.

Once the divisional functionality has been activated it is necessary to add the divisions you want to use.

If your version of TravCom supports multiple branches, activating this function once creates divisional accounting in all branches.

Related Topics

How to Add a Division


How to Activate PST Functionality
TravCom for Windows
How to Activate PST Functionality

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Files menu select Setup.

2.	Click on the VAT Setup tab.

3.	If the check box for value added tax has not been marked you must click on it first in order to access the provincial sales tax check box.

4.	Click on the provincial sales tax check box so that an X appears.

5.	Enter the code for your tax. For example, PST.

Once the PST functionality has been activated it is necessary to enter the formulas to calculate the provincial sales taxes and cross-reference those formulas to the product codes you use.

If your version of TravCom supports multiple branches you must activate provincial sales tax in each branch that collects PST.

Related Topics

How to Add Tax Formulas

How to Add a Product Code

How to Activate VAT Functionality


How to Activate VAT Functionality
TravCom for Windows
How to Activate VAT Functionality

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Files menu select Setup.

2.	Click on the VAT Setup tab.

3.	Click on the value added tax check box so that an X appears.

4.	Enter the code for your tax.

Once the VAT functionality has been activated it is necessary to enter the formulas to calculate the value added taxes and cross-reference those formulas to the product codes you use.

If your version of TravCom supports multiple branches you must activate value added tax in each branch that collects VAT.

Related Topics

How to Add Tax Formulas

How to Add a Product Code


How to Add a Business Type
TravCom for Windows
How to Add a Business Type

Using Help 	Contacting TravCom 	TravCom on the Internet

Business types can be added from either Files - Setup or Files - Clients.

To add a Business Type from Setup:

1.	From the Files menu select Setup.

2.	Click on the Misc. Tables tab.

3.	Click on the Client Business Type radio box, then press t or click on the field below the Tables.

4.	Enter the new Business Type and click on Add.

To add a Business Type from the Client file:

1.	From the Files menu select Clients.

2.	Enter a client account number to which you wish to add the new Business Type.

3.	Click on the Marketing tab.

4.	In the Business Type field enter the new Business Type, then press t or click on any other field.

5.	TravCom will prompt you that your entry is not in the Business Type table and ask if you want to add it. Click on Yes.


How to Add a Country
TravCom for Windows
How to Add a Country

Using Help 	Contacting TravCom 	TravCom on the Internet

A Country can be added from either Files - Setup or from the Client, Vendor or Agent files.

To add a Country from Setup:

1.	From the Files menu select Setup.

2.	Click on the Misc. Tables tab.

3.	Click on the Country radio box, then press t or click on the field below the Tables.

4.	Enter the new Country and click on Add.

To add a Country from the Client, Vendor or Agent files:

1.	From the Files menu select Clients, Vendors or Agents.

2.	Enter an account number to which you wish to add the new Country.

3.	In the Country field enter the new Country, then press t or click on any other field.

4.	TravCom will prompt you that your entry is not in the Country table and ask if you want to add it. Click on Yes.


How to Add a Currency
TravCom for Windows
How to Add a Currency

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the Currencies tab.

3. 	Click on Add.

4. 	Enter the three-digit currency code (for example, USD, CAD, or GBP), description (dollars, pounds, kroner), symbol ($), decimal places, and exchange rate to your local currency. Then click on OK to update the currency table.


How to Add a Keyword
TravCom for Windows
How to Add a Keyword

Using Help 	Contacting TravCom 	TravCom on the Internet

Keywords can be added from either Files - Setup or Files - Clients.

To add a Keyword from Setup:

1.	From the Files menu select Setup.

2.	Click on the Misc. Tables tab.

3.	Click on the Keywords radio box, then press t or click on the field below the Tables.

4.	Enter the new Keyword and click on Add.

To add a Keyword from the Client file:

1.	From the Files menu select Clients.

2.	Enter a client account number to which you wish to add the new Keyword.

3.	Click on the Marketing tab.

4.	In the Key Words field enter the new Keyword, then click on Add.

5.	TravCom will prompt you that your entry is not in the Keywords table and ask if you want to add it. Click on Yes.


How to Add a Branch
TravCom for Windows
How to Add a Branch

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Branch menu, select Add Branch.

The Add a Branch dialog box is displayed.

2.	By default, the Add branch number field shows the next available branch number. You can either:

•	press t to accept this number, or...

•	change to a different number for the new branch.

3.	Enter the name for the agency branch.

4.	Enter the IATA number for the branch. If the new branch has STP locations, enter the IATA number for the branch itself.

5.	Enter the Pseudo City Code (Site ID) for the branch.

6.	Use the check boxes to define whether or not to attach all clients, vendors and/or agents to this branch.

7.	Click on Add.

TravCom verifies the branch number you have selected. If it has already been used, a message appears; Branch X already exists. You must click on OK and change the branch number to one not already in use.

When the branch has been added, TravCom displays Branch X added.

8.	Click on OK.

Updating Setup and Files for the New Branch

After adding the new branch, there are several tasks you need to perform to update the Files - Setup and database files for that branch:

1.	Use Branch - Change Branch to switch into the new branch.

2.	In Files - Setup, update or verify all branch-specific tabs for your new branch.

All branch specific tabs in Setup are marked with an asterisk (*) on the tab. These include:

•	Agency Info: the branch name, address and telephone. The name will be displayed as you entered it on the Add a Branch dialog box.

•	Miscellaneous: the next invoice and voucher numbers to be used and branch screen color.

•	IATA Numbers: the IATA number(s) and pseudo city code(s) for the new branch. The first IATA number and pseudo city code will be displayed as you entered them on the Add a Branch dialog box.

•	VAT Setup (if relevant).

If this branch uses different VAT or PST calculations for any product code, you must also use Files - Setup-Product Codes to define this.

3.	Update the Client, Vendor and Agent files so that the correct files are associated with the new branch.

For example, if you did not copy all agents to the new branch, you will need to retrieve each agent that you want to associate with the branch, and update that agent's Branches tab. If you attached all clients, vendors and agents to the new branch, you may need to untag some individual files that you do not want attached to the branch.

If there are new clients, vendors and agents associated only with the new branch, you will need to add them and assign them to the new branch.

4.	In Files - General Ledger, access the Financial Statements tab.

Note: All branch specific tabs in Files - General Ledger are marked with an asterisk (*) on the tab. These include:

•	Financial Statements: the current posting month, last month of fiscal year and statement title and notes.

•	Current Balances: month to date and year to date values, etc....

•	Previous Balances: month to date and year to date values.

•	Budgets: for each month in the current year.

5.	Verify the Current Posting Month and Last Month of Fiscal Year for your new branch and update the title and notes to print on financial statements and balance sheets for this branch.

Remember that the chart of accounts is global. If you change anything on any other tab window in General Ledger File Maintenance you will be affecting all branches.


How to Add a City
TravCom for Windows
How to Add a City

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu, select City.

2. 	Type the three-letter code for the city you want to add, then press t or click on any other field.

3. 	TravCom will prompt you that your entry is not in the City database and ask if you want to add it. Click on Yes.

4. 	Fill in the fields, using t to move from field to field. For a description of what to enter in each field, review the help topic Reference: City Maintenance .

5. 	When you are finished, select the Update button to save your changes. If you want to exit without saving, click on Cancel instead.


How to Add a Client
TravCom for Windows
How to Add a Client

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu, select Clients, or click on the Client File Maintenance button on the tool bar.

2. 	Identify the client you want to add. You can do this in several ways:

•	If you know what account number you want to create (for example, client number 1001), type the number in the Number field. Then press t or click in any other field.

TravCom confirms that this number does not exist, and asks you if you want to create it. Select Yes.

•	You can use the Next Open button to create a new record with the next available number (for example, if you want the next available client number in a series).

To use this feature, type a number in the Number field (or leave it blank to add the first available number) and click the Next Open button. TravCom will assign the next available number starting with the number you entered in the Number field.

Using series or ranges for different types of files gives you flexibility in requesting reports, and simplicity in adding new accounts (for example: corporate client accounts are in the range 1000 to 9999, but you don't know the next available number, TravCom can find it for you if you enter 1000 and click on Next Open).

3. 	Fill in the fields, using t to move from field to field.

This file has multiple sections, shown on the screen like tabs in a binder. To get to one of these tab sections, just click on the tab name. You can access the sections in any order. For a description of what to enter in each field, review the help topics Reference: Client Maintenance - General Tab , Marketing Tab , Branches Tab , In House Tab , Sales/Accounting Tab and Departments Tab . Each tab section is described separately.

4. 	When you are finished, select the Update button to save your changes. If you want to exit without saving, click on Cancel instead.


How to Add a Division
TravCom for Windows
How to Add a Division

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu, select Setup.

2. 	Click on the Divisions tab. If this tab is not available (the letters are lights and clicking on the tab does not display the screen), the divisional functionality has not been activated in your software. Review the help topic How to Activate Divisional Functionality for assistance.

3. 	Click on the Add button, then enter the division number, division code and description. Note that divisions do not need to be sequentially numbered, and that Division 0000 is pre-build in all systems.

4. Click on OK to save the new division, or click on Cancel if you want to exit without saving your addition.

Related Topics

How to Activate Divisional Functionality

Reference: Setup - Divisions Tab


How to Add a General Ledger Account
TravCom for Windows
How to Add a General Ledger Account

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu, select General Ledger.

2. 	Identify the account number you want to add. You can do this in several ways:

•	If you know what account number you want to create (for example, G/L account number 5335), type the number in the Number field. Then press t or click in any other field.

TravCom confirms that this number does not exist, and asks you if you want to create it. Select Yes.

•	You can use the Next Open button to create a new record with the next available number (for example, if you are adding a new expense account and want it to follow immediately after Rent Expense).

To use this feature, type a number in the Number field and click the Next Open button. TravCom will assign the next available number starting with the number you entered in the Number field. Do not leave the Number field blank when using the Next Open feature! TravCom will start assigning account numbers at General Ledger account number 00000001, which will cause problems in the future with your financial reports.

3. 	Fill in the fields, using t to move from field to field. This file has multiple sections, shown on the screen like tabs in a binder. To get to one of these tab sections, just click on the tab name. You can access the sections in any order. For a description of what to enter in each field, review the help topic Reference: General Ledger Maintenance . Each tab section is described separately.

The tabs Financial Statements, Posting Accounts, Cash Accounts and Supporting Schedules, all on the top row, are related to the General Ledger as a whole and do not need to be updated each time you add an account. Review the help topics Reverence: Posting Accounts and Reference: Cash Accounts for information on when to update these tabs for new accounts.

4. 	When you are finished, select the Update button to save your changes. If you want to exit without saving, click on Cancel instead.

Related topics

Reference: General Ledger Maintenance - Budgets Tab

Reference: General Ledger Maintenance - Cash Accounts Tab

Reference: General Ledger Maintenance - Current Balances Tab

Reference: General Ledger Maintenance - Financial Statements Tab

Reference: General Ledger Maintenance - General Tab

Reference: General Ledger Maintenance - Posting Accounts Tab

Reference: General Ledger Maintenance - Previous Balances Tab

Reference: General Ledger Maintenance - Supporting Schedules Tab


How to Add a Vendor/Outside Sales Agent
TravCom for Windows
How to Add a Vendor/Outside Sales Agent

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Files menu select Vendors, or click on the Vendor File Maintenance button on the tool bar.

2.	Identify the vendor you want to add. You can do this in several ways:

•	If you know what account number you want to create (for example, vendor number 4003), type the number in the Number field. Then press t or click in any other field.

TravCom confirms that this number does not exist, and asks you if you want to create it. Select Yes.

•	You can use the Next Open button to create a new record with the next available number (for example, if you want the next available vendor number in a series).

To use this feature, type a number in the Number field (or leave it blank to add the first available number) and click the Next Open button. TravCom will assign the next available number starting with the number you entered in the Number field.

Using series or ranges for different types of files gives you flexibility in requesting reports, and simplicity in adding new accounts (for example: tour vendors are in the range 2000 to 2999, but you don't know the next available number, TravCom can find it for you if you enter 2000 and click on Next Open).

Fill in the fields, using t to move from field to field. This file has multiple sections, shown on the screen like tabs in a binder. To get to one of these tab sections, just click on the tab name. You can access the sections in any order. For a description of what to enter in each field, review the help topics Reference: Vendor Maintenance - General Tab , Reference: Vendor Maintenance - Accounting Tab  and Reference: Vendor Maintenance - Branches Tab . Each tab is described separately.

3. 	When you are finished, select the Update button to save your changes. If you want to exit without saving, click on Cancel instead.


How to Add a Postal Code/Zip Code
TravCom for Windows
How to Add a Postal Code/Zip Code

Using Help 	Contacting TravCom 	TravCom on the Internet

Postal Codes types can be added from either Files - Setup or from the Client, Vendor or Agent files.

To add a Postal Code from Setup:

1.	From the Files menu select Setup.

2.	Click on the Misc. Tables tab.

3.	Click on the Postal Codes radio box, then press t or click on the field below the Tables.

4.	Enter the new Postal Code and click on Add.

To add a Postal Code from the Client, Vendor or Agent files:

1.	From the Files menu select Clients, Vendors or Agents.

2.	Enter an account number to which you wish to add the new Postal Code.

3.	In the Postal Code field enter the new Postal Code, then press t or click on any other field.

4.	TravCom will prompt you that your entry is not in the Postal Code table and ask if you want to add it. Click on Yes.


How to Add a Product Code
TravCom for Windows
How to Add a Product Code

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the Product Codes tab.

3. 	Click on the Add button, then fill in the fields, using t to move from field to field. For a description of what to enter in each field, review the help topic Reference: Setup - Product Codes Tab .

4. 	When you are finished, select the Update button to save your changes. If you want to exit without saving, click on Cancel instead.


How to Add a State/Province or County
TravCom for Windows
How to Add a State/Province or County

Using Help 	Contacting TravCom 	TravCom on the Internet

States/Provinces and Counties can be added from either Files - Setup or from the Client, Vendor or Agent files.

To add a State, Province or County from Setup:

1.	From the Files menu select Setup.

2.	Click on the Misc. Tables tab.

3.	Click on the States/Provinces radio box, then press t or click on the field below the Tables.

4.	Enter the new State, Province or County and click on Add.

To add a State, Province or County from the Client, Vendor or Agent files:

1.	From the Files menu select Clients, Vendors or Agents.

2.	Enter an account number to which you wish to add the new State, Province or County.

3.	In the State/Prov. field enter the new State, Province or County, then press t or click on any other field.

4.	TravCom will prompt you that your entry is not in the State/Province table and ask if you want to add it. Click on Yes.


How to Add a Travel Type
TravCom for Windows
How to Add a Travel Type

Using Help 	Contacting TravCom 	TravCom on the Internet

Travel types can be added from either Files - Setup or Files - Clients.

To add a Travel Type from Setup:

1.	From the Files menu select Setup.

2.	Click on the Misc. Tables tab.

3.	Click on the Client Travel Type radio box, then press t or click on the field below the Tables.

4.	Enter the new Travel Type and click on Add.

To add a Travel Type from the Client file:

1.	From the Files menu select Clients.

2.	Enter a client account number to which you wish to add the new Travel Type.

3.	Click on the Marketing tab.

4.	In the Travel Type field enter the new Travel Type, then press t or click on any other field.

5.	TravCom will prompt you that your entry is not in the Travel Type table and ask if you want to add it. Click on Yes.


How to Add a Vendor Type
TravCom for Windows
How to Add a Vendor Type

Using Help 	Contacting TravCom 	TravCom on the Internet

Travel types can be added from either Files - Setup or Files - Vendors.

To add a Vendor Type from Setup:

1.	From the Files menu select Setup.

2.	Click on the Misc. Tables tab.

3.	Click on the Vendor Type radio box, then press t or click on the field below the Tables.

4.	Enter the new Vendor Type and click on Add.

To add a Vendor Type from the Vendor file:

1.	From the Files menu select Vendors.

2.	Enter a vendor account number to which you wish to add the new Vendor Type.

3.	Click on the Accounting tab.

4.	In the Vendor Type field enter the new Vendor Type, then press t or click on any other field.

5.	TravCom will prompt you that your entry is not in the Vendor Type table and ask if you want to add it. Click on Yes.


How to Add an Agent
TravCom for Windows
How to Add an Agent

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Files menu, select Agents.

2.	Identify the agent you want to add. You can do this in several ways

•	If you know what agent number you want to create (for example, agent number 50), type the number in the Number field. Then press t or click in any other field.

TravCom confirms that this number does not exist, and asks you if you want to create it. Select Yes.

•	You can use the Next Open button to create a new record with the next available number (for example, if you want the next available agent number in a series).

To use this feature, type a number in the Number field (or leave it blank to add the first available number) and click the Next Open button. TravCom will assign the next available number starting with the number you entered in the Number field.

Using series or ranges for different types of files gives you flexibility in requesting reports, and simplicity in adding new records (for example: outside sales agents are in the range 100 to 200, but you don't know the next available number, TravCom can find it for you if you enter 100 and click on Next Open).

3.	Fill in the fields, using t to move from field to field. This file has multiple sections, shown on the screen like tabs in a binder. To get to one of these tab sections, just click on the tab name.

NOTE: If the Personnel tab is unavailable (the letters are lights and clicking on the tab does not display the screen), you are not logged onto TravCom with the Master password . The fields on the Personnel tab are considered confidential, and so available only to users logged on at the Master Password level.

You can access the sections in any order. For a description of what to enter in each field, review the help topic Reference: Agent Maintenance . Each tab is described separately.

4.	When you are finished, select the Update button to save your changes. If you want to exit without saving, click on Cancel instead.


How to Add an Airline
TravCom for Windows
How to Add an Airline

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Airlines.

2. 	Type in the three-number airline number you want to add, then press t or click on any other field.

3. 	TravCom will prompt you that your entry is not in the Airline database and ask if you want to add it. Click on Yes.

4. 	Fill in the fields, using t to move from field to field. For a description of what to enter in each field, review the help topic Reference: Airline Maintenance .

5. 	When you are finished, select the Update button to save your changes. If you want to exit without saving, click on Cancel instead.


How to Add an Exception Code Group
TravCom for Windows
How to Add an Exception Code Group

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the Exception Codes tab.

3. 	Click on the Add button, then enter a new Exception Code Group and Description. For more information on these fields, review the help topic Reference: Exception Codes Tab .

4. 	Enter the exception codes and descriptions for the new group.

5. 	Click on OK to save the new group, or Cancel to exit without saving your addition.


How to Add an Exception Code to an Exception Code Group
TravCom for Windows
How to Add an Exception Code to an Exception Code Group

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the Exception Codes tab.

3. 	Highlight the Exception Code Group to which you need to add a new code, then click on the Edit button.

4. 	Using the scroll bar to the right of the Exception Codes field, scroll to the bottom of the list and click on the first blank line. Type in the new exception code and description. Exception Codes do not need to be entered in numerical order: TravCom will sort the codes when you save the new entry. For more information on what to enter in these fields, review the help topic Reference: Exception Codes Tab .

5. 	Click on OK to save the new entry, or Cancel to exit without saving your addition.


How to Add an IATA Number
TravCom for Windows
How to Add an IATA Number

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the IATA Numbers tab, then click on the Add button.

3. 	Enter the new IATA number, site ID (Pseudo city code) and a description. For more information on what to enter in these fields, review the help topic Reference: IATA Numbers Tab .
Note: when adding new IATA numbers, always enter the main IATA number for each location as the first line on this list. This will become the default selection, so should be the IATA number used most often.

4. 	Click on OK to save your new entry, or Cancel to exit without saving.


How to Add Tax Formulas
TravCom for Windows
How to Add Tax Formulas

Using Help 	Contacting TravCom 	TravCom on the Internet

Use this window to define codes and calculation formulas for different taxes, such as Value Added Tax (VAT) or Provincial Service Tax (PST) and exempt.

1. 	From the Files menu select Setup.

2. 	Click on the VAT Setup tab.

3. 	If the necessary taxes have not yet been activated, use the check boxes to indicate what taxes apply to this location.

If your version of TravCom supports multiple branches, this information is branch-specific, so that you can create different tax formulas for different office locations. Review the help topics How to Activate VAT Functionality  and How to Activate PST Functionality  for more information on these taxes.

4. 	Click on Add. The VAT table dialog box is displayed, allowing you to define or change the tax calculation formulas and the general ledger input and output accounts.

5. 	If you are entering a VAT formul, you will type your information in the fields displayed on this screen. If you are entering a PST formula, click on the PST button.

6. 	Enter a unique Rate Code (up to two letters) and the country code (in Europe only), then the VAT formula for sales and VAT formula for commissions.

Codes and brackets must be entered exactly as defined below or the formulas will not work.

{T1}	Tax 1

{T2}	Tax 2

{T3}	VAT tax or all other taxes

{T4}	PST tax

{F}	Base fare

{SF}	Selling fare

{C}	Commission

{CV}	Commission on VAT

{CP}	Commission on PST

Calculations are entered using the standard mathematical symbols. Use the asterisk (*) to multiply and the slash (/) to divide. Below are several sample formulas.

Code	Description	Formula
XT	VAT on Sales (at 17%)	({F}+{T1})*.17
XG	VAT on Sales (at 7%) VAT on Commission PST on Sales (at 8%) PST on Commission	({F}+{T1})*.07 {C}*.07 ({F}+{T1}+{T2})*.08 ({C}+{CV})*.08
E	Exempt sales	none
7. 	Define the general ledger accounts which should be affected by these taxes. These accounts will be used to track Receivable and Payable taxes on your Financial Statements.

8. 	Click on OK to save the new formula, or Cancel to exit without saving.


How to Adjust a Commission Receipt for a Fee Taken
TravCom for Windows
How to Adjust a Commission Receipt for a Fee Taken

Using Help 	Contacting TravCom 	TravCom on the Internet

When a hotel or car rental agency takes a fee for processing commission payments, such as Hotel Clearing Corporation (HCC) or Utell take, the fee should be posted at the same time as the check is posted in Commission Receipts . Review the help topics How to Post a Commission Receipt for an Existing Voucher , How to Post a Commission Receipt for a New Voucher  and How to Post a Commission Receipt with HCC Data  for assistance posting the commissions received on the check. Be sure to record the full amount of the commission for each voucher.

After selecting or creating the necessary vouchers and verifying each commission amount, the Proof amount displayed in the upper right corner will show a negative amount, representing the amount of the fee withheld by the paying agency.

To post the fee amount:

1. 	Click on the New Voucher button.

2. 	Complete the fields shown as necessary. You can use the Client Name field for reference information, such as "COMMISSION FEE." The Comm Amt will be entered as a negative number. For statistical and reporting purposes, you may wish to record the Comm Pct as 100%, and select the House Account agent number or leave this field blank.

For a description of each field, review the help topicReference: Commission Receipts Posting .

3. 	Once you have completed the new voucher, the Proof will display 0.00 and the Post button will be available.


How to Adjust a Previously Posted Sale
TravCom for Windows
How to Adjust a Previously Posted Sale

Using Help 	Contacting TravCom 	TravCom on the Internet

When a sale contains an error or requires a change, this option allows you to retrieve it and make modifications. TravCom will reverse the original sale and post the corrected one.

This function is most often used to correct interfaced sales, when the error was missed prior to posting the Interface, or if a client makes a change after that time (e.g. changes their form of payment). Most corrections should be performed using the Edit Interface function.

CAUTION: If you created a cash receipt (bank deposit) entry at the time of sales posting, adjusting the sale will not adjust that entry. You must to post a negative cash receipt in Posting - Accounts Receivable - Cash Receipts to reverse the entry. The negative cash receipt will not appear on the Bank Deposit.

Similarly, if you created a cash disbursement (check) at the time of sales posting, it will not be reversed. You will need to reverse the entry in Posting - Accounts Payable - Checks if appropriate.

To adjust a sale:

1.	From the Posting menu select Accounts Receivable, then Sales, or click on the Sales Posting button on the toolbar.

2.	Select the Adjust a Sale button.

3.	In the Search By box, select your search criteria. You can search for a sale by Invoice Number, Ticket Number or Passenger Name.

4. 	In the Search For field enter the appropriate invoice number, ticket number or passenger name, then click on Search.

NOTE: If you are searching by passenger name and are not sure of the correct spelling, you may enter the first letter(s). TravCom will display a list of all of the sales transactions that start with the letters you have typed in.

TravCom displays a list of sales which match your criteria, sorted by the criteria you selected (numerically by invoice number or ticket number, or alphabetically by passenger name). On the list of sales, the same invoice number, ticket number or passenger may be listed more than once. This may indicate that a sale has been reversed or modified. For example, the first entry is a positive value, the second entry is a negative (for net effect of zero) and the 3rd entry is the final correction.

To determine which entry to select, scroll to the right to see the Sale Type column. This will indicate if the entry is a sale, void, adjustment, etc.

5. 	Double-click on the sale you want to adjust, or highlight it and click on Select.

You can only adjust a transaction with a Sale Type of Sale, Refund or Resubmit. You cannot adjust a Void or Adjustment entry.

6. 	TravCom now displays the selected sale in the Sales Posting windows.

Change any field on this screen that should show new information. If necessary, use the Next>> and << Back buttons to move through the windows for this sale, and make any adjustments to the information originally posted. For example, you might need to adjust the fare, taxes, or form of payment.

7. 	If you want to print an invoice select Print Invoice.

For a description of all fields on each screen review the help topics Reference: Sales Posting: Header Information , Reference: Sales Posting: Fares/Taxes , Reference: Sales Posting: Forms of Payment , Reference: Sales Posting: Commissions , Reference: Sales Posting: Vendors , Reference: Sales Posting: Sales Reporting Fields , Reference: Sales Posting: Itinerary  and Reference: Sales Posting: General Ledger .

8. 	When you are ready to post the adjustment click on the Post button.

TravCom reverses the original sale (and all related statistics) and posts the corrected sale. This means that you will see 3 entries the next time you search for this sales transaction: the new sale, the original sale and the reversal of the error.

9. 	If this ticket was included in a prior A.R.C. it is necessary to adjust the authorized amounts for the original A.R.C. period and the current A.R.C. period.

For example, if you are resubmitting a credit card ticket on which the commission was $50.00, you will show a $50.00 discrepancy on the A.R.C. vendor for the original report period. Since A.R.C. returned the ticket unprocessed, they did not include this commission amount when calculating the Authorized Amount. The difference appears as a negative balance on the invoice created when you dropped the original A.R.C. Report. You must combine this balance with the Net Remit for the current week (the invoice shown as Current Report) in order to correct the A/P invoices on the A.R.C. vendor account.

This adjustment is posted in Posting - Accounts Payable - A/P Invoices. Review the help topic How to Adjust an Accounts Payable Invoice  for assistance posting these adjustments.

Make sure you post both a positive and negative adjustment, using the same general ledger account number (such as the Suspense Account ).


How to Adjust an Accounts Payable Invoice
TravCom for Windows
How to Adjust an Accounts Payable Invoice

Using Help 	Contacting TravCom 	TravCom on the Internet

Accounts Payable invoices can be modified in Invoice Query or in A/P Invoices. If you want to adjust the Invoice or Due Dates, or the Description, for open invoice reports, use the Query function. If you want to adjust the amount due (or other fields), use A/P Invoices .

To adjust the amount outstanding:

1.	From the Posting menu select Accounts Payable, then A/P Invoice.

2.	Enter the vendor number or sort key, or select the vendor from the drop-down list. Press t or click on any other field on the screen.

3.	Enter the invoice number you want to adjust or select it from the drop-down list. The invoice balance is displayed to the right of the Invoice No. field.

4.	Click on the Net Amount field or press t until the cursor is in that field, then enter the amount of the adjustment to the invoice.

•	To increase the balance of the invoice, enter a positive amount. Do not enter the new balance of the invoice: enter only the amount you wish to increase the existing invoice balance. For example, if the invoice shows a balance of $500.00 and you owe the vendor an additional $15.00, enter 15.00 in the Net Amount.

•	To decrease the balance of the invoice, enter a negative amount. Do not enter the new balance of the invoice; enter only the amount you wish to decrease the existing invoice balance . For example, if the invoice shows a balance of $100.00 and you owe the vendor only $80.00, enter -20.00. If you want to write off the entire balance, enter -100.00.

5. 	Click on Next>>.

If an expense G/L account has been stored in the Vendor File, that account is displayed. If the vendor file does not reference any general ledger expense account, TravCom will insert the expense G/L for the product code selected. You can accept this default, change the G/L account, or reduce the amount charged so that you can distribute the total amount among multiple expense accounts.

Select the G/L account(s) to which you want to allocate all or part of the adjustment amount, and enter the amount to be allocated. Remember that if you are posting a negative invoice, you must enter a negative amount to the G/L.

•	If you are posting this adjustment to one account only, press t until the cursor moves to the next line and the Post button is available.

•	If you would like to distribute this adjustment to multiple G/L accounts type in the amount to be posted to this account and press t to move the cursor to the next line. You may now select the next G/L account. Repeat these entries until the full adjustment amount has been distributed. Each time you select an account TravCom calculates and displays the remaining amount.

If your version of TravCom supports multiple branches, you can also define the branch to which this expense should be applied.

For agencies with the Divisional option activated (in Files - Setup), remember to enter the correct division(s) to which this expense should be applied.

For a description of what to enter in each field review the help topic Reference: Accounts Payable Invoice Posting .

The Post button does not become available until the invoice amount and distribution amounts are equal.

6. 	Click on the Post button.

TravCom will post the invoice to the Accounts Payable G/L account and the offsetting expense G/L account(s) you have identified.

To change the Invoice or Due Date, or the Description of an invoice:

1. 	From the Files menu select Queries, then Invoices.

2. 	Find the invoice you want to modify, using the Invoice Type, Select By and Search fields. For assistance with how to use these fields review the help topic Reference: Invoice Query: A/P Invoice Screen .

3. 	Click on the Select button to display the detail of this invoice.

4. 	Click on the field you want to modify and type in the correct entry. Then click on OK to save the change.


How to Adjust an Accounts Receivable Invoice
TravCom for Windows
How to Adjust an Accounts Receivable Invoice

Using Help 	Contacting TravCom 	TravCom on the Internet

Accounts Receivable invoices can be modified in Invoice Query or in A/R Invoices. If you want to adjust the Invoice or Due Dates, or the Description, for open invoice reports, use the Query function. If you want to adjust the amount due (or other fields), use A/R Invoices .

To adjust the amount outstanding:

1.	From the Posting menu select Accounts Receivable, then A/R Invoices.

2.	Enter the client number or sort key, or select the client from the drop-down list. Press t or click on any other field on the screen.

3.	Enter the invoice number you want to adjust or select it from the drop-down list.

The invoice balance is displayed to the right of the Invoice No. field.

4.	Click on the Net Amount field or press t until the cursor is in that field, then enter the amount of the adjustment to the invoice.

•	To increase the balance of the invoice (charge the client), enter a positive amount. Do not enter the new balance of the invoice: enter only the amount you wish to increase the existing invoice balance. For example, if the invoice shows a balance of $500.00 and you want to charge the client an additional $15.00, enter 15.00 in the Net Amount.

•	To decrease the balance of the invoice (credit the client), enter a negative amount. Do not enter the new balance of the invoice: enter only the amount you wish to decrease the existing invoice balance . For example, if the invoice shows a balance of $100.00 and you want to credit the client with $20.00, enter -20.00. If you want to write off the entire balance, enter -100.00.

5.	Click on Next>> to enter the general ledger distribution for this amount.

Enter the G/L account number or sort key, or select a G/L account from the drop-down list. Enter the amount to be applied to that account. Remember that if you are posting a negative invoice, you must enter a negative amount to the G/L.

•	If you are posting this invoice to one account only, press t until the cursor moves to the next line and the Post button is available.

•	If you would like to distribute this invoice to multiple G/L accounts, select the next account number and enter the amount for that account. Repeat these entries until the full invoice adjustment amount has been distributed. The Post button does not become available until the invoice amount you entered and the distribution amount are equal.

If your version of TravCom supports multiple branches, you can also define the branch to which this adjustment should be applied.

For agencies with the Divisional option activated (in Files - Setup), remember to enter the correct division(s) to which this amount should be applied.

6.	Click on Post.

TravCom will post the invoice to the Accounts Receivable G/L account and the offsetting G/L account(s) you have identified.

To adjust the Invoice or Due Date, or the Description of an invoice:

1. 	From the Files menu select Queries, then Invoices.

2. 	Find the invoice you want to modify, using the Invoice Type, Select By and Search fields. For assistance with how to use these fields review the help topic Reference: Invoice Query: A/R Invoice Screen .

3. 	Click on the Select button to display the detail of this invoice.

4. 	Click on the field you want to modify and type in the correct entry. Then click on OK to save the change.


How to Adjust the A.R.C. Payable
TravCom for Windows
How to Adjust the A.R.C. Payable

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1.	From the Posting menu select Accounts Payable, then A/P Invoice.

2.	Enter the vendor number or sort key for A.R.C., or select the vendor from the drop-down list. Press t or click on any other field on the screen.

3.	Enter the invoice number you wish to adjust or select it from the drop-down list. The invoice balance is displayed to the right of the Invoice No. field.

4.	Click on the Net Amount field or press t until the cursor is in that field, then enter the amount of the adjustment to the invoice.

•	To increase the balance of the invoice, enter a positive amount (that is, if you owe A.R.C. more that originally calculated). Do not enter the new balance of the invoice: enter only the amount you wish to increase the existing invoice balance. For example, if the invoice shows a balance of $500.00 and you owe an additional $15.00, enter 15.00 in the Net Amount.

•	To decrease the balance of the invoice, enter a negative amount (that is, if you owe A.R.C. less than originally calculated). Do not enter the new balance of the invoice; enter only the amount you wish to decrease the existing invoice balance . For example, if the invoice shows a balance of $100.00 and you owe only $80.00, enter -20.00. If you want to write off the entire balance, enter -100.00.

5. 	Click on Next>>.

If an expense G/L account has been stored in the A.R.C./B.S.B. Vendor File, that account is displayed. If the vendor file does not reference any general ledger expense account, TravCom will insert the expense G/L for the A.R.C. product code. You can accept this default, change the G/L account, or reduce the amount charged so that you can distribute the total amount among multiple expense accounts.

Select the G/L account(s) to which you want to allocate all or part of the adjustment amount, and enter the amount to be allocated.

•	If you are posting this adjustment to one account only, press t until the cursor moves to the next line and the Post button is available.

•	If you would like to distribute this adjustment to multiple G/L accounts type in the amount to be posted to this account and press t to move the cursor to the next line. You may now select the next G/L account. Repeat these entries until the full adjustment amount has been distributed. Each time you select an account TravCom calculates and displays the remaining amount.

If your version of TravCom supports multiple branches, you can also define the branch to which the expense should be applied.

For agencies with the Divisional option activated (in Files - Setup), remember to enter the correct division(s) to which this expense should be applied.

For a description of what to enter in each field review the help topic Reference: Accounts Payable Invoice Posting .

The Post button does not become available until the invoice amount (the Net Amount you entered) and distribution amounts are equal.

6. 	Click on the Post button.

TravCom will post the invoice to the Accounts Payable G/L account and the offsetting expense G/L account(s) you have identified


How to Assign a Credit Limit to a Client
TravCom for Windows
How to Assign a Credit Limit to a Client

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1. 	From the Files menu select Client, or click on the Client File Maintenance button on the tool bar.

2. 	Display the client account to which you want to assign a credit limit, by entering the client account number or Sort Key, or selecting the account from the drop down list, and then pressing t or clicking on any other field.

3. 	Click on the Sales/Accounting tab.

4. 	Make sure that the Allow Credit field is marked, enabling the Credit Limit field.

5. 	Type in the credit limit for this client.

NOTE: if you click on  Allow Credit to give this client credit, then leave the Credit Limit field blank, the client will be allowed unlimited credit.

6. 	Click on the Update button to save your change to this client account, or Cancel to exit without saving.


How to Assign a Password and Password Level to an Agent or TravCom User
TravCom for Windows
How to Assign a Password and Password Level to an Agent or TravCom User

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To change an agent's password or security level you must be logged on to TravCom at the highest security level. If you do not know the Master Password you must call the help desk for assistance with this procedure. Support technicians will only assist agency owners and officers with this procedure, and will verify that your agency has a current maintenance contract.

1. 	From the Files menu select Agents, or click on the Agent File Maintenance button on the tool bar.

2. 	Display the agent record you want to assign a password and password level to, by entering the agent number or code, or selecting the record from the drop down list, and then pressing t or clicking on any other field.

3. 	Click on the Personnel tab. If this tab in disabled, you are not logged on to TravCom with the highest password level (the Master Password).

4. 	To enter a new password, highlight the Password field and enter the agent's new password. This password can be up to six alpha-numeric characters.

5. 	To assign the agent to a password level, click on the radio button to the left of the security level to which you want this agent assigned. When new agents are added to this file, they are automatically assigned to the lowest Password Level, level 1.

6. 	Click on Update to save your change to this file.


How to Assign a Statement Group to a Client
TravCom for Windows
How to Assign a Statement Group to a Client

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1. 	From the Files menu select Clients, or click on the Client File Maintenance button on the tool bar.

2. 	Display the client account you want to assign to a Statement Group, by entering the client account number or Sort Key, or selecting the account from the drop down list, and then pressing t or clicking on any other field.

3. 	Click on the Sales/Accounting tab.

4. 	Highlight the Statement Group field. Then select the appropriate Statement Group from the drop down list, or type in the letter or number to which you want to add this client. Statement Groups are not entered in any master table in TravCom, so you can create a new Statement Group simply by entering a new alpha-numeric character in this field.


How to Assign an Exception Code Group to a Client
TravCom for Windows
How to Assign an Exception Code Group to a Client

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1. 	From the Files menu select Clients, or click on the Client File Maintenance button on the tool bar.

2. 	Display the client account to which you want to assign an Exception Code Group, by entering the client account number or Sort Key, or selecting the account from the drop down list, and then pressing t or clicking on any other field.

3. 	Click on the In House tab.

4. 	Highlight the Exception Code Group field. Then select the appropriate Exception Code Group from the drop down list, or type in the letter or number to which you want to add this client. If you enter an Exception Code Group that has not yet been created in Files - Setup - Exception Codes tab, TravCom will display the message Not on file to the right of the Exception Code Group code.


How to Change the Active Branch
TravCom for Windows
How to Change the Active Branch

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1. 	From the Branch menu select Change Branch.

2. 	Type in the branch number you want to change to, or select a branch from the drop down list.

3. 	Click on OK.


How to Change the Credit Password
TravCom for Windows
How to Change the Credit Password

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To change the Credit Password you must be logged on to TravCom at the highest security level. If you do not know the Master Password you must call the help desk for assistance with this procedure. Support technicians will only assist agency owners and officers with this procedure, and will verify that your agency has a current maintenance contract.

1. 	From the Files menu select Setup.

2. 	Click on the Passwords tab.

3. 	Highlight the Credit Password field and type in the new password you want to use. The password can by up to six alpha-numeric characters. If you leave this field blank, the Credit Password function in Sales Posting will be disabled.


How to Change the Default General Ledger Accounts When Posting a Sale
TravCom for Windows
How to Change the Default General Ledger Accounts When Posting a Sale

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General Ledger accounts are entered automatically based upon the Primary Product Code you entered on the Accounts Payable screen in Sales Posting, or on the Commissions tab in Edit Data in the Interface function. Normally, the Primary Product Code will be the same as the Product Code initially entered for the sale. Occasionally, however, you may want to change the Primary Product Code in order to change the general ledger accounts to be affected by a sale, as well as the statistics and reports. (You can also change the Vendor Number for statistical and reporting purposes.) For example, when posting an MCO or Tour Order for a charge other than air travel, changing the primary product code allows you to record the sale as a tour, service fee, or miscellaneous transaction on accounting and statistical reports without removing the document from the A.R.C. report.

The default general ledger accounts can also be modified directly. Changing general ledger accounts without changing the Primary Product Code will affect the Financial Statements without updating statistical reports such as the Agency Status Reports and Agent Productivity.

To change the Primary Product Code on an transaction in the Interface:

1. 	From the Interface menu select the interface file (A, B, C or D) into which the sale was received.

2. 	Select Edit Data.

3. 	Enter the interface record number or select the record from the drop down list.

4. 	Click on the Sale tab.

5. 	If this interface record includes multiple sales transactions, use the Next>> button to scroll through the sales until the correct record is displayed. If you want to change multiple transactions in this record you must modify each one individually, or use the Browse function to display all interfaced transactions. Review the help topic How to Edit Groups of Interface Records for additional information on using the Browse function.

6. 	Click on the Primary Product Code field and type in the correct product code for this sale, or select from the drop down list.

7. 	Click on the Update button to save your change.

To change the Primary Product Code on a manually posted sale:

During the sales posting, the Primary Product Code field will appear on the Accounts Payable screen, and can be changed at that time. If the sale has already been posted, whether manually, or via the interface, use Adjust a Sale to correct the Primary Product Code.

To change the default general ledger accounts directly:

General Ledger accounts can only be changed directly in Sales Posting. The General Ledger screen is the final screen in this function.

1. 	Use the Next>> button to move forward to the General Ledger distribution screen.

2. 	The general ledger accounts assigned to the Primary Product Code entered onto this sale will be displayed. Type the account number(s) you want to post this sale to on the Income Distribution and Expense Distribution tabs. If required, you can enter multiple income or expense accounts and amounts.

3. 	Click on the Post button to post the sale.


How to Change the Master Password
TravCom for Windows
How to Change the Master Password

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To change the Master Password you must be logged on to TravCom at the highest security level. If you do not know the current Master Password you must call the help desk for assistance with this procedure. Support technicians will only assist agency owners and officers with this procedure, and will verify that your agency has a current maintenance contract.

1. 	From the Files menu select Setup.

2. 	Click on the Passwords tab.

3. 	Highlight the Master Password field and type in the new password you want to use. The password can by up to six alpha-numeric characters. CAUTION: If you leave this field blank, the Security Access functions in TravCom will be disabled.


How to Change TravCom Screen Colors
TravCom for Windows
How to Change TravCom Screen Colors

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1. 	From the Files menu select Setup.

2. 	Click on the Miscellaneous tab.

3. 	Click on the Branch Background Color button.

4. 	Select a screen color by clicking on the sample square showing the color you ant, then click on the OK button.

When you exit out of the Setup file the background color for the current branch will be changed.

NOTE: If your version of TravCom supports multiple branches, it is recommended that you select a different screen color for each branch, as a visual reminder of the current branch.


How to Check Balances
TravCom for Windows
How to Check Balances

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1. 	From the Utilities menu select Database Maintainence. Click the Check Balances button.

2. 	Select the file(s) you want to check. You can select from Clients, Vendors and General Ledger. The default setting is to check all files, and it is recommended that you check the balances on all three files at least once a month, before closing the Accounting Month.

3. 	Click on the Check Balances button to start this procedure.

Once completed, TravCom will either display a message confirming that all field are in balance, or print an itemized report of problems discovered. If TravCom has determined that there are problems in your client, vendor and/or general ledger balances, review the following help topics for assistance, or call the TravCom help desk:

What to Do When Accounts Receivable Client is Out of Balance

What to Do When Accounts Payable is Out of Balance

What to Do When the General Ledger Transaction File is Out of Balance


How to Choose Printers for Forms
TravCom for Windows
How to Choose Printers for Forms

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1. 	From the Files menu select Setup.

2. 	Click on the Printers/Forms tab.

3. 	TravCom displays a list of printable forms and the printers and ports they are currently set up to print to.

4. 	Click on the line that shows the form you want to assign a different printer to, then click on the drop down list button that appears to the right of the printer currently assigned.

5. 	All printers that have been installed for this workstation will be displayed. Select the printer you want this form to print to. If you do not see a required printer on this list, it has not been properly installed through Windows. Refer to the documentation that came with the printer, or Windows documentation for assistance installing the printer.


How to Close the Accounting Month
TravCom for Windows
How to Close the Accounting Month

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Before closing the Accounting Month, be sure that you have completed all postings for the accounting period, printed all journals, and made a backup of your data. Once the accounting period has been closed you cannot post any further transactions to that period except by General Ledger Adjustment .

To close the Accounting Month:

1. 	From the Periodic menu select Close Current Month.

TravCom will display a reminder, prompting you to verify that you have completed all postings and the Bank Reconciliation, printed journals, and created a backup.

2. 	If you have multiple branches you can close the month in any or all branches at this time, by clicking on the Branches button.

3. 	When you are ready to close the month, click on the Close Month button. TravCom will verify that all journals have been printed, then proceed to close the current Accounting Month for the branch(es) you have selected.

If journals still remain in the system, TravCom will display a message that you must print all remaining journals before you may close the month. If you receive this message, return to the Print Journals function and print any remaining journals, then return to the Close Current Month function to run this procedure again.


How to Close the Calendar Year
TravCom for Windows
How to Close the Calendar Year

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It is not necessary to close the Calendar Year in TravCom for Windows. All Calendar Year End functions will occur automatically.


How to Close the Fiscal Year
TravCom for Windows
How to Close the Fiscal Year

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Before closing the Fiscal Year, be sure that you have completed all postings for the accounting period, printed all journals, and made a backup of your data. Once the accounting period has been closed you cannot post any further transactions to that period except by General Ledger Adjustment .

NOTE: It is normal to close the Fiscal Year in TravCom prior to receiving and posting all final General Ledger Adjustments from your accountant. You must close the fiscal year immediately after you have closed the final Accounting Month of that fiscal year. Remember that the Adjustments provided by your accountant will be posted through General Ledger Adjustments, and you will be able to reprint your financial statements after that time, for an updated record.

To close the Fiscal Year:

1. 	From the Periodic menu select Close Fiscal Year.

TravCom will display a reminder, prompting you to verify that you have completed all postings, printed journals, and created a backup.

You will also be asked to verify the Previous Fiscal Year Retained Earnings Account. This is the account number to which the Profit/Loss for the current fiscal year (the year you are about to close) will be posted, in preparation for the new year.

2. 	If you have multiple branches you can close the month in any or all branches at this time, by clicking on the Branches button.

3. 	When you are ready to close the month, click on the Close Month button. TravCom will verify that all journals have been printed, then proceed to close the current Accounting Month for the branch(es) you have selected.

If journals still remain in the system, TravCom will display a message that you must print all remaining journals before you may close the month. If you receive this message, return to the Print Journals function and print any remaining journals, then return to the Close Current Month function to run this procedure again.


How to Configure an Interface
TravCom for Windows
How to Configure an Interface

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1. 	From the Interface menu select Install Interface.

2. 	Select the interface (A, B, C or D) that you want to configure. If your agency has only one computer reservation system (CRS), you can select any interface file and use the Copy to All button to configure all interfaces identically.

3. 	Select the radio button next to the reservation system you will receive interface data from.

4. 	Select the Port Settings configured by your CRS. These setting must be provided by the CRS; TravCom can match any configuration, but if the settings are not exactly alike on both TravCom and your reservation system, you will receive garbled interface data or be unable to receive the CRS records at all.

5. 	Select the options you want TravCom to process. You can select from:

•	Process Car Segments

•	Process Hotel Segments

•	Process Miscellaneous Segments (WORLDSPAN's TVL segments, Apollo's TUR segments, an SABRE's ACSUP lines.)

•	Process Cash Payments (cash receipts)

6. 	If you want TravCom to automatically print an Edit List or Verification List, select the corresponding radio button.

For more information on these options and fields, review the help topic Reference: Install Interface

7. 	If your agency has only one CRS, click on the Copy to All button. This option configures the remaining interfaces.

If your agency has more than one CRS, you must now select another Interface file and configure it for the next reservation system. There are a total of four Interfaces to accommodate all of the major Airline Reservation Systems.

8. 	Click on the OK button to exit the Interface Setup function.


How to Create a New City Pair Analysis Description File
TravCom for Windows
How to Create a New City Pair Analysis Description File

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To create a new Description File:

1. 	Enter a new name in the Description File field and press t or click on any other field.

2. 	TravCom displays the message XXXXXXXXXXX does not exist. Would you like to create it? where XXXXXXXXXXX is the file name you entered. Click on Yes.

3. 	Enter a client number or range of clients, or select you client number(s) from the drop-down lists.

If this report is for one client only, make sure you enter the client number in both the From and To fields.

To include all clients leave these fields blank.

4. 	The dates will always default to the current accounting month date range. You cannot store other dates as part of the Description File. However, if you are going to print this report at this time enter the appropriate dates. Your date selection is based on the transaction Invoice Date.

5. 	If required, enter a Report Title to be printed at the top of the report.

6. 	If this report is for a Corporate Client who already has a contract with the airline, enter the contract number in the Agreement Number field. This will be printed at the top of the report as required by the airline.

7. 	To print the number of segments and total revenue for all airlines, for each city pair, leave the Airline Code field blank.

To print the number of segments and total revenue for one airline only, for each city pair, enter the airline code.

NOTE: You must enter an airline code in this field to request market share information. If you do not specify an airline the Market Share field will be disabled.

8. 	Enter the number of city pairs you would like to print on this report. For example, to print only the top 10 city pairs, enter 10. All remaining city pairs will be included in a single entry at the bottom of the report.

9. 	Select the other options you want to include on the report:

•	Include Domestic Segments

Mark this option if your report should include Domestic segments. This is based on the D/I indicator attached to each segment.

•	Include International Segments

Mark this option if your report should include International segments. This is based on the D/I indicator attached to each segment.

If you do not mark either Domestic or International segments, TravCom will default to the domestic segments only. Be sure to mark both options if you require all segments on your report.

•	Include Market Share

This option is only available if you have entered an airline code for this report. Include Market Share allows you to print the segment counts and dollar values for the selected airline, for all airlines, plus an additional column showing the market share by city pair for the selected airline.

•	Combine Reverse Segments

This option combines all segments between two cities into one entry, regardless of direction of travel. For example, if this check box is left blank, segments from LAX to JFK and JFK to LAX would be shown on separate lines. However, if Combine Reverse Segments has been marked, these segments would be combined into a single entry.

•	Combine All Clients

If you have requested more than one client number for this report, this option allows you to print a consolidated report for all client numbers you have requested. Leave this check box blank if you require a separate report to be calculated for each selected client.

10. 	You can also enter specific city pairs to print by clicking on the Edit City Pairs button. Use this option if you are interested in certain city pairs, or if this report is for a corporate client with an established airline contract. TravCom will display a table where you can enter the Origin Cities and Destination Cities. If you did not mark Combine Reverse Segments, remember to enter each origin and destination pair separately. For example, to count segments between LAX and JFK, enter:

LAX	JFK

JFK	LAX

This is not necessary if you have requested combined city pairs.

To delete city pairs click on the gray box to the left of the line you want to delete. When the line is highlightd, press the d key. Multiple blank lines on this screen can cause problems with your report.

11. 	If your version of TravCom supports multi-branch capability you can select any branch or combination of branches. The report will default to the current branch each time you request it. If you are going to print this report at this time, select the required branches by clicking on the Branches button at the bottom of the screen.


How to Create a New Invoice In Context
TravCom for Windows
How to Create a New Invoice In Context

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This dialog box will be displayed in Cash Receipts or Checks when you enter an invoice number that has not been posted to the current client or vendor. It is used to create a credit or charge on the Accounts Receivable (clients and commission clients ) or Accounts Payable (vendors) when you will be posting an invoice at a later time to reconcile the receipt or disbursement. It is also used to create invoices when you post a check or part of a check directly to the general ledger.

1. 	To access this dialog box, type in an invoice number that is unique to this account on the Invoice Distribution screen.

2. 	TravCom will respond: Invoice does not exist! Do you wish to create it? Click on Yes.

3. 	Complete the displayed fields. For a description of each field and how it is used review the help topic Reference: New Invoice .

4. 	Click on OK to accept the invoice, or Cancel to escape this screen and begin again.

If you are creating the new invoice to a client or vendor account, this posting will not record a sale and will not affect statistics such as the Agent Productivity and Client MTD/YTD Sales. These statistics will be updated when you post the related sales transaction.


How to Create a Recurrent Payment
TravCom for Windows
How to Create a Recurrent Payment

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1.	From the Posting menu select Accounts Payable, then Recurrent Payments.

2.	Assign a unique Payment Code to identify this transaction. TravCom will ask you to confirm the new code.

Fill in the rest of the fields on the Payment Info. screen.

For a description of what to enter in each field review the help topic Reference: Recurrent Payments - Payment Info Tab .

3. 	Click on the Payment Schedule tab. This screen lets you define frequency and amounts for the payment.

4. 	Fill in the following fields to define frequency of payment:

•	the months in which to post the payment.

•	the day of the month on which payment is due (this becomes the Due Date on the invoice).

5. 	Fill in the fields to define the amounts for the recurrent payment.

•	If this is a standard payment other than a loan (such as for rent or salary) you only need to fill in the recurrent payment Amount.

•	If this is a loan payment or regular payment on a balance due, you can also record (in addition to the recurrent payment Amount) Total Amount to Pay, Amount Paid, Total Number of Payments, and Number of Payments Made

These fields will act as controls to prevent you from overpaying the total amount, or from making more payments than the number due.

For a description of what to enter in each field review the help topic Reference: Recurrent Payments - Payment Schedule Tab .

6. 	Click on the Expenses tab. This screen lets you select general ledger account(s) to which the transaction will be posted. If applicable you can also specify the branch and division for the amount(s).

For each G/L account you must define the Amount and press t to move the cursor to the next line on the grid.

The total in the Amount column (without taxes if your agency uses VAT or PST) must equal the Recurrent Payment Amount on the Payment Schedule screen before the Update button becomes available.

For a description of what to enter in each field review the help topic Reference: Recurrent Payments - Expenses Tab .

7. 	When you have allocated the full value of this recurrent payment click on Update to save the entry.


How to Customize the User-Defined Security Access Levels
TravCom for Windows
How to Customize the User-Defined Security Access Levels

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To customize the Password Levels you must be logged on to TravCom at the highest security level. If you do not know the Master Password you must call the help desk for assistance with this procedure. Support technicians will only assist agency owners and officers with this procedure, and will verify that your agency has a current maintenance contract.

1. 	From the Files menu select Setup.

2. 	Click on the Passwords tab.

3. 	Select the functions and reports that each level should have access to by placing an X in the corresponding box.

There are six Password Levels, represented by the columns labeled 1 through 6. Each level can be allowed or denied access to any function listed on this screen. A higher level will not necessarily have greater access to the TravCom system than a lower level; the only function for which higher levels matter is Check Posting and it's associated reports. Any level will have access only to those cash disbursements posted at that level or any lower level.

Remember that there are many functions listed; use the scroll bar to the right of the window to scroll through all of the functions available.

4. 	To remove or create Xes in all of the functions for a specific level, click on the number at the top of that column, then click on the Select All, Current Column, or De-Select All, Current Column buttons.

To remove or create Xes at all levels for a specific function, click anywhere on that line, then click on the Select All, Current Row, or De-Select All, Current Row buttons.


How to Delete a Branch
TravCom for Windows
How to Delete a Branch

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1. 	From the Branch menu select Delete Branch.

2. 	Enter the branch number you want to delete, or select it from the drop down list. You cannot delete the current branch; if you are logged on to the branch you want to delete, you must first change to a different branch.

3. 	Click on the Delete button.

4. 	TravCom will prompt you for confirmation that you wish to delete this branch. Select Yes if you are sure that you want to permanently delete this branch.

Always use caution when deleting branches. Once a branch has been deleted, all of the posting related to that branch will be deleted permanently from your TravCom databases. This will affect your ability to research postings made to that branch, and to print consolidated reports (such as the Financial Statements).

It is strongly recommended that you create a permanent backup of your data and print any reports you might need before deleting any branch. If you use cross-branch posting, you may need to post an adjustment to the general ledger to correct the remaining balance in the Cross Branch Clearing Account.

If you have any doubt about whether or not you will need to refer to the data from this branch, it is recommended that you maintain the branch in TravCom, and only delete it when you are absolutely certain that you will not need any of the data again. Remember that you cannot restore only that part of a backup that deals with the deleted branch.


How to Delete a Business Type
TravCom for Windows
How to Delete a Business Type

Using Help 	Contacting TravCom 	TravCom on the Internet

To remove the Business Type from the Master Table:

1.	From the Files menu select Setup.

2.	Click on the Misc. Tables tab.

3.	Click on the Client Business Type radio box.

4.	Highlight the Business Type you want to remove and click on Delete.

Note that deleting a Business Type from the Master Table does not remove it from individual client records. You must access each client file separately to remove the Business Type from the account. To remove a Business Type from a client's record:

1. 	From the Files menu select Client or click on the Client File Maintenance button on the tool bar.

2. 	Display a client account for which you want to modify the Business Type, by entering the client account number or Sort Key, or selecting the account from the drop down list, and then pressing t or clicking on any other field.

3. 	Click on the Marketing tab.

4. 	Click on the Business Type field, then use the d or b keys to remove the entry from the file. If you intend to replace this Business Type with another, it is not necessary to delete the original Type before typing in the new one.

If you expect to modify a number of client accounts at the same time, it is usually both faster and easier to use the Browse function to make your changes. Review the help topic How to Edit Groups of Clients  for more information.


How to Delete a City
TravCom for Windows
How to Delete a City

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu, select City.

2. 	Type the three-letter code for the city you want to delete, then press t or click on any other field.

3. 	Click on the Delete button.

4. 	TravCom will prompt you for confirmation that you wish to delete this city code. Select Yes if you are sure that you want to delete this record for all branches.

Always use caution when deleting records. Although deleting city codes will not cause difficulties if you need to reverse sales transactions that include this code in the itinerary, reports that include city names will be unable to interpret this city code, resulting in a "Not on file" message whenever relevant.


How to Delete a Client
TravCom for Windows
How to Delete a Client

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu, select Clients or click on the Client File Maintenance button on the tool bar.

2. 	Identify the record you want to delete by typing the client account number or Sort Key in the Number field, or by selecting it from the drop-down list. Then press t or click on any other field.

3. 	Click on the Delete button. If the Delete button is disabled, you should verify that the client shows a zero balance in each branch. TravCom will not allow you to delete any client account which has any balance or open invoices.

Always use caution when deleting records. Deleting client records, or account numbers, will affect your ability to reverse posted transactions using this client account number, or to print historical reports accurately.


How to Delete a Country
TravCom for Windows
How to Delete a Country

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Files menu select Setup.

2.	Click on the Misc. Tables tab.

3.	Click on the Country radio box.

4.	Highlight the Country you want to remove and click on Delete.

Note that deleting a Country from the Master Table does not remove it from any client, vendor or agent records. If it is necessary to remove this country from any of these files, you will need to access each record separately to update it.


How to Delete a Currency
TravCom for Windows
How to Delete a Currency

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the Currencies tab.

3. 	Highlight the Currency you want to remove and click on Delete.

4. 	TravCom will prompt you for confirmation that you wish to delete this currency. Select Yes if you are sure that you want to delete this record for all branches.

Always use caution when deleting records. Deleting (or modifying) currencies will affect your ability to reverse posted transactions using this currency, or to print historical reports accurately.


How to Delete a Division
TravCom for Windows
How to Delete a Division

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the Divisions tab.

3. 	Highlight the Division you want to remove and click on Delete.

4. 	TravCom will prompt you for confirmation that you wish to delete this division. Select Yes if you are sure that you want to delete this record for all branches.

Always use caution when deleting records. Deleting divisions will affect your ability to reverse transactions posted to this division, or to print historical reports accurately (such as Financial Statements).


How to Delete a General Ledger Account
TravCom for Windows
How to Delete a General Ledger Account

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select General Ledger.

2. 	Identify the account you want to delete by typing the general ledger account number or Sort Key in the Number field, or by selecting it from the drop-down list. Then press t or click on any other field.

3. 	Click on the Delete button. If the Delete button is disabled, you should verify that the general ledger account shows a zero balance in each branch. TravCom will not allow you to delete any G/L account which has a balance in any branch.

4. 	TravCom will prompt you for confirmation that you wish to delete this account. Select Yes if you are sure that you want to delete this record for all branches.

Always use caution when deleting records. Deleting general ledger accounts will affect your ability to reverse transactions posted using this account number, or to print historical reports accurately (such as the comparative data on the Financial Statements).


How to Delete a Keyword
TravCom for Windows
How to Delete a Keyword

Using Help 	Contacting TravCom 	TravCom on the Internet

To remove the Keyword  from the Master Table:

1.	From the Files menu select Setup.

2.	Click on the Misc. Tables tab.

3.	Click on the KeyWords radio box.

4.	Highlight the Key Word you want to remove and click on Delete.

Note that deleting a Key Word from the Master Table does not remove it from individual client records. You must access each client file separately to remove the Key Word from the account. To remove a Key Word from a client's record:

1. 	From the Files menu select Client or click on the Client File Maintenance button on the tool bar.

2. 	Display a client account for which you want to modify the Business Type, by entering the client account number or Sort Key, or selecting the account from the drop down list, and then pressing t or clicking on any other field.

3. 	Click on the Marketing tab.

4. 	Click on the Key Word you want to remove, then click on the Delete button to remove the entry from the file.


How to Delete a Postal Code/Zip Code
TravCom for Windows
How to Delete a Postal Code/Zip Code

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu, select Setup.

1.	Click on the Misc. Tables tab.

2.	Click on the Postal Codes radio box.

3.	Highlight the Postal Code/Zip Code you want to remove and click on Delete.

Note that deleting a Postal Code/Zip Code from the Master Table does not remove it from any client, vendor or agent records. If it is necessary to remove this code from any of these files, you will need to access each record separately to update it.


How to Delete a Product Code
TravCom for Windows
How to Delete a Product Code

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the Product Codes tab.

3. 	Highlight the Product Code you want to delete, then click on the Delete button.

4. 	TravCom will prompt you for confirmation that you wish to delete this product code. Select Yes if you are sure that you want to delete this record for all branches.

Always use caution when deleting records. Deleting product codes will affect your ability to reverse transactions posted using this product code, or to print historical reports accurately (such as the Agency Status Reports and Agent Productivity).


How to Delete a Recurrent Payment
TravCom for Windows
How to Delete a Recurrent Payment

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Posting menu select Accounts Payable, then Recurrent Payments.

2. 	Enter the Payment Code of the recurrent payment you want to delete, or select it from the drop down list, then press t or click on any other field.

3. 	Click on the Delete button.

Note that it is not necessary to delete a Recurrent Payment from this file to prevent TravCom from creating the payable invoices. If you want to keep the Recurrent Payment record in this file, but stop the system from creating the payable any longer, there are several methods available on the Payment Schedule tab. These methods include:

•	Enter a Total Amount to Pay that is equal to the Amount Paid. These fields are used to track how much you owe and how much has already been paid on items such as auto loans, which will eventually be paid in full. When the Amount Paid equals the Total Amount to Pay, TravCom will stop creating payables for this item.

•	Enter a Total Number of Payments that is equal to the Number of Payments Made. Like the fields mentioned above, these fields are used to track how many payments should be created in total, and how many have already been created. When the total number of payments equals the number of payments already made, TravCom will stop creating payables for the item.

•	Removing the Xes from all Monthly check boxes. Since TravCom will only create the payable in months that have been marked, the Recurrent Payment will remain in TravCom, but will not affect your accounting in any month.


How to Delete a State/Province or County
TravCom for Windows
How to Delete a State/Province or County

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu, select Setup.

1.	Click on the Misc. Tables tab.

2.	Click on the States/Provinces radio box.

3.	Highlight the State, Province or County code you want to remove and click on Delete.

Note that deleting a State/Province or County from the Master Table does not remove it from any client, vendor or agent records. If it is necessary to remove this entry from any of these files, you will need to access each record separately to update it.


How to Delete a Travel Type
TravCom for Windows
How to Delete a Travel Type

Using Help 	Contacting TravCom 	TravCom on the Internet

To remove the Travel Type from the Master Table:

1.	From the Files menu select Setup.

2.	Click on the Misc. Tables tab.

3.	Click on the Client Travel Type radio box.

4.	Highlight the Travel Type you want to remove and click on Delete.

Note that deleting a Travel Type from the Master Table does not remove it from individual client records. You must access each client file separately to remove the Travel Type from the account. To remove a Travel Type from a client's record:

1. 	From the Files menu select Client or click on the Client File Maintenance button on the tool bar.

2. 	Display a client account for which you want to modify the Travel Type, by entering the client account number or Sort Key, or selecting the account from the drop down list, and then pressing t or clicking on any other field.

3. 	Click on the Marketing tab.

4. 	Click on the Travel Type field, then use the d or b keys to remove the entry from the file. If you intend to replace this Travel Type with another, it is not necessary to delete the original Type before typing in the new one.

If you expect to modify a number of client accounts at the same time, it is usually both faster and easier to use the Browse function to make your changes. Review the help topic How to Edit Groups of Clients  for more information.


How to Delete a Vendor Type
TravCom for Windows
How to Delete a Vendor Type

Using Help 	Contacting TravCom 	TravCom on the Internet

To remove the Vendor Type from the Master Table:

1.	From the Files menu select Setup.

2.	Click on the Misc. Tables tab.

3.	Click on the Vendor Type radio box.

4.	Highlight the Vendor Type you want to remove and click on Delete.

Note that deleting a Vendor Type from the Master Table does not remove it from individual vendor records. You must access each vendor file separately to remove the Vendor Type from the account. To remove a Vendor Type from a vendor's record:

1. 	From the Files menu select Vendor or click on the Vendor File Maintenance button on the tool bar.

2. 	Display a vendor account for which you want to modify the Vendor Type, by entering the vendor account number or Sort Key, or selecting the account from the drop down list, and then pressing t or clicking on any other field.

3. 	Click on the Accounting tab.

4. 	Click on the Vendor Type field, then use the d or b keys to remove the entry from the file. If you intend to replace this Vendor Type with another, it is not necessary to delete the original Type before typing in the new one.

If you expect to modify a number of vendor accounts at the same time, it is usually both faster and easier to use the Browse function to make your changes. Review the help topic How to Edit Groups of Vendors/Outside Sales Agents for more information.


How to Delete a Vendor/Outside Sales Agent
TravCom for Windows
How to Delete a Vendor/Outside Sales Agent

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	Identify the record you want to delete by typing the vendor account number or Sort Key in the Number field, or by selecting it from the drop-down list. Then press t or click on any other field.

2. 	Click on the Delete button. If the Delete button is disabled, you should verify that the vendor shows a zero balance in each branch. TravCom will not allow you to delete any vendor account which has any balance or open invoices.

3. 	TravCom will prompt you for confirmation that you wish to delete this account. Select Yes if you are sure that you want to delete this record for all branches.

Always use caution when deleting records. Deleting vendor records, or account numbers, will affect your ability to reverse posted transactions using this vendor account, or to print historical reports accurately.

If you expect to delete a number of vendor accounts at the same time, it is usually both faster and easier to use the Browse function to make your changes. Review the help topic How to Edit Groups of Vendors/Outside Sales Agents for more information.


How to Delete a Voucher
TravCom for Windows
How to Delete a Voucher

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Posting menu select Accounts Receivable, then Vouchers.

2.	Select the voucher you want to delete from the list displayed, or use the search options to locate the voucher. Highlight the voucher you wish to delete. If you wish to delete a series of vouchers you can select a range. Highlight the first voucher in the range that you wish to delete, then scroll down to the last voucher you wish to delete. While holding down the s key, highlight the last voucher. This will highlight all vouchers in between the range.

3.	Click on the Delete button.

4.	TravCom will prompt you for confirmation that you wish to delete the vouchers. Select Yes if you are sure that you want to permanently delete the selected vouchers.

Once a voucher has been deleted from this file, it will no longer print on any detail report that includes hotel and car rental bookings. If you want to remove the voucher from a report of open hotel/car rental bookings (commission pending), you can mark the voucher as Cancelled, Non-Commissionable, or already Paid on the Voucher Status tab. This allows you to maintain the booking information in your database, without generating Commission Followup Letters and other receivable reports. Marking a voucher Paid, Non-Commissionable, or Cancelled on this tab does not affect agent productivity statistics.


How to Delete an Agent
TravCom for Windows
How to Delete an Agent

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu, select Agents or click on the Agent File Maintenance button on the tool bar.

2. 	Identify the record you want to delete by typing the agent number or code in the Number field, or by selecting it from the drop-down list. Then press t or click on any other field.

3. 	Click on the Delete button.

4. 	TravCom will prompt you for confirmation that you wish to delete this record. Select Yes if you are sure that you want to delete this record for all branches.

Always use caution when deleting records. Deleting agent records will affect your ability to reverse posted transactions using this agent number, or to print historical reports accurately (for example, the Agent Productivity Report or Agent Commission Statements).


How to Delete an Airline
TravCom for Windows
How to Delete an Airline

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu, select Airline.

2. 	Type the three-number or two-letter code for the airline you want to delete, then press t or click on any other field.

3. 	Click on the Delete button.

4. 	TravCom will prompt you for confirmation that you wish to delete this airline code. Select Yes if you are sure that you want to delete this record for all branches.

Always use caution when deleting records. Deleting records, or airline codes, will affect your ability to reverse posted transactions using this airline, or to print historical reports accurately (for example, the Airline Volume Report).


How to Delete an Exception Code from an Exception Code Group
TravCom for Windows
How to Delete an Exception Code from an Exception Code Group

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the Exception Codes tab.

3. 	Highlight the Exception Code Group which includes the Exception Code you want to delete, then click on the Edit button.

4. 	Highlight the Exception Code you want to delete by clicking on the gray box to the left of the code. Use the d or b key to remove the Code from the list.

5. 	Click on OK to save your change.


How to Delete an Exception Code Group
TravCom for Windows
How to Delete an Exception Code Group

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the Exception Codes tab.

3. 	Highlight the Exception Code Group you want to delete, then click on the Delete button.

4. 	TravCom will prompt you for confirmation that you wish to delete this Exception Code Group. Select Yes if you are sure that you want to delete this record for all branches.

Note that deleting an Exception Code Group from the Setup file does not remove it from individual client accounts. You must access each client file separately to remove or replace the Exception Code Group in the account. If a client account is not updated, reports that include exception code descriptions will be unable to interpret the exception codes for this client, resulting in "Not on file" messages. To remove an Exception Code Group from a client's record:

1. 	From the Files menu select Client or click on the Client File Maintenance button on the tool bar.

2. 	Display a client account for which you want to modify the Exception Code Group, by entering the client account number or Sort Key, or selecting the account from the drop down list, and then pressing t or clicking on any other field.

3. 	Click on the In House tab.

4. 	Click on the Exception Code Group field, then use the d or b keys to remove the entry from the file. If you intend to replace this Exception Code Group with another, it is not necessary to delete the original Group before typing in the new one.

If you expect to modify a number of client accounts at the same time, it is usually both faster and easier to use the Browse function to make your changes. Review the help topic How to Edit Groups of Clients  for more information.


How to Delete an IATA Number
TravCom for Windows
How to Delete an IATA Number

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the IATA Numbers tab.

3. 	Highlight the IATA number you want to delete, then click on the Delete button.

4. 	TravCom will prompt you for confirmation that you wish to delete this IATA number. Select Yes if you are sure that you want to delete this record.

Always use caution when deleting IATA Numbers. Deleting IATA numbers will affect your ability to reverse posted transactions using this IATA number, or to print historical reports accurately (for example, an A.R.C. report).


How to Delete Groups of Clients
TravCom for Windows
How to Delete Groups of Clients

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Clients, or click on the Client File Maintenance button on the tool bar.

2. 	Click on the Browse button.

3. 	Select a sort order and enter a client range if relevant, then click on the Search button.

4. 	Click on the check box to the left of each client you want to delete. If you want to delete all displayed clients, you can also click on the Tag All button.

For assistance with the options and fields on this screen, review the help topic Reference: Browse Client File .

5. 	Click on the Delete button.

6. 	TravCom will prompt you for confirmation that you wish to delete the tagged clients. Select Yes if you are sure that you want to delete these records permanently. TravCom will verify that each tagged client account has no balance and open invoices in any branch before deleting each account.

Always use caution when deleting records. Deleting client records, or account numbers, will affect your ability to reverse posted transactions using these client account numbers, or to print historical reports accurately. Once deleted, the accounts cannot be retrieved except by restoring a backup, or by re-entering each account as a new client record.

7. 	Click on the OK button to exit the Browse function.


How to Delete Groups of Vendors/Outside Sales Agents
TravCom for Windows
How to Delete Groups of Vendors/Outside Sales Agents

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Vendors, or click on the Vendor File Maintenance button on the tool bar.

2. 	Click on the Browse button.

3. 	Select a sort order and enter a vendor range if relevant, then click on the Search button.

4. 	Click on the check box to the left of each vendor you want to delete. If you want to delete all displayed vendors, you can also click on the Tag All button.

For assistance with the options and fields on this screen, review the help topic Reference: Browse Vendor File .

5. 	Click on the Delete button.

6. 	TravCom will prompt you for confirmation that you wish to delete the tagged vendors. Select Yes if you are sure that you want to delete these records permanently. TravCom will verify that each tagged vendor account has no balance and open invoices in any branch before deleting each account.

Always use caution when deleting records. Deleting vendor records, or account numbers, will affect your ability to reverse posted transactions using these vendor account numbers, or to print historical reports accurately. Once deleted, the accounts cannot be retrieved except by restoring a backup, or by re-entering each account as a new vendor record.

7. 	Click on the OK button to exit the Browse function.


How to Delete Tax Formulas
TravCom for Windows
How to Delete Tax Formulas

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the VAT Setup tab.

3. 	Highlight the Tax Code you want to delete, then click on the Delete button.

4. 	TravCom will prompt you for confirmation that you wish to delete this record. Select Yes if you are sure that you want to delete this record for this branch.

Always use caution when deleting records. Deleting records will affect your ability to reverse posted transactions using this tax code.


How to Drop a Controlled Product Code Period
TravCom for Windows
How to Drop a Controlled Product Code Period

Using Help 	Contacting TravCom 	TravCom on the Internet

Before dropping a report, be sure you have printed and verified the entries to be dropped. Although you can re-print this report for any controlled product code and any period, you will need to manually adjust the A/P Invoice if you determine there are errors on the report, after you have already dropped it.

1. 	From the Reports menu select Sales, then select the A.R.C./Periodic Sales Reports, or click on the A.R.C. Report button on the tool bar.

2. 	Select the Controlled Product Code you want to drop, and enter the beginning and ending dates for this report period. Verify the Authorization number (this will become the permanent Invoice Number on the Accounts Payable). For assistance with what to enter or select in each of these fields, review the help topic Reference: A.R.C./Periodic Sales Report .

3. 	If you do not want to drop all reports for this product code, use the IATA Numbers button to select the reports you want to include at this time.

4. 	Click on the Drop button.

5. 	When TravCom has completed this procedure, a message will be displayed confirming that the selected reports were successfully dropped. Click on OK, then on the Quit button to exit to the main menu.


How to Edit a City
TravCom for Windows
How to Edit a City

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu, select City.

2. 	Type the three-letter code for the city you want to modify, then press t or click on any other field.

3. 	Click on the field you want to change, then type in the correction.

4. 	Click on the Update button to save your change.


How to Edit a Client
TravCom for Windows
How to Edit a Client

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu, select Clients or click on the Client File Maintenance button on the tool bar.

2. 	Identify the record you want to modify by typing the client account number or Sort Key in the Number field, or by selecting it from the drop-down list. Then press t or click on any other field.

3. 	If the field you want to modify is not shown on the General tab, select the tab you want to display. Then click on the field you want to change and type in the correction, or select from the drop down list if applicable.

For a description of each field and how it is used, review the help topics Reference: Client Maintenance - General Tab , Reference: Client Maintenance - In House Tab , Reference: Client Maintenance - Sales/Accounting Tab , Reference: Client Maintenance - Marketing Tab , Reference: Client Maintenance - Departments Tab  and Reference: Client Maintenance - Branches Tab .

4. 	If you want to change additional fields, repeat step 3 until all changes have been made to the account.

5. 	Click on the Update button to save your change(s).

If you expect to edit a number of client accounts at the same time, it is usually both faster and easier to use the Browse function to make your changes. Most client fields are displayed in Browse. Review the help topic How to Edit Groups of Clients  for more information.


How to Edit a Currency
TravCom for Windows
How to Edit a Currency

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the Currencies tab.

3. 	Highlight the Currency you want to edit, then click on the Edit button.

4. 	Click on the field you want to change, then type in the correction. For a description of each field, review the help topic Reference: Setup - Currencies Tab .

CAUTION: Editing a Currency Code will affect your ability to reverse posted transactions using this currency, or to print historical reports accurately! It is not recommended that you edit Currency Codes once you have begun posting in TravCom. If you determine that you have assigned a currency code incorrectly, it is better to add a new currency to this table instead of modifying the existing one. Do not delete the old entry until all transactions which included this currency code have been purged from your system.


How to Edit a Division
TravCom for Windows
How to Edit a Division

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the Divisions tab.

3. 	Highlight the Division you want to edit.

4. 	Click on the field you want to change, then type in the correction. For a description of each field, review the help topic Reference: Setup - Divisions Tab .

You cannot modify the Division Number, as this would affect your ability to reverse posted transactions using this division, or to print historical reports accurately. To change a Division Number, you must add the new number to this table and delete the Division you do not want in the system. Do not delete the old entry until all transactions which included this Division code have been purged from your system.


How to Edit a General Ledger Account
TravCom for Windows
How to Edit a General Ledger Account

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select General Ledger.

2. 	Identify the record you want to modify by typing the general ledger account number or Sort Key in the Number field, or by selecting it from the drop-down list. Then press t or click on any other field.

3. 	If the field you want to modify is not shown on the General tab, select the tab you want to display. Then click on the field you want to change and type in the correction, or select from the drop down list if applicable.

For a description of each field and how it is used, review the help topics Reference: General Ledger Maintenance - General Tab, Reference: General Ledger Maintenance - Current Balances Tab, Reference: General Ledger Maintenance - Previous Balances Tab, and Reference: General Ledger Maintenance - Budgets Tab .

4. 	If you want to change additional fields, repeat step 3 until all changes have been made to the account.

5. 	Click on the Update button to save your change(s).


How to Edit a Product Code
TravCom for Windows
How to Edit a Product Code

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the Product Codes tab.

3. 	Highlight the Product Code you want to modify, then click on the Edit button.

4. 	Click on the field you want to change, then type in the correction or select from the drop down list.

5. 	Click on the OK button to save your change(s).

CAUTION: Changing a product code after you have begun posting in TravCom will only affect future postings, and can result in irregular accounting and statistical figures.


How to Edit a Vendor/Outside Sales Agent
TravCom for Windows
How to Edit a Vendor/Outside Sales Agent

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu, select Vendors or click on the Vendor File Maintenance button on the tool bar.

2. 	Identify the record you want to modify by typing the vendor account number or Sort Key in the Number field, or by selecting it from the drop-down list. Then press t or click on any other field.

3. 	If the field you want to modify is not shown on the General tab, select the tab you want to display. Then click on the field you want to change and type in the correction, or select from the drop down list if applicable.

For a description of each field and how it is used, review the help topics Reference: Vendor Maintenance - General Tab , Accounting Tab , and Branches Tab .

4. 	If you want to change additional fields, repeat step 3 until all changes have been made to the account.

5. 	Click on the Update button to save your change(s).

If you expect to edit a number of vendor accounts at the same time, it is usually both faster and easier to use the Browse function to make your changes. Most client fields are displayed in Browse. Review the help topic How to Edit Groups of Vendors/Outside Sales Agents for more information.


How to Edit a Voucher
TravCom for Windows
How to Edit a Voucher

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Posting menu select Accounts Receivable, then Vouchers.

2. 	Select the voucher you want to modify from the list displayed, or use the search options to locate the voucher. Double-click on the voucher or click on the Select button to select and display the voucher detail.

3. 	If the field you want to modify is not shown on the General Information tab, select the tab you want to display. Then click on the field you want to change and type in the correction, or select from the drop down list or radio buttons if applicable.

For a description of each field and how it is used, review the help topics Reference: Voucher Posting: General Information , Reference: Voucher Posting - Voucher Information  and Reference: Voucher Posting: Amounts/Status .

4. 	If you want to change additional fields, repeat step 3 until all changes have been made to the voucher.

5. 	Click on the Update button to save your change(s).

Note that if you change the Voucher Status to Paid, Non-Commissionable, or Cancelled on the Voucher Amounts/Status tab, this change will not affect the agent productivity statistics or the income statement. To affect the agents' commissions and productivity, and hotel/car rental statistics, the voucher must be marked paid at the time the commission is posted in Files - Accounts Receivable - Commission Posting.


How to Edit an Agent
TravCom for Windows
How to Edit an Agent

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Agents or click on the Agent File Maintenance button on the tool bar.

2. 	Identify the record you want to modify by typing the agent number or code in the Number field, or by selecting it from the drop-down list. Then press t or click on any other field.

3. 	If the field you want to modify is not shown on the General tab, select the tab you want to display. Remember that the Personnel tab is only available when you have logged onto TravCom using the highest security level, the Master Password . If you want to modify fields on the Personnel tab, and do not know the Master Password you must call the TravCom help desk for assistance. Support technicians will only assist agency owners and officers with the procedures relating to the passwords and security levels.

4. 	Click on the field you want to change and type in the correction, or select from the drop down list, radio buttons and check boxes, when applicable.

For a description of each field and how it is used, review the help topics Reference: Agent Maintenance - General Tab, Reference: Agent Maintenance - Personnel Tab and Reference: Agent Maintenance - Branches Tab .

4. 	If you want to change additional fields, repeat step 3 until all changes have been made to the record.

5. 	Click on the Update button to save your change(s).


How to Edit an Airline
TravCom for Windows
How to Edit an Airline

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu, select Airlines.

2. 	Type the two-letter- or three-number-code for the airline you want to modify, then press t or click on any other field.

3. 	Click on the field you want to change, then type in the correction.

4. 	Click on the Update button to save your change.


How to Edit an Exception Code Group
TravCom for Windows
How to Edit an Exception Code Group

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the Exception Codes tab.

3. 	Highlight the Exception Code Group you want to edit, then click on the Edit button.

4. 	Click on the field you want to change and type in the correction. Note that you cannot change the Exception Code Group alphanumeric code.

5. 	Click on the OK button to save your change and return to the Exception Codes tab.


How to Edit an Exception Code in an Exception Code Group
TravCom for Windows
How to Edit an Exception Code in an Exception Code Group

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the Exception Codes tab.

3. 	Highlight the Exception Code Group you want to edit, then click on the Edit button.

4. 	Locate the Exception Code you want to edit, using the scroll bar to the right of the exception codes field, or the down arrow key (z), to view all of the codes in this group. When the code you want to change is displayed, click on that line to highlight that code.

5. 	Type in the correction to the selected code.

Note: do not delete an exception code by deleting the typing on that line. You must delete the entire line to properly remove the code from the group. Review the help topic How to Delete an Exception Code from an Exception Code Group for assistance removing a code from the group.

6. 	If you want to edit other exception codes in this group. repeat step 4 until all changes have been made to the group.

7. 	Click on the OK button to save your change and return to the Exception Codes tab.


How to Edit an IATA Number
TravCom for Windows
How to Edit an IATA Number

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the IATA Numbers tab.

3. 	Highlight the IATA number you want to edit, then click on the Edit button.

4. 	Click on the field you want to change, then type in the correction. For a description of each field, review the help topic Reference: Setup - IATA Numbers Tab .

5. 	Click on OK to save your new entry, or Cancel to exit without saving.

CAUTION: Editing an IATA Number field will affect your ability to reverse posted transactions using this IATA, or to print historical reports accurately! It is not recommended that you edit IATA Numbers once you have begun posting in TravCom. If you determine that you have entered an IATA number incorrectly, it is better to add an IATA Number to this table and modify the pseudo city code and description on the incorrect IATA Number, instead of modifying the Number of the existing entry. Do not delete the old entry until all transactions which included this IATA Number have been purged from your system.


How to Edit Interfaced Data
TravCom for Windows
How to Edit Interfaced Data

Using Help 	Contacting TravCom 	TravCom on the Internet

Many agencies find that the most convenient way to check their interfaced records is to print the Edit List and verify each record against the documents (tickets and invoices), then make corrections in TravCom based upon notations on the Edit List. It is not required, however, that you use the Edit List; if you are more comfortable making corrections directly on the computer, it is not necessary to print the Edit List. However, it is strongly recommended that you check the interfaced records against the original documents before you post the transactions.

If you have a lot of changes to make to the interfaced data review the help topic How to Edit Groups of Interface Records for instructions on using the Browse function to simplify your corrections.

To print the Edit List:

1. 	From the Interface menu select the interface (A, B, C or D) that you want to edit, then Print Edit List.

2. 	For assistance with the Print Setup dialog box, review the help topic Reference: Print Setup .

To edit interface records:

1. 	From the Interface menu select the interface (A, B, C or D) that you want to edit, then Edit Data.

2. 	Enter the first record number you want to modify, or select it from the drop down list. The record number is printed at the beginning of each record on the Edit List. If you do not know the record number, the drop down list shows the Invoice Number  and Date, as well as the Record Number, for easy identification. Then press t or click on any other field to display the detail of this record.

3. 	If the field you want to edit is shown on the Invoice tab, click on that field and type in the correct entry, or select it from the drop down list where appropriate.

If the field you want to edit is not shown on this tab, click on the tab you want to display, then select the field to modify and type in your correction.

For a description of the fields on each tab review the help topics Reference: Edit Data - Invoice Tab , Reference: Edit Data - Sale Tab , Reference: Edit Data - Commission Tab , Reference: Edit Data - Payment Tab , Reference: Edit Data - Reporting Tab , Reference: Edit Data - Itinerary Tab , Reference: Edit Data - Vouchers Tab  and Reference: Edit Data - Amounts Tab .

4. 	When the Next>> and <<Previous buttons are enabled, this indicates there are multiple transactions on this record. Use these buttons to scroll through the transactions to correct each one individually, or to find the transaction you need to correct.

Note that the fields on the Invoice and Itinerary tabs are common to all transactions in the record. The Next>> and <<Previous buttons will never be enabled on these tabs.

5. 	Click on Update to save your changes.

You can now select another record to edit.


How to Edit Invoices with Invoice Query
TravCom for Windows
How to Edit Invoices with Invoice Query

Using Help 	Contacting TravCom 	TravCom on the Internet

Certain fields can be edited in the Query function, allowing you to make corrections without having to reverse the sale or invoice and re-post it correctly. Fields which affect accounting or statistics (such as the amount outstanding, form of payment, agent, etc) must be changed by reversing the error and posting the transaction again correctly.

Note that editing the invoice in Invoice Query will modify the way it appears on A/R or A/P reports, but will not affect reports based on sales transactions (such as the Corporate client reports). If you want to modify the individual sales transactions that appear on reports you must edit the Sales Transactions instead of, or as well as, the invoices. If you want to change an invoice on both a vendor and a client account, remember you will need to select it twice, once as an A/R invoice and once as an A/P invoice, to make your corrections.

To edit an Invoice:

1.	From the Files menu select Queries, then Invoices.

2.	Locate the required invoice. Review the help topic How to Search for Invoices with Invoice Query  for assistance finding the invoice you want to modify.

3.	Click on the field you want to modify, then type in the correction. Fields in the Query function are described in the help topics Reference: Invoice Query: A/P Invoice Screen  and Reference: Invoice Query: A/R Invoice Screen .

Fields that can be edited on this screen are displayed in white; fields that are grayed out cannot be modified.

4.	Click on OK to save your corrections, or Cancel to exit without saving.


How to Edit Sales with Sales Query
TravCom for Windows
How to Edit Sales with Sales Query

Using Help 	Contacting TravCom 	TravCom on the Internet

Certain fields can be edited in the Query function, allowing you to make corrections without having to reverse the sale and re-post it correctly. Fields which affect accounting or statistics (such as the base, tax and commission amounts, form of payment, agent, etc) must be changed by reversing the error and posting the transaction again correctly.

Note that editing the sale in Sales Query will modify the way it appears on Sales reports, but will not affect Accounts Receivable or Accounts Payable reports (such as the Aged Schedules or client billing statements). If you want to modify the invoices that appear on these reports you must edit the Invoices instead of, or as well as, the Sales.

To edit a Sale:

1.	From the Files menu select Queries, then Sales.

2.	Locate the required transaction. Review the help topic How to Search for Sales with Sales Query for assistance finding the sale you want to modify.

3.	Click on the field you want to modify, then type in the correction. Fields in the Query function are described in the help topics Reference: Sales Query: Invoice General Screen , Reference: Sales Query: Invoice Accounting Screen , Reference: Sales Query: Invoice Commission Screen , Reference: Sales Query: Invoice Reporting Screen  and Reference: Sales Query: Invoice Itinerary Screen

Fields that can be edited on this screen are displayed in white; fields that are grayed out cannot be modified.

4.	Click on OK to save your corrections, or Cancel to exit without saving.


How to Edit Tax Formulas
TravCom for Windows
How to Edit Tax Formulas

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the VAT Setup tab.

3. 	Highlight the Tax Code you want to edit, then click on the Edit button.

4. 	If the necessary taxes have not yet been activated, use the check boxes to indicate what taxes apply to this location.

5. 	If you are modifying a VAT formula, you will type your correction in the fields displayed on this screen. If you are correcting a PST formula, click on the PST button.

6. 	Click on the field you want to edit, then type in the correction. If your version of TravCom supports multiple branches, this information is branch-specific, so that you must separately update each branch that is affected by this change.

Use the following field codes to create your formula(s). Codes and brackets must be entered exactly as defined below or the formula(s) will not work.

{T1}	Tax 1

{T2}	Tax 2

{T3}	VAT tax or all other taxes

{T4}	PST tax

{F}	Base fare

{SF}	Selling fare

{C}	Commission

{CV}	Commission on VAT

{CP}	Commission on PST

Calculations are entered using the standard mathematical symbols. Use the asterisk (*) to multiply and the slash (/) to divide. Below are several sample formulas.

Code	Description	Formula
XT	VAT on Sales (at 17%)	({F}+{T1})*.17
XG	VAT on Sales (at 7%) VAT on Commission PST on Sales (at 8%) PST on Commission	({F}+{T1})*.07 {C}*.07 ({F}+{T1}+{T2})*.08 ({C}+{CV})*.08
E	Exempt sales	none
7. 	Click on OK to save the new formula, or Cancel to exit without saving.


How to Edit the Commission Follow-Up Letter
TravCom for Windows
How to Edit the Commission Follow-Up Letter

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Reports menu select Accounts Receivable, then Commission Follow-up Letters.

2. 	Click on the Edit Letter button.

3. 	The current text of the letter is displayed in a dialog box. This dialog box functions like a word processor, allowing you to type your letter and insert the voucher detail at any point in your letter.

4. 	When you have typed the letter as you want it to print, click on the Save button to save your changes and return to the Commission Follow-up Letters dialog box.

The Commission Follow-up Letter can also be edited in Crystal Reports by accessing the file follup0.rpt. Through Crystal Reports, you can include any fields from any databases on your follow-up letter.


How to Edit the Dunning Letter
TravCom for Windows
How to Edit the Dunning Letter

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Reports menu select Accounts Receivable, then Priority Collections/Dunning Letters.

2. 	Click on the radio button to the left of Dunning Letters, then click on the Edit Letter button.

3. 	The current text of the letter is displayed in a dialog box. This dialog box functions like a word processor, allowing you to type your letter and insert the client's current balance and past due balance at any point in your letter.

4. 	When you have typed the letter as you want it to print, click on the Save button to save your changes and return to the Priority Collections/Dunning Letters dialog box.

The Dunning Letter can also be edited in Crystal Reports by accessing the file dunn0.rpt. Through Crystal Reports, you can include any fields from any databases on your dunning letter.


How to Edit Groups of Clients
TravCom for Windows
How to Edit Groups of Clients

Using Help 	Contacting TravCom 	TravCom on the Internet

When making the same modifications to several client accounts, the Browse function allows you to enter your changes more quickly than if you select each account separately in the client file, and edit each individually.

To enter the same change to several accounts:

1. 	From the Files menu select Clients, or click on the Client File Maintenance button on the tool bar.

2. 	Click on the Browse button.

3. 	Select a sort order and enter a client range if relevant, then click on the Search button.

4. 	Click on the check box to the left of each client you want to modify. If you want to modify all displayed clients, you can also click on the Tag All button.

For assistance with the options and fields on this screen, review the help topic Reference: Browse Client File .

5. 	Locate the field you want to edit, using the scroll bar along the bottom of the window to view the additional fields in the record. All fields are available in Browse except KeyWords. For a description of each field and how it is used, review the help topics Reference: Client Maintenance - General Tab , Marketing Tab , Branches Tab , In House Tab , Sales/Accounting Tab and Departments Tab .

6. 	Click on any record, in the column you want to modify, then click on the Replace Tagged Records button.

7. 	 A dialog box will appear to allow you to enter the new value for the selected field. In some cases, such as the Account Type, you must select the new value from the drop down list.

8. 	Click on OK. TravCom will modify all tagged records and return you to the Browse screen to make additional selections.

Always use caution when replacing fields. The Browse function updates each record automatically; if you make a mistake you cannot elect to exit this function without saving your changes.

9. 	If you want to edit other fields or client records, click on Untag All to remove the current selection and repeat steps 3 (if relevant) through 9 until all changes have been made. Note that if you intend to make multiple changes to the same group of clients, it is not necessary to Untag the records and re-select them each time.

10. 	Click on the OK button to exit the Browse function when you have completed all required changes.

You can also change individual accounts, by typing the new entry into the correct field for each client account. For example, if you want to change the length of time that Sales history is maintained for many accounts, but the new entry will vary by account. Enter each new value manually, using the down arrow (z) to move from each record to the next.


How to Edit Groups of Interface Records
TravCom for Windows
How to Edit Groups of Interface Records

Using Help 	Contacting TravCom 	TravCom on the Internet

When making the same modifications to several interface records, the Browse function allows you to enter your changes more quickly than if you select each record separately in the interface file, and edit each individually.

To enter the same change to several records:

1. 	From the Interface menu select the interface (A, B, C or D) you want to review, then Edit Data.

2. 	Click on the Browse button.

3. 	Select the fields you want to review.

•	Invoice Information includes those fields which are common to all transactions in the record, such as the client account number, invoice number and IATA number.

•	Invoice Detail includes those fields which are specific to a sales transaction in the record, such as the ticket number, passenger name and fare/tax/commission amounts.

•	Voucher Information includes those fields which are specific to a hotel or car rental booking, such as the vendor number and daily/weekly rate.

4. 	Click on the check box to the left of each record you want to modify.

5. 	Locate the field you want to edit, using the scroll bar along the bottom of the window to view the additional fields in the record. With the exception of Itinerary fields and Free Fields, most fields will be displayed on one of the Browse selections. For a description of each field and how it is used, review the help topics Reference: Edit Data - Invoice Tab (Invoice Information), Reference: Edit Data - Sale Tab (Invoice Detail), Reference: Edit Data - Commission Tab (Invoice Detail), Reference: Edit Data - Payment Tab (Invoice Detail), Reference: Edit Data - Reporting Tab (Invoice Detail), Reference: Edit Data - Vouchers Tab (Voucher Information) and Reference: Edit Data - Amounts Tab (Voucher Information).

6. 	Click on any record, in the column you want to modify, then click on the Replace Tagged Records button.

7. 	 A dialog box will appear to allow you to enter the new value for the selected field. In some cases, such as Post, you must select the new value from the drop down list.

8. 	Click on OK. TravCom will modify all tagged records and return you to the Browse screen to make additional selections.

Always use caution when replacing fields. The Browse function updates each record automatically; if you make a mistake you cannot elect to exit this function without saving your changes.

9. 	If you want to edit other fields or records, click on Untag All to remove the current selection and repeat steps 3 (if relevant) through 9 until all changes have been made. Note that if you intend to make multiple changes to the same group of vendors, it is not necessary to Untag the records and re-select them each time.

10. 	Click on the OK button to exit the Browse function when you have completed all required changes.

You can also change individual records, by typing the new entry into the correct field for each item. For example, if you want to change the commission for a number of transactions, but the new amounts will vary by transaction. Enter each new value manually, using the down arrow (z) to move from each transaction to the next.


How to Edit Groups of Vendors/Outside Sales Agents
TravCom for Windows
How to Edit Groups of Vendors/Outside Sales Agents

Using Help 	Contacting TravCom 	TravCom on the Internet

When making the same modifications to several vendor accounts, the Browse function allows you to enter your changes more quickly than if you select each account separately in the vendor file, and edit each individually.

To enter the same change to several accounts:

1. 	From the Files menu select Vendors, or click on the Vendor File Maintenance button on the tool bar.

2. 	Click on the Browse button.

3. 	Select a sort order and enter a vendor range if relevant, then click on the Search button.

4. 	Click on the check box to the left of each vendor you want to modify. If you want to modify all displayed vendors, you can also click on the Tag All button.

For assistance with the options and fields on this screen, review the help topic Reference: Browse Vendor File

5. 	Locate the field you want to edit using the scroll bar along the bottom of the window to view the additional fields in the record. For a description of each field and how it is used, review the help topics Reference: Vendor Maintenance - General Tab , Reference: Vendor Maintenance - Accounting Tab  and Reference: Vendor Maintenance - Branches Tab

6. 	Click on any record, in the column you want to modify, then click on the Replace Tagged Records button.

7. 	 A dialog box will appear to allow you to enter the new value for the selected field. In some cases, such as the Send Letters, you must select the new value from the drop down list.

8. 	Click on OK. TravCom will modify all tagged records and return you to the Browse screen to make additional selections.

Always use caution when replacing fields. The Browse function updates each record automatically; if you make a mistake you cannot elect to exit this function without saving your changes.

9. 	If you want to edit other fields or vendor records, click on Untag All to remove the current selection and repeat steps 3 (if relevant) through 9 until all changes have been made. Note that if you intend to make multiple changes to the same group of vendors, it is not necessary to Untag the records and re-select them each time.

10. 	Click on the OK button to exit the Browse function when you have completed all required changes.

You can also change individual accounts, by typing the new entry into the correct field for each vendor account. For example, if you want to change the length of time that Check history is maintained for many accounts, but the new entry will vary by account. Enter each new value manually, using the down arrow (z) to move from each record to the next.


How to Enter/Modify Your Agency Information
TravCom for Windows
How to Enter/Modify Your Agency Information

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

The Agency Information screen is automatically displayed.

2. 	Press t to advance to the field you want to modify, or click on that field.

3. 	Type in your new entry. For assistance with what to enter in these fields, review the help topic Reference: Setup - Agency Information Tab .

4. 	Click on OK to save the new information and exit to the main menu.

If your version of TravCom supports multiple branches, a Branch field will be displayed at the top of the Agency Information screen. You can enter or change data for any branch by changing this field. This does not change the branch you are currently logged into.

The Agency Information for consolidated reports is taken from Branch - Branch Setup. To change the address, telephone number(s) and home cities for consolidated reports, use this menu path and follow the directions above.


How to Export TravCom Data to Pre-Defined Formats
TravCom for Windows
How to Export TravCom Data to Pre-Defined Formats

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Utilities menu select Export.

2. 	Click on the format you want to use for this export.

3. 	Enter the parameters, such as client numbers and date ranges, to export.

For a description of the fields and options on these screens, review the help topic Reference: Export Data

4. 	Click on the Export button.


How to Force a Print Preview Before Printing a Report
TravCom for Windows
How to Force a Print Preview Before Printing a Report

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the System Customization tab.

3. 	Click on the Always show Print Preview before printing check box. Then click on the OK button to save the new setting.

Note that you can override this setting whenever you print a report from TravCom. This option allows you to set your preference as the default only.


How to Force the CAPS LOCK On When Starting TravCom
TravCom for Windows
How to Force the CAPS LOCK On When Starting TravCom

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the System Customization tab.

3. 	Click on the Force Caps Lock on check box. Then click on the OK button to save the new setting.


How to Force the NUM LOCK On When Starting TravCom
TravCom for Windows
How to Force the NUM LOCK On When Starting TravCom

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the System Customization tab.

3. 	Click on the Force Num Lock on check box. Then click on the OK button to save the new setting.


How to Import a Client Record from a PNR
TravCom for Windows
How to Import a Client Record from a PNR

Using Help 	Contacting TravCom 	TravCom on the Internet

TravCom can import new clients' names, addresses and telephone numbers from PNRs created in SABRE, Amadeus, WORLDSPAN, or Apollo.

To import the client information:

1. 	From the Interface menu select the Interface (A, B, C or D) into which the PNR was received, then select Edit Data.

2. 	Enter the Interface record number for the PNR, or select it from the drop down list. Then press t or click on any other field to display the record.

3. 	With the appropriate PNR displayed on the screen, open the Client File by clicking on the Client File Maintenance button on the tool bar or selecting Files - Client.

4. 	Click on the Import button.

TravCom will insert the client number from the PNR, the client name, the address (the first address field if the PNR includes multiple addresses, such as a billing address and a delivery address), and a telephone number, if entered properly into the PNR.

5. 	Complete the remaining fields to create the client record. For a description of what to enter in each field, review the help topics Reference: Client Maintenance - General Tab , Reference: Client Maintenance - Sales/Accounting Tab , Reference: Client Maintenance - Marketing Tab , Reference: Client Maintenance - In House Tab , Reference: Client Maintenance - Departments Tab  and Reference: Client Maintenance - Branches Tab .

6. 	Click on the Update button to same the new client record.

7. 	If you have multiple clients to import at this time, you can now return to the Edit Data window, to select another Interface record.

To view the Edit Data window, either click on any visible part of the window, or select Edit Data from the Window menu.

If you have not made any changes to the interface record, it is not necessary to Update the record. If you have made changes to this record, click on Update to save those changes.

8. 	Repeat steps 2 through 7 until all new clients have been imported.


How to Include or Exclude Taxes on Your Financial Statement
TravCom for Windows
How to Include or Exclude Taxes on Your Financial Statement

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Click on the System Customization tab.

3. 	Click on the Include taxes when calculating income/expense check box. Then click on the OK button to save the new setting.

CAUTION: Changing this setting after you have begun posting sales into TravCom will not modify the posted transactions! The resulting effect on your financial reports will be a combination of net and gross Sales figures. Before you change this setting, discuss your preference with your agency's accountant.

This option will have no effect on your postings if you have chosen the Direct Income method of accounting. For more information on the Direct Income (Commission Income) and Sales/Cost of Sales methods of accounting, review the help topics How to Use the Direct Income Accounting Method  and How to Use the Sales/Cost of Sales Accounting Method .


How to Log into TravCom
TravCom for Windows
How to Log into TravCom

Using Help 	Contacting TravCom 	TravCom on the Internet

When you first load TravCom each morning, the Log on screen will be displayed. There is also a log on/off utility located at Utilities - Log On/Off which allows you to log off your user (agent) code and password, and log back onto the system with another user code and/or password.

To log into TravCom:

1. 	If your agency has multiple branches set up, type in the branch you want to log into, or select it from the drop down list.

2. 	Enter your agent number or code, and your password. If this is the first time you have logged into TravCom, enter 0 or HA and the password MASTER to log on.

3. 	Click on the OK button to accept this entry.

For more information on these fields, review the help topic Reference: Logon Dialog  or Reference: Log on/off .


How to Maintain the Databases
TravCom for Windows
How to Maintain the Databases

Using Help 	Contacting TravCom 	TravCom on the Internet

The Database Maintenance function on the Utilities menu is comprised of six options:

•	Check Balances

For assistance with Check Balances review the help topic How to Check Balances.

•	Restore Balances

For assistance with Restore Balances review the help topic How to Restore Balances.

•	Change Account Numbers

For assistance with Change Account Numbers review the help topic How to Change Account Numbers.

•	Purge History is used periodically to remove old transactions from your files. You should run this function any time you have old sales, vouchers, cash receipts or disbursements, or invoices that you are ready to delete from your system. Always use caution when purging history. Once deleted, these transactions will not be available for any historical reports. Note that you cannot purge data within the current calendar or fiscal year.

For assistance with Purge History review the help topic How to Purge History.

•	Clear Databases

For assistance with Clear Databases review the help topic How to Clear the Databases.

•	Repair Databases is used when you have received an error message indicating that one or more databases in your TravCom program have become structurally damaged. It is not necessary to repair your databases unless you receive a related error message.

For assistance with Repair Databases review the help topic How to Repair Corrupt Databases.


How to Make a Backup of your Data
TravCom for Windows
How to Make a Backup of your Data

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Utilities menu select Backup/Restore Data.

By default, the Backup radio button will be selected.

2. 	Verify the Target displayed. TravCom will automatically display the current data directory (the Source) and the normal backup device (the Target).

To change the default target entry, click on the Select Target button. Enter the correct drive then click on OK. You can select any floppy, tape or cartridge (such as a Zip or Jaz) drive, or any hard drive on your network, if relevant.

If you have changed the target, and want the new entry to be TravCom's default, click on the Set Default button.

3. 	Make sure you have inserted a disk, tape or cartridge into the target drive. Remember that the backup will write over anything on the disk (or tape or cartridge)! Be sure to use a new disk or one you are sure does not contain any data you want to keep.

4. 	Click on Backup to begin the backup procedure.

Once the backup has started, a Cancel button will be displayed, allowing you to abort this backup if necessary.


How to Modify the Agent Commission Calculation
TravCom for Windows
How to Modify the Agent Commission Calculation

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The Agent Commission Calculation is used on the Agent Commission Statement to determine an agent's bonus. To change the commission calculation due an Outside Sales agent on the Accounts Payable, you must modify the O/S Agent's Vendor file, not the Agent File. Review the help topic How to Edit a Vendor/Outside Sales Agent  for assistance in modifying the Vendor file record.

To change an agent's commission calculation you must be logged on to TravCom at the highest security level. If you do not know the Master Password you must call the help desk for assistance with this procedure. Support technicians will only assist agency owners and officers with this procedure, and will verify that your agency has a current maintenance contract.

1. 	From the Files menu select Agents, or click on the Agent File Maintenance button on the tool bar.

2. 	Identify the record you want to modify by typing the agent number or code in the Number field, or by selecting it from the drop-down list. Then press t or click on any other field.

3. 	Click on the Personnel tab. If this tab in disabled, you are not logged on to TravCom with the highest password level (the Master Password).

4. 	Click on the Incentive % field, then enter the percentage you want TravCom to calculate for this agent. Enter the percentage as a full number, not a decimal. For example, 0.05 is 5/100th of 1%, not 5%.

5. 	Click on the Update button to save your change.

Since the commission calculations are performed when the Agent Commission Statement is printed, the new calculation will be applied to all sales and hotel/car rental bookings printed on the report, regardless of when the transactions were posted into TravCom.


How to Modify a Recurrent Payment
TravCom for Windows
How to Modify a Recurrent Payment

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Posting menu select Accounts Payable, then Recurrent Payments.

2. 	Enter the Recurrent Payment code of the transaction you want to change, or select it from the drop down list.

3. 	If the field you want to modify is not shown on the Payment Info screen, click on the tab you want to display. For a description of the fields on each tab, review the help topics Reference: Recurrent Payments - Payment Info Tab , Reference: Recurrent Payments - Payment Schedule Tab  and Reference: Recurrent Payments - Expenses Tab .

4. 	Click on the field you want to change and type in the correct entry, or click on the check box(es) you want to change.

5. 	Click on the Update button to save your change.


How to Post a Basic Airline Sale
TravCom for Windows
How to Post a Basic Airline Sale

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Posting menu select Accounts Receivable, then Sales, or click on the Sales Posting button  on the toolbar.

2.	Enter a client number or sort key, or select a client from the drop-down list, then press t or click on any other field on the screen.

The window shows the general information fields you must complete for this sales posting.

3.	Fill in the fields on the General window. Be sure to enter product code 0 so that this document appears on your A.R.C. report, and enter the 10-digit ticket number, not including the check digit.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Header Information .

4.	Click on the Next >> button to move to the next Sales Posting screen.

5.	The top part of the window displays several key fields you have entered so far. The rest of the window lets you enter Fare and Tax information for this sale.

If your agency handles bulk, discounted or consolidator tickets and you have enabled the Consolidated/Discounted Tickets option in Files - Setup - System Customization, two fare fields will be displayed. For all sales that do not involve these types of tickets, the Selling Fare and Published Fare should be equal.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Fares/Taxes .

NOTE: If the VAT function has been turned on (in Files - Setup) the VAT/PST tax amounts are automatically calculated based on the Tax Rate Code specified in the first screen (General Window) and the corresponding formula in VAT Setup.

6. 	Click on the Next>> button.

The window now shows fields for Payment Information. This window is used to define the form of payment. You may also post a related cash receipt at this time.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Forms of Payment .

7. 	Specify a Form of Payment. The default is Cash/Check.

•	If your form of payment is Credit Card you can enter a credit card number. (If a default credit card number was stored for this client in the client file it appears here, but can be overwritten.).

•	If your form of payment is Cash/Check and you are prepared to post a cash receipt (bank deposit) entry at this time, fill in the rest of the fields on the Payment Information window.

•	For A.R.C. sales, do not select In House Charge or ATM as the form of payment. A.R.C. recognizes only Cash and Credit Card as forms of payment.

CAUTION: If your form of payment is Cash/Check and you complete the other fields on this window, you are posting a cash receipt or bank deposit entry. These fields are usually left blank so that the entire deposit may be entered together in Posting - Accounts Receivable - Cash Receipts.

If you enter an Amount Paid which is less than the total of the sale, and the client has no credit limit or exceeds their limit, you will be prompted for the Credit Password before you can continue posting this sale.

8. 	Click on the Next>> button.

The window now shows fields for Commission Information.

9. 	Fill in the commission percentage or amount, or the Net Cost. You may enter any one of these three fields and TravCom will automatically calculate the other two fields.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Commissions .

For example, the Net Cost is calculated as the Gross Amount less the Commission Amount (less the VAT/PST on Comm. if this function has been turned on). TravCom displays the Commission Earned based on the Selling Fare .

10. 	Select the Next>> button.

The window shows fields for Agent Information.

11. 	Define the booking and ticketing agent(s) for this sale.

If one or more outside sales agents were involved with this sale, enter the O/S agent's vendor number(s). The commission percentage and amount due to each one is displayed, based on the percentage stored in the client file (or in the O/S agent's vendor file if no value is specified in the client file) but can be modified.

TravCom calculates and displays the Gross and Net Commission based on the Selling Fare. The Gross Commission is the amount earned on the ticket and the Net Commission is the amount earned by the agency after all O/S agents have been paid.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Agents and Outside Sales Agents .

12. 	Select the Next>> button.

The window shows fields for Accounts Payable information.

13. 	The A.R.C. vendor is automatically displayed.

For a description of each field review the help topic Reference: Sales Posting: Vendors .

14. 	The Primary Product Code defaults to 0, as originally entered for this sale (on the General screen). For a standard airline ticket sale, do not change this. The AP amount and due date are also displayed.

15. 	At this point, you have the option of printing an invoice, posting the sale, or continuing through the windows for Sales Reporting, Itinerary and General Ledger distribution.

•	If you want to print an invoice, click on Print Invoice. You can do this from most screens at any point during the posting. For details on how to print an invoice review the help topic How to Print Invoices with Sales Posting . The invoice will print when you exit out of the Sales Posting function.

•	If you want to post the sale now click on the Post button.

•	If you want to continue with the other windows select the Next>> button.

NOTE: You have now completed all of the required fields to post this sale. All remaining fields are optional.

16. 	If you selected Next>>, the window shows fields for Sales Reporting information. These fields are used to provide information for your corporate sales reports and custom reports.

Fill in your Sales Reporting fields as required. For a description of how each field can be used review the help topic Reference: Sales Posting: Sales Reporting Fields .

If you do not want to enter itinerary information, you may post the sale at this time by clicking on the Post button.

17. 	Click on the Next>> button to enter itinerary detail for reporting purposes. Fill in the client's itinerary information if you will require it on any reports. You are not required to enter all itinerary fields. For example, if you are only interested in tracking routing and airlines flown, you can enter only the departure and arrival cities and carrier.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Itinerary .

18. 	The remaining window contains information about the general ledger. It was completed automatically when you completed the window containing the Primary Product Code field (Accounts Payable).

You should not have to modify this window, and can click on the Post button at this time.

NOTE: It is recommended that you do not change these accounts and amounts as it may put statistics out of balance with financial information.


How to Post a Basic Non-Airline Sale
TravCom for Windows
How to Post a Basic Non-Airline Sale

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Posting menu select Accounts Receivable, then Sales, or click on the Sales Posting button  on the toolbar.

2.	Enter a client number or sort key, or select a client from the drop-down list, then press t or click on any other field on the screen.

The window shows the general information fields you must complete for this sales posting.

3.	Fill in the fields on the General window.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Header Information .

4.	Click on the Next >> button to move to the next Sales Posting screen.

5.	The top part of the window displays several key fields you have entered so far. The rest of the window lets you enter Fare and Tax information for this sale.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Fares/Taxes .

NOTE: If the VAT function has been turned on (in Files - Setup) the VAT/PST tax amounts are automatically calculated based on the Tax Rate Code specified in the first screen (General Window) and the corresponding formula in VAT Setup.

6. 	Click on the Next>> button.

The window now shows fields for Payment Information. This window is used to define the form of payment. You may also post a related cash receipt at this time.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Forms of Payment .

7. 	Specify a Form of Payment. The default is Cash/Check.

•	If your form of payment is Credit Card or In House Charge you can enter a credit card number. (If a default credit card number was stored for this client in the client file it appears here, but can be overwritten.).

•	If your form of payment is Cash/Check, In House Charge or ATM, and you are prepared to post a cash receipt (bank deposit) entry at this time, fill in the rest of the fields on the Payment Information window.

CAUTION: If your form of payment is Cash/Check, In House Charge or ATM, and you complete the other fields on this window (such as Amount Paid), you are posting a cash receipt or bank deposit entry. These fields are usually left blank so that the entire deposit may be entered together in Posting - Accounts Receivable - Cash Receipts.

If you enter an Amount Paid which is less than the total of the sale, and the client has no credit limit or exceeds their limit, you will be prompted for the Credit Password before you can continue posting this sale.

8. 	Click on the Next>> button.

The window now shows fields for Commission Information.

9. 	Fill in the commission percentage or amount, or the Net Cost. You may enter any one of these three fields and TravCom will automatically calculate the other two fields.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Commissions .

For example, the Net Cost is calculated as the Gross Amount less the Commission Amount (less the VAT/PST on Comm. if this function has been turned on). TravCom displays the Commission Earned based on the Selling Fare .

10. 	Select the Next>> button.

The window shows fields for Agent Information.

11. 	Define the booking and ticketing agent(s) for this sale.

If one or more outside sales agents were involved with this sale, enter the O/S agent's vendor number(s). The commission percentage and amount due to each one is displayed, based on the percentage stored in the client file (or in the O/S agent's vendor file if no value is specified in the client file) but can be modified.

TravCom calculates and displays the Gross and Net Commission based on the Selling Fare. The Gross Commission is the amount earned on the ticket and the Net Commission is the amount earned by the agency after all O/S agents have been paid.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Agents and Outside Sales Agents .

12. 	Select the Next>> button.

The window shows fields for Accounts Payable information.

13. 	Enter the Vendor Number or Sort Key for this sale, or select the vendor from the drop down list.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Vendors .

14. 	The Primary Product Code defaults to the product code originally entered for this sale (on the General screen). Change this only if you want to redirect the Sales and Cost of Sales (or commission income) to general ledger accounts other than for air income and expense. The Primary Product Code is normally only changed when you are posting A.R.C. documents for charges other than air transportation (such as Tour Orders and MCOs).

15. 	The remaining fields on this screen will vary according to the product code and form of payment previously entered:

•	If the product code is controlled (for example, Travel Agency Fee documents (TAF) for service fees) the AP amount and due date will appear.

•	If the product code is not controlled (for example, tours or cruises) and the form of payment is credit card, the commission client number, commission due and due date will appear.

•	If the product code is not controlled and the form of payment is Cash/Check, In House Charge or ATM, the AP amount and due date will appear, followed by fields to post and print the check at this time. Use the Post Check Now field to indicate whether or not you want to post the Check now.

CAUTION: If you do not want to create a cash disbursement at this time leave the Post Check Now box blank. The amount will be posted to Accounts Payable.

If you want to post the check now, check this box. You will automatically post a cash disbursement (check) and will have the opportunity to print the check from TravCom at this time.

Complete the fields that relate to the type of sale you are posting at this time.

16. 	At this point, you have the option of printing an invoice, posting the sale, or continuing through the windows for Sales Reporting, Itinerary and General Ledger distribution.

•	If you want to print an invoice, click on Print Invoice. You can do this from most screens at any point during the posting. For details on how to print an invoice review the help topic How to Print Invoices with Sales Posting . The invoice will print when you exit out of the Sales Posting function.

•	If you want to post the sale now click on the Post button.

•	If you want to continue with the other windows select the Next>> button.

NOTE: You have now completed all of the required fields to post this sale. All remaining fields are optional.

17. 	If you selected Next>>, the window shows fields for Sales Reporting information. These fields are used to provide information for your corporate sales reports and custom reports.

Fill in your Sales Reporting fields as required.

18. 	If you do not have itinerary information to enter you may post the sale at this time by clicking the Post button.

Select the Next>> button to enter itinerary detail for reporting purposes. Fill in the client's itinerary information if you will require it on any reports.

19. 	The remaining window contains information about the general ledger. It was completed automatically when you completed the window containing the Primary Product Code field (Accounts Payable).

You should not have to modify this window, and can click on the Post button at this time.

NOTE: It is recommended that you do not change these accounts and amounts as it may put statistics out of balance with financial information.

If you do want to change the G/L sale and cost of sale accounts go <<Back to the Accounts Payable window and change the Primary Product Code.

20. 	If you selected Print Check, the screen displays an image of the check stub and check on your screen. This is exactly the same window that appears when you are printing a check using Posting - Accounts Payable - Checks. For assistance with this screen review the help topic How to Post a Check for an Existing Invoice .


How to Post a Beginning Accounts Payable Balance
TravCom for Windows
How to Post a Beginning Accounts Payable Balance

Using Help 	Contacting TravCom 	TravCom on the Internet

This procedure is used during your initial conversion to TravCom to record outstanding invoices and credits on vendor accounts. It allows you to post invoices into TravCom from your manual records or previous accounting system without increasing your sales or expense figures on statistical reports or the Income Statement.

CAUTION: This posts an invoice without affecting the General Ledger. The Accounts Payable detail will be out of balance with the Accounts Payable G/L account until you load G/L beginning balances. Review the help topic How to Post General Ledger Beginning Balances  for assistance with this procedure.

To post vendor balance forward invoices:

1.	From the Posting menu select Accounts Payable, then A/P Invoices.

2.	Enter a vendor number or sort key, or select a vendor from the drop-down list. Press t or click on any other field on the screen.

3.	Fill in the rest of the invoice detail. For a description of what to enter in each field review the help topic Reference: Accounts Payable Invoice Posting .

NOTE: Make sure you check the Balance Forward check box.

The Next>> button is disabled, as you will not distribute this amount to other G/L accounts.

4. 	Click on the Post button.

TravCom posts a balance forward entry to the vendor account.


How to Post a Beginning Accounts Receivable Balance
TravCom for Windows
How to Post a Beginning Accounts Receivable Balance

Using Help 	Contacting TravCom 	TravCom on the Internet

This procedure is used during your initial conversion to TravCom to record outstanding invoices and credits on clients' accounts. It allows you to post invoices into TravCom from your manual records or previous accounting system without increasing your sales figures on statistical reports or the Income Statement

CAUTION: This records an invoice without affecting the General Ledger. The Accounts Receivable detail will be out of balance with the Accounts Receivable G/L account until you load G/L beginning balances. Review the help topic How to Post General Ledger Beginning Balances  for assistance with this procedure.

To post client balance forward entries:

1.	From the Posting menu select Accounts Receivable, then A/R Invoices.

2.	Enter a client number or sort key, or select a client from the drop-down list. Press t or click on any other field on the screen.

3.	Fill in the rest of the invoice detail. For a description of what to enter in each field review the help topic Reference: Accounts Receivable Invoice Posting .

NOTE: Make sure you check the Balance Forward check box.

The Next>> button is disabled, as you will not distribute this amount to other G/L accounts.

4. 	Click on the Post button.

TravCom posts a balance forward entry to the client account.


How to Post a Bulk Ticket Sale
TravCom for Windows
How to Post a Bulk Ticket Sale

Using Help 	Contacting TravCom 	TravCom on the Internet

A bulk ticket sale is posted in the same way as a basic ticket sale, with the exception of the Fare field. If you sell bulk tickets, each Sales Posting should include two Fare fields, the Selling Fare and the Published Fare.

1.	From the Posting menu select Accounts Receivable, then Sales, or click on the Sales Posting button  on the toolbar.

2.	Enter a client number or sort key, or select a client from the drop-down list, then press t or click on any other field on the screen.

The window shows the general information fields you must complete for this sales posting.

3.	Fill in the fields on the General window. Be sure to enter product code 0 so that this document appears on your A.R.C. report, and enter the 10-digit ticket number, not including the check digit.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Header Information .

4.	Click on the Next >> button to move to the next Sales Posting screen.

5.	The top part of the window displays several key fields you have entered so far. The rest of the window lets you enter Fare and Tax information for this sale.

Two Fare fields will be displayed on this screen.

Enter the Base Fare shown on the ticket as the Published Fare . This is the amount that will be shown on your A.R.C. report.

Enter the Base amount you will charge the client (not including taxes) as the Selling Fare . For bulk tickets, this amount is normally higher than the Published Fare. This is the amount that will be charged to their client account and will be calculated in all statistics and on reports, except the Airline Volume Report.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Fares/Taxes .

NOTE: If the VAT function has been turned on (in Files - Setup) the VAT/PST tax amounts are automatically calculated based on the Tax Rate Code specified in the first screen (General Window) and the corresponding formula in VAT Setup.

6. 	Click on the Next>> button.

The window now shows fields for Payment Information. This window is used to define the form of payment. You may also post a related cash receipt at this time.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Forms of Payment .

7. 	Specify a Form of Payment. The default is Cash/Check.

•	If your form of payment is Credit Card you can enter a credit card number. (If a default credit card number was stored for this client in the client file it appears here, but can be overwritten.).

•	If your form of payment is Cash/Check and you are prepared to post a cash receipt (bank deposit) entry at this time, fill in the rest of the fields on the Payment Information window.

•	For A.R.C. sales, do not select In House Charge or ATM as the form of payment. A.R.C. recognizes only Cash and Credit Card as forms of payment.

CAUTION: If your form of payment is Cash/Check and you complete the other fields on this window, you are posting a cash receipt or bank deposit entry. These fields are usually left blank so that the entire deposit may be entered together in Posting - Accounts Receivable - Cash Receipts.

If you enter an Amount Paid which is less than the total of the sale, and the client has no credit limit or exceeds their limit, you will be prompted for the Credit Password before you can continue posting this sale.

8. 	Click on the Next>> button.

The window now shows fields for Commission Information.

9. 	Fill in the commission percentage or amount, or the Net Cost. You may enter any one of these three fields and TravCom will automatically calculate the other two fields.

Enter the commission based on the Published fare, and to be reported to A.R.C. For most Bulk Ticket contracts, this will be 0.00. TravCom will calculate the agency's actual commission based on the Selling Fare, and all statistics and reports will reflect the actual commission amount, not the amount reported on your A.R.C. Report.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Commissions .

For example, the Net Cost is calculated as the Gross Amount less the Commission Amount (less the VAT/PST on Comm. if this function has been turned on). TravCom displays the Commission Earned based on the Selling Fare .

10. 	Select the Next>> button.

The window shows fields for Agent Information.

11. 	Define the booking and ticketing agent(s) for this sale.

If one or more outside sales agents were involved with this sale, enter the O/S agent's vendor number(s). The commission percentage and amount due to each one is displayed, based on the percentage stored in the client file (or in the O/S agent's vendor file if no value is specified in the client file) but can be modified.

TravCom calculates and displays the Gross and Net Commission based on the Selling Fare. The Gross Commission is the amount earned on the ticket and the Net Commission is the amount earned by the agency after all O/S agents have been paid.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Agents and Outside Sales Agents .

12. 	Select the Next>> button.

The window shows fields for Accounts Payable information.

13. 	The A.R.C. vendor is automatically displayed.

For a description of each field review the help topic Reference: Sales Posting: Vendors .

14. 	The Primary Product Code defaults to 0, as originally entered for this sale (on the General screen). For a standard airline ticket sale, do not change this. The AP amount and due date are also displayed.

15. 	At this point, you have the option of printing an invoice, posting the sale, or continuing through the windows for Sales Reporting, Itinerary and General Ledger distribution.

•	If you want to print an invoice, click on Print Invoice. You can do this from most screens at any point during the posting. For details on how to print an invoice review the help topic How to Print Invoices with Sales Posting . The invoice will print when you exit out of the Sales Posting function.

•	If you want to post the sale now click on the Post button.

•	If you want to continue with the other windows select the Next>> button.

NOTE: You have now completed all of the required fields to post this sale. All remaining fields are optional.

16. 	If you selected Next>>, the window shows fields for Sales Reporting information. These fields are used to provide information for your corporate sales reports and custom reports.

Fill in your Sales Reporting fields as required. For a description of how each field can be used review the help topic Reference: Sales Posting: Sales Reporting Fields .

If you do not want to enter itinerary information, you may post the sale at this time by clicking on the Post button.

17. 	Click on the Next>> button to enter itinerary detail for reporting purposes. Fill in the client's itinerary information if you will require it on any reports. You are not required to enter all itinerary fields. For example, if you are only interested in tracking routing and airlines flown, you can enter only the departure and arrival cities and carrier.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Itinerary .

18. 	The remaining window contains information about the general ledger. It was completed automatically when you completed the window containing the Primary Product Code field (Accounts Payable).

You should not have to modify this window, and can click on the Post button at this time.

NOTE: It is recommended that you do not change these accounts and amounts as it may put statistics out of balance with financial information.


How to Post a Cash Receipt from a Client for a New Invoice
TravCom for Windows
How to Post a Cash Receipt from a Client for a New Invoice

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Posting menu select Accounts Receivable, then Cash Receipts, or click on the Cash Receipts button on the toolbar.

2. 	Click on the Client radio button.

3. 	Enter the client number or sort key, or select from the drop-down list. Press t or click on any other field to display the Payment Information fields. TravCom will display the name and balance for the selected client account.

4. 	Fill in the Payment Information fields.

The fields on this screen will vary depending on whether the form of payment you select is Cash/Check, In House Charge or ATM.

For a description of what to enter in each field review the help topic Reference: Cash Receipts Posting .

TravCom displays a Proof in the lower left corner. This shows the amount of the cash receipt that has not yet been applied to invoices and/or the general ledger.

5. 	Click on the Next >> button to move on to the Invoice Distribution screen.

6. 	Enter the new invoice number to which you want to post the cash receipt.

If you do not have an invoice number for this transaction you can assign any unique alphanumeric invoice number. It is recommended that you get an invoice number from the agent if this receipt is for a pending sale, so that TravCom can match the cash receipt to the sale when it is posted, and no further action will be required of you.

7. 	TravCom will respond with the message Invoice does not exist! Do you wish to create it? Click on Yes.

You can now enter the required invoice fields to create this record. For a description of each field and how it is used review the help topics Reference: New Invoice and How to Create a New Invoice In Context .

NOTE: Creating an new invoice in context does not record a sale. The new invoice will create a credit (negative balance) on the client account.

8. 	Click on OK to accept the new invoice and return to the Invoice Distribution screen.

9. 	You can now continue to posting the cash receipt as usual (if additional amounts should be applied to other invoices), or click on the Post button if the Proof displayed is 0.00.


How to Post a Cash Receipt from a Client for Existing Accounts Receivables
TravCom for Windows
How to Post a Cash Receipt from a Client for Existing Accounts Receivables

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Posting menu select Accounts Receivable, then Cash Receipts, or click on the Cash Receipts button on the toolbar.

2. 	Click on the Client radio button.

3. 	Enter the client number or sort key, or select from the drop-down list. Press t or click on any other field to display the Payment Information fields. TravCom will display the name and balance for the selected client account.

4. 	Fill in the Payment Information fields.

The fields on this screen will vary depending on whether the form of payment you select is Cash/Check, In House Charge or ATM.

For a description of what to enter in each field review the help topic Reference: Cash Receipts Posting .

TravCom displays a Proof in the lower left corner. This shows the amount of the cash receipt that has not yet been applied to invoices and/or the general ledger.

5. 	Click on the Next >> button to move on to the Invoice Distribution screen.

6. 	Select the invoice(s) against which this cash receipt is being reconciled.

To select invoices you can:

•	enter the applicable invoice number if you know it, or...

•	click on the drop-down button in the Invoice field and select a single invoice from the drop down list, or...

•	click on Tag to display and select from a list of outstanding invoices for this client, or...

•	click on Oldest to automatically apply the cash receipt to the oldest invoice(s).

If you have multiple branches and you have set up cross branch posting (in Files - General Ledger - Posting Accounts), all invoices for this account can be selected, regardless of the branch they are posted in.

NOTE: If you cannot find the invoice you need on the drop-down or Tag lists it may never have been posted in TravCom. You can create an invoice at this time by entering any unused invoice number in the Invoice field. Review the help topics How to Post a Cash Receipt from a Client for a New Invoice  and How to Create a New Invoice In Context  for assistance with these procedures.

If you select an invoice in error, click on the box to the left of the Invoice column. The line will be highlightd and marked with a >: press the d key to remove the selected invoice. This will return the invoice to the client account for future posting.

NOTE: Creating a new Invoice in context does not record a sale. The new invoice will create a credit (negative balance) on the client account.

Create a new invoice in Cash Receipts when:

•	the sale has not yet been posted into TravCom, but will be at a later time.

•	you are taking an advance payment, for which a sale will be posted at a later time.

•	the payment is for a cancelled or refunded sale and you wish to record a new item on the account to reflect this receipt.

Do not create a new invoice if the amount in question should not be listed as an open invoice on the client account, or should be reflected as an overpayment on an existing invoice.

The Proof is automatically updated as you distribute the cash receipt.

7. 	If the Proof is not yet zero you can:

•	select additional invoices as required.

•	create additional invoices if required.

•	adjust the amount being applied to any selected invoice(s). Press t to move to the Amount field, or click once on the amount, then enter the amount to apply. This may be less than the amount displayed (a partial payment) or more than the amount displayed (an overpayment).

•	apply the balance (the amount of the Proof) to the general ledger.

NOTE: Changing the amount here tells TravCom to leave this invoice open on the client account. The remaining charge or credit will continue to appear on the client account until you post additional cash receipts, cash disbursements, or other invoice transactions to reconcile this invoice.

8. 	If you do not want the balance to remain on the client account, do not adjust the invoice amount or create new invoices. Follow  the directions below to write off the balance to a general ledger account.

9. 	When the Proof is zero you can click on Post to record this cash receipt.

To write off a remaining balance (Proof):

1. 	Click on Next>> to move to the G/L Distribution screen.

You will use this screen to write off discrepancies between the invoice(s) and cash receipt, or if the cash receipt is not to be applied against any invoice.

For example, if a client was invoiced $101.00, but paid only $100.00, you might want to write off the $1.00 discrepancy rather than leave it outstanding on the client account. To do this you would select the G/L account to which you want to write off the $1.00 shortage, such as Bad Debts.

2. 	Select the G/L account(s) to which this difference is being applied, and enter the amount being applied to each account. Press t to accept the entry.

For a description of each field review the help topic Reference: Cash Receipts Posting .

3. 	When the Proof reaches 0.00 you can click on Post.

TravCom will now post the cash receipt to the bank, the client account, the A/R general ledger account, and any other general ledger account(s) you have identified. The transaction is also added to the cash receipts on the current deposit slip.

The Post button is only available if the transaction is in balance (i.e., once the Proof field shows zero.)


How to Post a Cash Receipt from a Vendor for a New Invoice
TravCom for Windows
How to Post a Cash Receipt from a Vendor for a New Invoice

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Posting menu select Accounts Receivable, then Cash Receipts, or click on the Cash Receipts button on the toolbar.

2. 	Click on the Vendor radio button.

3. 	Enter the vendor number or sort key, or select from the drop-down list. Press t or click on any other field to display the Payment Information fields. TravCom will display the name and balance for the selected vendor account.

4. 	Fill in the Payment Information fields.

The fields on this screen will vary depending on whether the form of payment you select is Cash/Check, In House Charge or ATM.

For a description of what to enter in each field review the help topic Reference: Cash Receipts Posting .

TravCom displays a Proof in the lower left corner. This shows the amount of the cash receipt that has not yet been applied to invoices and/or the general ledger.

5. 	Click on the Next >> button to move on to the Invoice Distribution screen.

6. 	Enter the new invoice number to which you want to post the cash receipt.

If you do not have an invoice number for this transaction you can assign any unique alphanumeric invoice number. It is recommended that you get an invoice number from the agent if this receipt is for a pending commission, or the original invoice number if this is for a pending refund, so that TravCom can match the cash receipt to the transaction when it is posted and no further action will be required of you.

7. 	TravCom will respond with the message Invoice does not exist! Do you wish to create it? Click on Yes.

You can now enter the required invoice fields to create this record. For a description of each field and how it is used review the help topics Reference: New Invoice and How to Create a New Invoice In Context .

NOTE: Creating an new invoice in context does not record a sale. The new invoice will create a payable balance on the vendor account.

8. 	Click on OK to accept the new invoice and return to the Invoice Distribution screen.

You can now continue to posting the cash receipt as usual (if additional amounts should be applied to other invoices), or click on the Post button if the Proof displayed is 0.00.


How to Post a Cash Receipt from a Vendor for Existing Negative Payables
TravCom for Windows
How to Post a Cash Receipt from a Vendor for Existing Negative Payables

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Posting menu select Accounts Receivable, then Cash Receipts, or click on the Cash Receipts button on the toolbar.

2. 	Click on the Vendor radio button.

NOTE: If you are posting a vendor commission from a credit card sale, and the vendor has been linked to a commission client account, you must select Client, not Vendor, as the invoice(s) will be on the Accounts Receivable. Review the help topic How to Post a Cash Receipt from a Client for Existing Accounts Receivables  instead.

3. 	Enter the Vendor number or sort key, or select from the drop-down list. Press t or click on any other field to display the Payment Information fields. TravCom will display the name and balance for the selected vendor account.

4. 	Fill in the Payment Information fields.

The fields on this screen will vary depending on whether the form of payment you select is Cash/Check, In House Charge or ATM. Normally, when entering cash receipts from vendors, your selection will be Cash/Check.

For a description of what to enter in each field review the help topic Reference: Cash Receipts Posting .

TravCom displays a Proof in the lower left corner. This shows the amount of the cash receipt that has not yet been applied to invoices and/or the general ledger.

5. 	Click on the Next >> button to move on to the Invoice Distribution screen.

6. 	Select the invoice(s) against which this cash receipt is being reconciled.

To select invoices you can:

•	enter the applicable invoice number if you know it, or...

•	click on the drop-down button in the Invoice field and select a single invoice from the drop down list, or...

•	click on Tag to display and select from a list of outstanding invoices for this vendor, or...

•	click on Oldest to automatically apply the cash receipt to the oldest invoice(s).

If you have multiple branches and you have set up cross branch posting (in Files - General Ledger - Posting Accounts), all invoices for this account can be selected, regardless of the branch they are posted in.

NOTE: If you cannot find the invoice you need on the drop-down or Tag lists it may never have been posted in TravCom. You can create an invoice at this time by entering any unused invoice number in the Invoice field. Review the help topics How to Post a Cash Receipt from a Vendor for a New Invoice and How to Create a New Invoice In Context  for assistance with these procedures.

If you select an invoice in error, click on the box to the left of the Invoice column. The line will be highlightd and marked with a >: press the d key to remove the selected invoice. This will return the invoice to the vendor account for future posting.

NOTE: Creating a new Invoice in context does not record a sale. The new invoice will create a charge (positive balance) on the vendor account.

Create a new invoice in Cash Receipts when:

•	the sale has not yet been posted into TravCom, but will be at a later time.

•	you receive a payment in error and will issue a check back to the vendor.

Do not create a new invoice if the amount in question should not be listed as an open invoice on the vendor account, or should be reflected as an overpayment on an existing invoice.

The Proof is automatically updated as you distribute the cash receipt.

7. 	If the Proof is not yet zero you can:

•	select additional invoices as required.

•	create additional invoices if required.

•	adjust the amount being applied to any selected invoice(s). Press t to move to the Amount field, or click once on the amount, then enter the amount to apply. This may be less than the amount displayed (a partial payment) or more than the amount displayed (an overpayment).

•	apply the balance (the amount of the Proof) to the general ledger.

NOTE: Changing the amount here tells TravCom to leave this invoice open on the vendor account. The remaining charge or credit will continue to appear on the vendor account until you post additional cash receipts, cash disbursements, or other invoice transactions to reconcile this invoice.

8. 	If you do not want the balance to remain on the vendor account, do not adjust the invoice amount or create new invoices. Follow  the directions below to write off the balance to a general ledger account.

9. 	When the Proof is zero you can click on Post to record this cash receipt.

To write off a remaining balance (Proof):

1. 	Click on Next>> to move to the G/L Distribution screen.

You will use this screen to write off discrepancies between the invoice(s) and cash receipt, or if the cash receipt is not to be applied against any invoice.

For example, if a vendor owes you a refund of $201.00, but paid only $200.00, you might want to write off the $1.00 discrepancy rather than leave it outstanding on the vendor account. To do this you would select the G/L account to which you want to write off the $1.00 shortage, such as Bad Debts.

2. 	Select the G/L account(s) to which this difference is being applied, and enter the amount being applied to each account. Press t to accept the entry.

For a description of each field review the help topic Reference: Cash Receipts Posting .

3. 	When the Proof reaches 0.00 you can click on Post.

TravCom will now post the cash receipt to the bank, the vendor account, the A/P general ledger account, and any other general ledger account(s) you have identified. The transaction is also added to the cash receipts on the current deposit slip.

The Post button is only available if the transaction is in balance (i.e., once the Proof field shows zero.)


How to Post a Cash Receipt to the General Ledger
TravCom for Windows
How to Post a Cash Receipt to the General Ledger

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Posting menu select Accounts Receivable, then Cash Receipts, or click on the Cash Receipts button on the toolbar.

2.	Click on the Miscellaneous radio button.

3.	In the Name field, enter a description for this receipt (normally the name person or company who is paying you). This is a free format field. Then press t or click on any other field to display the Payment Information fields

4. 	Fill in the Payment Information fields.

The fields on this screen will vary depending on whether the form of payment you select is Cash/Check, In House Charge or ATM.

For a description of what to enter in each field review the help topic Reference: Cash Receipts Posting .

TravCom displays a Proof field in the lower left corner. This shows the amount of the cash receipt which has not yet been applied to general ledger accounts.

5. 	Click on Next>> to move to the G/L Distribution screen.

Enter the G/L account(s) to which this payment should be credited. The Amount defaults to the remaining cash receipt amount, but can be overwritten to the amount to be credited to this account. Press t to complete each entry.

The Proof is automatically updated as you distribute the cash receipt.

6. 	Click on the Post button.

TravCom will now post the cash receipt to the bank and the general ledger account(s) you have identified. The transaction is also added to the cash receipts on the current deposit slip.

The Post button is only available if the transaction is in balance (i.e., once the Proof field shows zero).


How to Post a Check for a New Invoice
TravCom for Windows
How to Post a Check for a New Invoice

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Posting menu select Accounts Payable, then Checks, or click on the Check Posting button on the tool bar.

2. 	Click on the Vendor radio button.

3. 	Enter the vendor number or sort key, or select from the drop-down list. Then type in the exact payee name to appear on the check.

Press t or click on any field to continue to the Check Information fields.

The address from the vendor file appears by default but can be overwritten. An address is only required if you want it to be printed on the check (for example, if you are using window envelopes).

4. 	Fill in the Check Information fields.

When posting multiple checks, the Bank Account (and currency, if applicable) displays the account from which the preceding check was posted. For handwritten checks you must manually increment the Check No. When you exit the check posting function the defaults return to the first bank account listed in Files - General Ledger - Cash Accounts.

For a description of what to enter in each field, review the help topic Reference: Check Posting .

5. 	Click on the Next>> button to move to the Invoice Distribution screen.

Remember that you must have invoices to generate a check amount. You can create any alphanumeric invoice number in order to enter the required invoice information.

Create a new invoice if:

•	the sale has not yet been posted into TravCom but will be at a later time.

•	you are posting an expense to the agency had have not entered the invoice through the A/P Invoices function.

6. 	Enter the invoice number you want to create and press t. You can use any new invoice number (alphanumeric). It is recommended that you get an invoice number from the agent if this check is for a pending sale, so that TravCom can match the disbursement to the sale when it is posted, and no further action will be required of you.

TravCom will respond: Invoice does not exist! Do you wish to create it? Click on Yes.

7. 	The New Invoice dialog box appears to allow you to create the invoice.

For a description of what to enter in each field review the help topic How to Create a New Invoice In Context .

When you click on OK you will return to the Invoice Distribution window.

8. 	You now have the option to post the new invoice to the vendor account (on Accounts Payable), or post it to a general ledger account.

Mark the A/P field if this invoice should be sent to the vendor account. Use the } or click on the field to tag the invoice. For example, if this invoice is for a sale that has not been posted yet you would post it to A/P. When the sale is later posted through interface or Sales posting, the sale and check will automatically be matched and cleared off the vendor account, provided that you have used the same invoice number for both transactions.

Leave the A/P field blank if this invoice is an expense to the agency. For example, if this invoice is for an operating expense such as rent, telephone or gift to a client, you are not expecting to post a sale to match this transaction.

9. 	If you have marked the new invoice(s) to be posted to A/P you are ready to post the check (skip to Step 11). If the Unapplied Amount does not show zero, you must post the unapplied balance to one or more general ledger accounts.

10. 	Click on Next>> to continue to the G/L Distribution screen.

Select the G/L account(s) to which this expense is being applied, and enter the amount being applied to each account. Press t to accept the entry.

11. 	When all invoices on the Invoice Distribution screen have been applied to either Accounts Payable or general ledger accounts, the Post button will become available.

If this is a handwritten check (you did not enable the Print Check box) the check is posted to the Accounts Payable and/or expense account(s) as you have specified, as well as the cash account.

If you enabled the Print Check box you have the opportunity to modify the check stub before it is printed. Review the help topic Reference: Print Checks  for assistance with the fields and options available on this screen. The screen will display an image of the check and stub on your screen.

12. 	When you have made any necessary modifications and additions to the check as it should be printed, click on the Post button again to print  the check and record it to the Accounts Payable and cash accounts.


How to Post a Check for an Existing Invoice
TravCom for Windows
How to Post a Check for an Existing Invoice

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Posting menu select Accounts Payable, then Checks, or click on the Check Posting button on the tool bar.

2. 	Click on the Vendor radio button.

3. 	Enter the vendor number or sort key, or select from the drop-down list. Then type in the exact payee name to appear on the check.

Press t or click on any field to continue to the Check Information fields.

The address from the vendor appears by default but can be overwritten. An address is only required if you want it to be printed on the check (for example, if you are using window envelopes).

4. 	Fill in the Check Information fields.

When posting multiple checks, the Bank Account (and currency, if applicable) displays the account from which the preceding check was posted. For handwritten checks you must manually increment the Check No. When you exit the check posting function the defaults return to the first bank account listed in Files - General Ledger - Cash Accounts.

For a description of what to enter in each field, review the help topic Reference: Check Posting .

5. 	Click on the Next>> button to move to the Invoice Distribution screen.

6. 	Select the invoices against which this check should be applied. You can:

•	enter the applicable invoice number if you know it, or...

•	click on the drop-down button in the invoice field and select a single invoice from the drop-down list, or...

•	click on Tag to display and select from a list of invoices for this vendor or client.

Remember that you must have invoices to generate a check amount. You can create any alpha-numeric invoice number in order to enter the required invoice information. If you can not find the invoice you need on the drop-down or Tag lists it may never have been posted in TravCom. You can create an invoice at this time by entering any unused invoice number in the Invoice field. Creating a new invoice is described in the help topics How to Create a New Invoice In Context  and How to Post a Check for a New Invoice .

7. 	If the amount you are applying from this invoice is different from the open amount, press t to move to the Amount field and enter the amount to apply at this time.

If you select an invoice in error click on the box to the left of the Invoice column. The line will be highlightd and marked with a >: press the d key to remove the selected invoice. This will return the invoice to the vendor account for future posting.

If you have selected only existing invoices you are ready to post the check. Click on the Post button to record this check. If you require additional invoices that have not been posted in TravCom you must create a new invoice in context to adjust the check amount.

8. 	When all invoices on the Invoice Distribution screen have been applied to either Accounts Payable/Accounts Receivable or general ledger accounts, the Post button will become available.

If this is a handwritten check (you did not enable the Print Check box) the check is posted to the Accounts Payable general ledger account and the cash account.

If you enabled the Print Check box you have the opportunity to modify the check stub before it is printed. Review the help topic Reference: Print Checks  for assistance with the fields and options available on this screen. The screen will display an image of the check and stub on your screen.

9. 	When you have made any necessary modifications and additions to the check as it should be printed, click on the Post button again to print  the check and record it to the Accounts Payable and cash accounts.


How to Post a Check to Refund a Client
TravCom for Windows
How to Post a Check to Refund a Client

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Posting menu select Accounts Payable, then Checks, or click on the Check Posting button on the tool bar.

2. 	Click on the Client radio button.

3. 	Enter the client number or sort key, or select from the drop-down list. Then type in the exact payee name to appear on the check.

Press t or click on any field to continue to the Check Information fields.

The address from the client file appears by default but can be overwritten. An address is only required if you want it to be printed on the check (for example, if you are using window envelopes).

4. 	Fill in the Check Information fields.

When posting multiple checks, the Bank Account (and currency, if applicable) displays the account from which the preceding check was posted. For handwritten checks you must manually increment the Check No. When you exit the check posting function the defaults return to the first bank account listed in Files - General Ledger - Cash Accounts.

For a description of what to enter in each field, review the help topic Reference: Check Posting .

5. 	Click on the Next>> button to move to the Invoice Distribution screen.

You can either select existing invoices or create new invoices. Remember that you must have invoices to generate a check amount. You can create any alpha-numeric invoice number in order to enter the required invoice information.

To select an existing invoice proceed to Step 6.

To create a new invoice skip to Step 8.

6. 	Select the invoices against which this check should be applied. You can:

•	enter the applicable invoice number if you know it, or...

•	click on the drop-down button in the invoice field and select a single invoice from the drop-down list, or...

•	click on Tag to display and select from a list of invoices for this vendor or client.

If you can not find the invoice you need on the drop-down or Tag lists it may never have been posted in TravCom. You can create an invoice at this time by entering any unused invoice number in the Invoice field.

7. 	If the amount you are applying from this invoice is different from the open amount, press t to move to the Amount field and enter the amount to apply at this time.

If you select an invoice in error click on the box to the left of the Invoice column. The line will be highlightd and marked with a >: press the d key to remove the selected invoice. This will return the invoice to the client account for future posting.

If your check amount is now correct (you do not need to create any new invoices), skip to Step 14 to post the check.

8. 	Remember that you must have invoices to generate a check amount. You can create any alpha-numeric invoice number in order to enter the required invoice information. Creating a new invoice is described in the help topics How to Create a New Invoice In Context .

Enter the invoice number you want to create and press t. You can use any new invoice number. It is recommended that you check the original invoice number if this is for a pending refund, so that TravCom can match the disbursement to the transaction when it is posted and no further action will be required of you.

TravCom will respond: Invoice does not exist! Do you wish to create it? Click on Yes.

9. 	The New Invoice dialog box appears to allow you to create the invoice.

10. 	When you click on OK you will return to the Invoice Distribution window.

11. 	You now have the option to post the new invoice to the client account (on Accounts Receivable), or post it to a general ledger account.

Mark the A/R field if this invoice should be sent to the client account. Use the } or click on the field to tag the invoice. For example, if this invoice is for a refund that has not been posted yet you would post it to A/R. When the sale is later posted through Sales posting, the refund and check will automatically be matched and cleared off the client account, provided that you have used the same invoice number for both transactions.

Leave the A/R field blank if this invoice is an expense to the agency. For example, if this invoice is for a rebate to the client, you are not expecting to post a credit sale to match this transaction.

12. 	If you have selected only existing invoices, or marked the new invoice(s) to be posted to A/R you are ready to post the check (skip to Step 11). If the Unapplied Amount does not show zero, you must post the unapplied balance to one or more general ledger accounts.

13. 	Click on Next>> to continue to the G/L Distribution screen.

Select the G/L account(s) to which this expense is being applied, and enter the amount being applied to each account. Press t to accept the entry.

14. 	When all invoices on the Invoice Distribution screen have been applied to either Accounts Payable/Accounts Receivable or general ledger accounts, the Post button will become available.

If this is a handwritten check (you did not enable the Print Check box) the check is posted to the Accounts Receivable and/or general ledger account(s) as you have specified, as well as the cash account.

If you enabled the Print Check box you have the opportunity to modify the check stub before it is printed. Review the help topic Reference: Print Checks  for assistance with the fields and options available on this screen. The screen will display an image of the check and stub on your screen.

15. 	When you have made any necessary modifications and additions to the check as it should be printed, click on the Post button again to print  the check and record it to the Accounts Receivable and cash accounts.


How to Post a Check to the General Ledger
TravCom for Windows
How to Post a Check to the General Ledger

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Posting menu select Accounts Payable, then Checks, or click on the Check Posting button on the tool bar.

2. 	Click on the Miscellaneous radio button.

Type in the payee name and address. An address is only required if you want it to be printed on the check (for example, if you are using window envelopes).

Press t or click on any field to continue to the Check Information fields.

3. 	Fill in the Check Information fields.

When posting multiple checks, the Bank Account (and currency, if applicable) displays the account from which the preceding check was posted. For handwritten checks you must manually increment the Check No. When you exit the check posting function the defaults return to the first bank account listed in Files - General Ledger - Cash Accounts.

For a description of what to enter in each field, review the help topic Reference: Check Posting .

5. 	Select the Next>> button to move to the Invoice Distribution screen.

Remember that you must have invoices to generate a check amount. You can create any alphanumeric invoice number in order to enter the required invoice information. As this check is not being posted to a vendor (Accounts Payable) or Client (Accounts Receivable) account, you must create the invoice(s).

6. 	Enter the invoice number you want to create and press t. You can use any new invoice number (alphanumeric).

7. 	The New Invoice dialog box appears to allow you to create the invoice.

For a description of what to enter in each field review the help topic How to Create a New Invoice In Context .

When you click on OK you will return to the Invoice Distribution window.

8. 	Click on Next>> to continue to the G/L Distribution screen.

Select the G/L account(s) to which this expense is being applied, and enter the amount being applied to each account. Press t to accept the entry.

9. 	When all invoices on the Invoice Distribution screen have been applied to general ledger accounts, the Post button will become available.

If this is a handwritten check (you did not enable the Print Check box) the check is posted to the expense account(s) as you have specified, as well as the cash account.

If you enabled the Print Check box you have the opportunity to modify the check stub before it is printed. Review the help topic Reference: Print Checks  for assistance with the fields and options available on this screen. The screen will display an image of the check and stub on your screen.

10. 	When you have made any necessary modifications and additions to the check as it should be printed, click on the Post button again to print  the check and record it to the expense and cash accounts.


How to Post a Commission Receipt for a New Voucher
TravCom for Windows
How to Post a Commission Receipt for a New Voucher

Using Help 	Contacting TravCom 	TravCom on the Internet

This procedure is used when a hotel or car rental booking (voucher) has not been posted in TravCom and you do not want to post any detail for reporting purposes. Statistics such as the Agent Productivity and the commissions section of the Agency Status Reports will be updated, however. You can also use this procedure if you are not reconciling commission receipts against individual bookings in TravCom.

If a booking has not been posted in TravCom, but you do want the detail to be recorded for corporate reports and other detail reports, you must post a new voucher in Posting - Accounts Receivable - Vouchers and then tag it in Commission Receipts. Review the help topics How to Post a Voucher and How to Post a Commission Receipt for an Existing Voucher for assistance with these procedures.

To post a commission for a new voucher:

1.	From the Posting menu select Accounts Receivable, then Commission Receipts, or click on the Commission Posting button on the tool bar.

2.	Enter a vendor number or sort key, or select from the drop-down list to identify the source of the commission payment. Then press t or click on any other field to display the Payment Information fields.

3. 	Fill in the Payment Information fields. For a description of what to enter in each field, review the help topic Reference: Commission Receipts Posting .

TravCom displays a Proof field at the top of the screen. This shows the amount of the commission receipt that has not yet been applied to vouchers.

4. 	Click on Next>> to move to the Voucher Distribution screen. This window is used to select the voucher(s) to which this payment applies.

5. 	TravCom displays a blank voucher screen.

If you are not reconciling this commission receipt against any vouchers you can fill in the fields on this screen. If you have selected any vouchers for this receipt, click on New Voucher to display a new blank copy of the Voucher Distribution screen.

6. 	Fill in the Voucher fields. For a description of what to enter in each field review the help topic Reference: Commission Receipts Posting .

NOTE: Be sure to enter the appropriate agent and outside sales agent, so that they will get statistical credit for the commission received and so that the O/S agent vendor account will reflect the proper payable invoice.

If you need to affect statistics for more than one agent or O/S agent you can create separate vouchers for each.

CAUTION: If you are creating a new voucher in order to show a processing fee (such as HCC or Utell), remember to enter a negative commission amount. You may also wish to assign this transaction to the "House Account" agent.

7. 	If this receipt is for a single voucher, the proof should now show 0.00 and you can post the receipt.

If this receipt is for multiple vouchers, click on New Voucher. The fields on the screen become blank, ready for you to add another voucher. Repeat this procedure until all required vouchers have been created and the commission has been distributed.

If you enter an incorrect amount or other field, you can use the arrow pushbuttons to move back and forth between all vouchers selected or created. TravCom displays the number (for example, Voucher 1 of 3) between the buttons.

3. 	When the receipt amount has been distributed to the voucher(s) and the Proof field shows zero, click on Post.


How to Post a Commission Receipt for an Existing Voucher
TravCom for Windows
How to Post a Commission Receipt for an Existing Voucher

Using Help 	Contacting TravCom 	TravCom on the Internet

This procedure assumes that hotel and car rental bookings have already been posted into TravCom, and the commission receipt you are posting is to be applied against one or more of these vouchers. If you determine that a required voucher has not been posted, you can either post it in Posting - Accounts Receivable - Vouchers and then select it in Commission Receipts, or choose not to create a voucher for the booking. Review the help topics How to Post a Voucher  and How to Post a Commission Receipt for a New Voucher  for assistance with these options.

To post a commission receipt for existing vouchers:

1.	From the Posting menu select Accounts Receivable, then Commission Receipts, or click on the Commission Posting button on the tool bar.

2.	Enter a vendor number or sort key, or select from the drop-down list to identify the source of the commission payment. Then press t or click on any other field to display the Payment Information fields.

3. 	Fill in the Payment Information fields. For a description of what to enter in each field, review the help topic Reference: Commission Receipts Posting .

TravCom displays a Proof field at the top of the screen. This shows the amount of the commission receipt that has not yet been applied to vouchers.

NOTE: The HCC Reconciliation button is only used if you are posting a Hotel Clearing Corporation payment and receive a reconciliation diskette from HCC.  Review the help topic How to Post a Commission Receipt with HCC Data  for instructions on using this option.

4. 	Click on Next>> to move to the Voucher Distribution screen. This window lets you select the voucher(s) to which this payment applies.

5. 	To search the vouchers already posted in TravCom click on Find Vouchers.

All open vouchers for this vendor will automatically be displayed.

6. 	You now have several options available to search for and select the vouchers you wish to post commission against at this time. You can:

•	select a Search By criteria (Voucher Number, Conf. Number or Client Name) and enter the appropriate information in the Search for field. All matching records will be displayed, allowing you to click on the one you are searching for.

•	scroll through the records displayed in the window and click on as many vouchers as required.

•	click on Include All Vouchers to see all open vouchers, regardless of the vendor account they are posted to. Use this option, for example, for vendors such as Utell and HCC who pay you for reservations from a variety of hotel/car rental chains. You may then scroll through the records displayed to select the required vouchers.

•	double-click on any field to re-sort the displayed vouchers. For example, to see the vouchers in alphabetical order by traveler, double-click anywhere in the Client Name column. To see the vouchers  in arrival-date order, scroll to the right and double-click anywhere in the Arrival Date column.

7. 	Select all of the vouchers to which this receipt applies, then click on OK.

NOTE: Don't forget to select vouchers you want to mark Cancelled or Non-commissionable at this time.

TravCom returns to the Voucher Distribution screen with all fields filled in for the last voucher you selected.

8. 	If you selected multiple vouchers use the arrow buttons in the lower right corner to move back and forth between them. TravCom displays the number (for example, Voucher 1 of 3) between the buttons.

Make any changes necessary to correct the information displayed. Make sure the correct Comm. Amt. is displayed for each voucher. You can also correct the Comm. Pct. if necessary. This automatically corrects the Voucher Total for statistical reports.

If you selected any open vouchers which should be shown as cancelled or non-commissionable, mark each voucher as appropriate in the Cancelled and Non-Commissionable boxes in the lower left corner. Note that TravCom adjusts the commission amount and percentage to zero.

9. 	When the commission amount for each voucher has been corrected, the proof will show any remaining amount to be distributed.

If the Proof is zero click on Post to complete this commission receipt.

If the Proof is not zero, you must either select additional vouchers or create new vouchers to distribute the balance of the commission receipt to. You can:

•	Click on Find Vouchers to search for additional vouchers posted in TravCom, or…

•	Click on New Voucher or Posting - Accounts Receivable - Vouchers to create new entries. Review the help topic How to Post a Commission Receipt for a New Voucher  for instructions on this procedure.

NOTE: If the Proof amount is negative, you have either over-applied commission against one or more vouchers, or the amount may represent a processing fee (for example, HCC).

Use the arrow buttons in the lower right to check the commission amount of each voucher.

If the Proof amount represents a processing fee withheld from your commission check, review the help topic How to Adjust a Commission Receipt for a Fee Taken  for assistance posting this receipt.

10. 	When the Proof shows 0.00 click on the Post button to record this receipt.

Vouchers will be marked as paid (or cancelled/non-commissionable, as marked) and will no longer appear in the list of outstanding vouchers. Statistical reports will be updated to include the Paid and Non-Commissionable vouchers (but not vouchers marked Cancelled).


How to Post a Commission Receipt with HCC Data
TravCom for Windows
How to Post a Commission Receipt with HCC Data

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The HCC Reconciliation button lets you import a file provided by the Hotel Clearing Corporation, run a program to compare it against vouchers in TravCom, and print lists of matched items and unmatched items. You may then choose to post the commission receipt as reconciled by the HCC Reconciliation program, or you may exit Commission Receipts in order to enter or correct the bookings which appeared on the Unmatched Items list.

1.	From the Posting menu select Accounts Receivable, then Commission Receipts, or click on the Commission Posting button on the tool bar.

2.	Enter a vendor number or sort key, or select from the drop-down list to identify the source of the commission payment. Then press t or click on any other field to display the Payment Information fields.

3. 	Fill in the Payment Information fields. For a description of what to enter in each field, review the help topic Reference: Commission Receipts Posting .

TravCom displays a Proof field at the top of the screen. This shows the amount of the commission receipt that has not yet been applied to vouchers.

4. 	Click on the HCC Reconciliation button.

5. 	Insert your diskette from HCC and click on Import/Reconcile Data.

6. 	You will be prompted for the HCC File Name. TravCom will automatically check the for the diskette and enter the name of the file if it identifies an appropriate file. Otherwise, enter the path and filename for the reconciliation file provided by HCC, or use the "..." button to browse and select it.

7. 	Click on OK.

TravCom imports the file and reconciles it against stored hotel and car rental vouchers. All hotel bookings shown paid, cancelled (or no-show) or non-commissionable in the HCC file will be selected and marked accordingly.

The screen then shows Total Commission Paid, less HCC Service Fee, less HCC Diskette Fee which equals the Total Check Amount. This should match the check amount you entered on the Payment Information screen.

8. 	In the Service Fee G/L Account field enter the account to which you wish to post the HCC processing fee, or use the drop-down list to select an account.

9. 	Click on OK.

TravCom then re-displays the number of Records Imported, Matched Records and Unmatched Records.

10. 	You can now print either or both HCC reconciliation reports.

•	Print Matched Items for a list of all bookings which match vouchers in TravCom. This report shows two warning messages: A=Service dates don't match and B=Commission amounts don't match.

•	Print Unmatched Items for a list of all bookings which do not match vouchers in TravCom. This report shows two error messages: A=Voucher not found and B=IATA No. not found.

11. 	If you have unmatched items, you can manually review them and correct the problem or you can post the commission receipt as is.

Unmatched items can result from:

•	payment for a voucher that was never recorded in TravCom.

•	changes to the booking that make it appear to be a separate reservation (such as a different lead name and/or arrival date).

•	duplicate bookings reported to the hotel (showing as no-show or cancelled on the HCC diskette).

12. 	You can now:

a. 	correct the vouchers posted (or missing) in TravCom by clicking on Cancel and going to Posting - Accounts Receivable - Vouchers to modify or create any required vouchers.

When you have completed any changes, return to Commission Receipts and re-run the HCC Reconciliation function.

b. 	click on OK to return to the Payment Information screen if you do not wish to create new vouchers.

All selected vouchers can be reviewed in the normal manner by clicking on the Next>> button to display the Voucher Distribution screen. Any commission paid that did not match the commission expected will already be modified to show the correct receipt amount.

Any bookings which did not match vouchers in TravCom will be displayed as New Vouchers, with the voucher number NO MATCH. You may modify any information on these transactions (such as adding the agent number if known) as well as matched vouchers, before posting the commission.

13. 	When you are satisfied that the reconciliation is correct click on Post to post this commission receipt and clear all selected vouchers.


How to Post a Consolidator/Discounted Ticket Sale
TravCom for Windows
How to Post a Consolidator/Discounted Ticket Sale

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A consolidator or discounted ticket sale is posted in the same way as a basic ticket sale, with the exception of the Fare field. If you sell discounted tickets, or tickets you purchase from a consolidator, each Sales Posting should include two Fare fields, the Selling Fare and the Published Fare.

1.	From the Posting menu select Accounts Receivable, then Sales, or click on the Sales Posting button  on the toolbar.

2.	Enter a client number or sort key, or select a client from the drop-down list, then press t or click on any other field on the screen.

The window shows the general information fields you must complete for this sales posting.

3.	Fill in the fields on the General window.

•	If this is an A.R.C. ticket you are discounting, be sure to enter product code 0 so that this document appears on your A.R.C. report. Enter the 10-digit ticket number, not including the check digit.

•	If this is a ticket purchased from a consolidator, do not enter product code 0 or this document will appear on your A.R.C. report and be included in your Net Remit amount! You must enter a product code for non-A.R.C. (or consolidator) air sales.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Header Information .

4.	Click on the Next >> button to move to the next Sales Posting screen.

5.	The top part of the window displays several key fields you have entered so far. The rest of the window lets you enter Fare and Tax information for this sale.

Two Fare fields will be displayed on this screen.

Enter the Base Fare shown on the ticket as the Published Fare . This is the amount that will be shown on your A.R.C. report if this is a discounted ticket. If the ticket was purchased from a consolidator, this allows you to track the actual ticketed amount as well as the amount charged by the consolidator and the amount you will charge the client.

Enter the Base amount you will charge the client (not including taxes) as the Selling Fare . For bulk tickets, this amount is normally higher than the Published Fare. This is the amount that will be charged to their client account and will be calculated in all statistics and on reports, except the Airline Volume Report.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Fares/Taxes .

NOTE: If the VAT function has been turned on (in Files - Setup) the VAT/PST tax amounts are automatically calculated based on the Tax Rate Code specified in the first screen (General Window) and the corresponding formula in VAT Setup.

6. 	Click on the Next>> button.

The window now shows fields for Payment Information. This window is used to define the form of payment. You may also post a related cash receipt at this time.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Forms of Payment .

7. 	Specify a Form of Payment. The default is Cash/Check.

•	If your form of payment is Credit Card you can enter a credit card number. (If a default credit card number was stored for this client in the client file it appears here, but can be overwritten.).

•	If your form of payment is Cash/Check and you are prepared to post a cash receipt (bank deposit) entry at this time, fill in the rest of the fields on the Payment Information window.

•	For A.R.C. sales, do not select In House Charge or ATM as the form of payment. A.R.C. recognizes only Cash and Credit Card as forms of payment.

CAUTION: If your form of payment is Cash/Check and you complete the other fields on this window, you are posting a cash receipt or bank deposit entry. These fields are usually left blank so that the entire deposit may be entered together in Posting - Accounts Receivable - Cash Receipts.

If you enter an Amount Paid which is less than the total of the sale, and the client has no credit limit or exceeds their limit, you will be prompted for the Credit Password before you can continue posting this sale.

8. 	Click on the Next>> button.

The window now shows fields for Commission Information.

9. 	Fill in the commission percentage or amount, or the Net Cost. You may enter any one of these three fields and TravCom will automatically calculate the other two fields.

For a discounted ticket, enter the commission based on the Published fare, and to be reported to A.R.C. For consolidator tickets, enter the Net Cost (not including taxes) that you must remit to the consolidator. TravCom will calculate the agency's actual commission based on the Selling Fare, and all statistics and reports will reflect the actual commission amount.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Commissions .

For example, the Net Cost is calculated as the Gross Amount less the Commission Amount (less the VAT/PST on Comm. if this function has been turned on). TravCom displays the Commission Earned based on the Selling Fare .

10. 	Select the Next>> button.

The window shows fields for Agent Information.

11. 	Define the booking and ticketing agent(s) for this sale.

If one or more outside sales agents were involved with this sale, enter the O/S agent's vendor number(s). The commission percentage and amount due to each one is displayed, based on the percentage stored in the client file (or in the O/S agent's vendor file if no value is specified in the client file) but can be modified.

TravCom calculates and displays the Gross and Net Commission based on the Selling Fare. The Gross Commission is the amount earned on the ticket and the Net Commission is the amount earned by the agency after all O/S agents have been paid.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Agents and Outside Sales Agents .

12. 	Select the Next>> button.

The window shows fields for Accounts Payable information.

13. 	The A.R.C. vendor is automatically displayed.

For a description of each field review the help topic Reference: Sales Posting: Vendors .

14. 	The Primary Product Code defaults to 0, as originally entered for this sale (on the General screen). For a standard airline ticket sale, do not change this. The AP amount and due date are also displayed.

15. 	At this point, you have the option of printing an invoice, posting the sale, or continuing through the windows for Sales Reporting, Itinerary and General Ledger distribution.

•	If you want to print an invoice, click on Print Invoice. You can do this from most screens at any point during the posting. For details on how to print an invoice review the help topic How to Print Invoices with Sales Posting . The invoice will print when you exit out of the Sales Posting function.

•	If you want to post the sale now click on the Post button.

•	If you want to continue with the other windows select the Next>> button.

NOTE: You have now completed all of the required fields to post this sale. All remaining fields are optional.

16. 	If you selected Next>>, the window shows fields for Sales Reporting information. These fields are used to provide information for your corporate sales reports and custom reports.

Fill in your Sales Reporting fields as required. For a description of how each field can be used review the help topic Reference: Sales Posting: Sales Reporting Fields .

If you do not want to enter itinerary information, you may post the sale at this time by clicking on the Post button.

17. 	Click on the Next>> button to enter itinerary detail for reporting purposes. Fill in the client's itinerary information if you will require it on any reports. You are not required to enter all itinerary fields. For example, if you are only interested in tracking routing and airlines flown, you can enter only the departure and arrival cities and carrier.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Itinerary .

18. 	The remaining window contains information about the general ledger. It was completed automatically when you completed the window containing the Primary Product Code field (Accounts Payable).

You should not have to modify this window, and can click on the Post button at this time.

NOTE: It is recommended that you do not change these accounts and amounts as it may put statistics out of balance with financial information.


How to Post a Credit Memo
TravCom for Windows
How to Post a Credit Memo

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Postings menu select Accounts Payable, then Debit/Credit Memos.

2.	Enter the Original Ticket number, not including the airline number or check digit. If the ticket is part of a conjunct ticket, do not enter the last digits of the last ticket number.

•	If the original ticket was recorded in TravCom click on Search. TravCom will retrieve any copies of this document number previously posted. Select the appropriate transaction. The information related to the original ticket posting is displayed.

•	If the original ticket was not recorded in TravCom, press t or click on any other field to move to the Posting Date field.

3. 	Fill in the Debit/Credit memo fields as necessary. If the original ticket was posted in TravCom, you will only need to fill in the memo document number and amount. If the original ticket was not posted in TravCom (that is, if it was issued before you started using TravCom or if the memo is for a protected commission sale) you will need to complete all of the fields.

Note that Credit Memos and Agent Automated Deductions (A.A.D.s) are entered as negative amounts (you want to subtract from your Net Remit).

For a description of what to enter in each field review the help topic Reference: Debit/Credit Memo Posting .

4. 	Click on the Post button.

TravCom posts the credit memo or A.A.D. to the A.R.C. report and performs the associated accounting. Agents statistics will also be updated with the commission adjustment.

If any of the mandatory fields of information is missing, TravCom will beep and position the cursor in the mandatory field requiring data entry.


How to Post a Debit Memo
TravCom for Windows
How to Post a Debit Memo

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Postings menu select Accounts Payable, then Debit/Credit Memos.

2.	Enter the Original Ticket number, not including the airline number or check digit. If the ticket is part of a conjunct ticket, do not enter the last digits of the last ticket number.

•	If the original ticket was recorded in TravCom click on Search. TravCom will retrieve any copies of this document number previously posted. Select the appropriate transaction. The information related to the original ticket posting is displayed.

•	If the original ticket was not recorded in TravCom, press t or click on any other field to move to the Posting Date field.

4. 	Fill in the Debit/Credit memo fields as necessary. If the original ticket was posted in TravCom, you will only need to fill in the memo document number and amount. If the original ticket was not posted in TravCom (that is, if it was issued before you started using TravCom or if the memo is for an unreported sale) you will need to complete all of the fields.

Note that Debit Memos and Recall Commissions are entered as positive amounts (you want to add to your Net Remit).

For a description of what to enter in each field review the help topic Reference: Debit/Credit Memo Posting .

5. 	Click on the Post button.

TravCom posts the debit memo or recall to the A.R.C. report and performs the associated accounting. Agents statistics will also be updated with the commission adjustment.

If any of the mandatory fields of information is missing, TravCom will beep and position the cursor in the mandatory field requiring data entry.


How to Post a Bank Deposit
TravCom for Windows
How to Post a Bank Deposit

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A deposit can be posted ("dropped") from either the Cash Receipts or Commission Receipts posting functions.

1. 	From the Posting menu select Accounts Receivable, then either Cash Receipts or Commission Receipts, or click on the Cash Receipts button or Commission Receipts button on the tool bar.

2. 	Click on the Drop Deposit button at the bottom of the posting screen.

3. 	Select the bank account for which you want to drop a deposit. Then verify the description and deposit date you want recorded for this deposit.

4. 	If the amount of the deposit is correct, skip to step 6. If the amount of the deposit is not correct, click on Edit Deposit to select the receipts to be included.

5. 	Click on each item that should be part of this deposit slip. Highlightd receipts are selected. Once you have selected all relevant receipts, click on OK to return to the main Drop Deposit screen.

6. 	If you want a Cash Receipts Summary Report or a Deposit Slip, select the appropriate buttons.

For more information on these fields and buttons review the help topic Reference: Drop Deposit .

7. Click on the Drop Deposit button. TravCom will display a confirmation that the deposit was dropped, and any remaining receipts will be re-totaled in the Deposit Amount field. You can now drop another deposit or click on Quit to exit.


How to Post a Deposit (Non-A.R.C.) Sale
TravCom for Windows
How to Post a Deposit (Non-A.R.C.) Sale

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Posting menu select Accounts Receivable, then Sales, or click on the Sales Posting button  on the toolbar.

2.	Enter a client number or sort key, or select a client from the drop-down list, then press t or click on any other field on the screen.

The window shows the general information fields you must complete for this sales posting.

3.	Fill in the fields on the General window.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Header Information .

4.	Click on the Next >> button to move to the next Sales Posting screen.

5.	The top part of the window displays several key fields you have entered so far. The rest of the window lets you enter Fare and Tax information for this sale.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Fares/Taxes . Enter only the amount of the deposit as the Fare amount. Do not post the full amount of the sale at this time, as the client may change his mind about the sale, change the form of payment for the final payment amount, or change the trip such that the final amount is increased or reduced. Do not enter any tax amounts unless the vendor has charged taxes in the deposit amount.

NOTE: If the VAT function has been turned on (in Files - Setup) the VAT/PST tax amounts are automatically calculated based on the Tax Rate Code specified in the first screen (General Window) and the corresponding formula in VAT Setup.

6. 	Click on the Next>> button.

The window now shows fields for Payment Information. This window is used to define the form of payment. You may also post a related cash receipt at this time.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Forms of Payment .

7. 	Specify a Form of Payment. The default is Cash/Check.

•	If your form of payment is Credit Card or In House Charge you can enter a credit card number. (If a default credit card number was stored for this client in the client file it appears here, but can be overwritten.).

•	If your form of payment is Cash/Check, In House Charge or ATM, and you are prepared to post a cash receipt (bank deposit) entry at this time, fill in the rest of the fields on the Payment Information window.

CAUTION: If your form of payment is Cash/Check, In House Charge or ATM, and you complete the other fields on this window (such as Amount Paid), you are posting a cash receipt or bank deposit entry. These fields are usually left blank so that the entire deposit may be entered together in Posting - Accounts Receivable - Cash Receipts.

If you enter an Amount Paid which is less than the total of the sale, and the client has no credit limit or exceeds their limit, you will be prompted for the Credit Password before you can continue posting this sale.

8. 	Click on the Next>> button.

The window now shows fields for Commission Information.

9. 	For most deposits paid, the commission amount will be 0.00, as commission will not be paid until the final payment is made and/or travel is complete; normally, the full commission is posted when you post the final payment transaction. Enter a commission percentage, amount, or a Net Cost that is different from the Deposit amount (from the Fares and Taxes screen) only if you expect to receive commission on the deposit. If so, you may enter any one of these three fields and TravCom will automatically calculate the other two fields.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Commissions .

10. 	Select the Next>> button.

The window shows fields for Agent Information.

11. 	Define the booking and ticketing agent(s) for this sale.

If one or more outside sales agents were involved with this sale, enter the O/S agent's vendor number(s). If relevant, the commission percentage and amount due to each one is displayed, based on the percentage stored in the client file (or in the O/S agent's vendor file if no value is specified in the client file) but can be modified.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Agents and Outside Sales Agents .

12. 	Select the Next>> button.

The window shows fields for Accounts Payable information.

13. 	Enter the Vendor Number or Sort Key for this sale, or select the vendor from the drop down list.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Vendors .

14. 	The Primary Product Code defaults to the product code originally entered for this sale (on the General screen). Change this only if you want to redirect the Sales and Cost of Sales (or commission income) to general ledger accounts other than for air income and expense. The Primary Product Code is normally only changed when you are posting A.R.C. documents for charges other than air transportation (such as Tour Orders and MCOs).

15. 	The remaining fields on this screen will vary according to the product code and form of payment previously entered:

•	If the product code is controlled (for example, Travel Agency Fee documents (TAF) for service fees) the AP amount and due date will appear.

•	If the product code is not controlled (for example, tours or cruises) and the form of payment is credit card, the commission client number, commission due and due date will appear.

•	If the product code is not controlled and the form of payment is Cash/Check, In House Charge or ATM, the AP amount and due date will appear, followed by fields to post and print the check at this time. Use the Post Check Now field to indicate whether or not you want to post the Check now.

CAUTION: If you do not want to create a cash disbursement at this time leave the Post Check Now box blank. The amount will be posted to Accounts Payable.

If you want to post the check now, check this box. You will automatically post a cash disbursement (check) and will have the opportunity to print the check from TravCom at this time.

Complete the fields that relate to the type of sale you are posting at this time.

16. 	At this point, you have the option of printing an invoice, posting the sale, or continuing through the windows for Sales Reporting, Itinerary and General Ledger distribution.

•	If you want to print an invoice, click on Print Invoice. You can do this from most screens at any point during the posting. For details on how to print an invoice review the help topic How to Print Invoices with Sales Posting . The invoice will print when you exit out of the Sales Posting function.

•	If you want to post the sale now click on the Post button.

•	If you want to continue with the other windows select the Next>> button.

NOTE: You have now completed all of the required fields to post this sale. All remaining fields are optional.

17. 	If you selected Next>>, the window shows fields for Sales Reporting information. These fields are used to provide information for your corporate sales reports and custom reports.

Fill in your Sales Reporting fields as required.

18. 	If you do not have itinerary information to enter you may post the sale at this time by clicking the Post button.

Select the Next>> button to enter itinerary detail for reporting purposes. Fill in the client's itinerary information if you will require it on any reports.

19. 	The remaining window contains information about the general ledger. It was completed automatically when you completed the window containing the Primary Product Code field (Accounts Payable).

You should not have to modify this window, and can click on the Post button at this time.

NOTE: It is recommended that you do not change these accounts and amounts as it may put statistics out of balance with financial information.

If you do want to change the G/L sale and cost of sale accounts go <<Back to the Accounts Payable window and change the Primary Product Code.

20. 	If you selected Print Check, the screen displays an image of the check stub and check on your screen. This is exactly the same window that appears when you are printing a check using Posting - Accounts Payable - Checks. For assistance with this screen review the help topic How to Post a Check for an Existing Invoice .


How to Post a Final Payment (Non-A.R.C.) Sale
TravCom for Windows
How to Post a Final Payment (Non-A.R.C.) Sale

Using Help 	Contacting TravCom 	TravCom on the Internet

When posting a final payment on a non-A.R.C. sale, you can post the transaction as a new sale, or you can repeat the original sale (the deposit) and modify the fare, tax and commission amounts. This help topic describes the former procedure. To instructions on how to repeat a previously posted sale review the help topic How to Repeat a Previously Posted Sale .

1.	From the Posting menu select Accounts Receivable, then Sales, or click on the Sales Posting button  on the toolbar.

2.	Enter a client number or sort key, or select a client from the drop-down list, then press t or click on any other field on the screen.

The window shows the general information fields you must complete for this sales posting.

3.	Fill in the fields on the General window.

For tracking purposes, you may want to use the same invoice number for the final payment as was posted for the deposit.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Header Information .

4.	Click on the Next >> button to move to the next Sales Posting screen.

5.	The top part of the window displays several key fields you have entered so far. The rest of the window lets you enter Fare and Tax information for this sale.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Fares/Taxes .

Enter the amount of the final payment (not including taxes) as the Fare amount, and the taxes in the Tax fields.

NOTE: If the VAT function has been turned on (in Files - Setup) the VAT/PST tax amounts are automatically calculated based on the Tax Rate Code specified in the first screen (General Window) and the corresponding formula in VAT Setup.

6. 	Click on the Next>> button.

The window now shows fields for Payment Information. This window is used to define the form of payment. You may also post a related cash receipt at this time.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Forms of Payment .

7. 	Specify a Form of Payment. The default is Cash/Check.

•	If your form of payment is Credit Card or In House Charge you can enter a credit card number. (If a default credit card number was stored for this client in the client file it appears here, but can be overwritten.).

•	If your form of payment is Cash/Check, In House Charge or ATM, and you are prepared to post a cash receipt (bank deposit) entry at this time, fill in the rest of the fields on the Payment Information window.

CAUTION: If your form of payment is Cash/Check, In House Charge or ATM, and you complete the other fields on this window (such as Amount Paid), you are posting a cash receipt or bank deposit entry. These fields are usually left blank so that the entire deposit may be entered together in Posting - Accounts Receivable - Cash Receipts.

If you enter an Amount Paid which is less than the total of the sale, and the client has no credit limit or exceeds their limit, you will be prompted for the Credit Password before you can continue posting this sale.

8. 	Click on the Next>> button.

The window now shows fields for Commission Information.

9. 	Enter the full amount of the commission on this sale, unless commission was previously posted on the deposit amount. Normally, the full commission is posted when you post the final payment transaction, since no commission is paid at the time of the deposit. You can enter a commission percentage, amount, or a Net Cost and TravCom will automatically calculate the other two fields.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Commissions .

10. 	Select the Next>> button.

The window shows fields for Agent Information.

11. 	Define the booking and ticketing agent(s) for this sale.

If one or more outside sales agents were involved with this sale, enter the O/S agent's vendor number(s). If relevant, the commission percentage and amount due to each one is displayed, based on the percentage stored in the client file (or in the O/S agent's vendor file if no value is specified in the client file) but can be modified.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Agents and Outside Sales Agents .

12. 	Select the Next>> button.

The window shows fields for Accounts Payable information.

13. 	Enter the Vendor Number or Sort Key for this sale, or select the vendor from the drop down list.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Vendors .

14. 	The Primary Product Code defaults to the product code originally entered for this sale (on the General screen). Change this only if you want to redirect the Sales and Cost of Sales (or commission income) to general ledger accounts other than for air income and expense. The Primary Product Code is normally only changed when you are posting A.R.C. documents for charges other than air transportation (such as Tour Orders and MCOs).

15. 	The remaining fields on this screen will vary according to the product code and form of payment previously entered:

•	If the product code is controlled (for example, Travel Agency Fee documents (TAF) for service fees) the AP amount and due date will appear.

•	If the product code is not controlled (for example, tours or cruises) and the form of payment is credit card, the commission client number, commission due and due date will appear.

•	If the product code is not controlled and the form of payment is Cash/Check, In House Charge or ATM, the AP amount and due date will appear, followed by fields to post and print the check at this time. Use the Post Check Now field to indicate whether or not you want to post the Check now.

CAUTION: If you do not want to create a cash disbursement at this time leave the Post Check Now box blank. The amount will be posted to Accounts Payable.

If you want to post the check now, check this box. You will automatically post a cash disbursement (check) and will have the opportunity to print the check from TravCom at this time.

Complete the fields that relate to the type of sale you are posting at this time.

16. 	At this point, you have the option of printing an invoice, posting the sale, or continuing through the windows for Sales Reporting, Itinerary and General Ledger distribution.

•	If you want to print an invoice, click on Print Invoice. You can do this from most screens at any point during the posting. For details on how to print an invoice review the help topic How to Print Invoices with Sales Posting . The invoice will print when you exit out of the Sales Posting function.

•	If you want to post the sale now click on the Post button.

•	If you want to continue with the other windows select the Next>> button.

NOTE: You have now completed all of the required fields to post this sale. All remaining fields are optional.

17. 	If you selected Next>>, the window shows fields for Sales Reporting information. These fields are used to provide information for your corporate sales reports and custom reports.

Fill in your Sales Reporting fields as required.

18. 	If you do not have itinerary information to enter you may post the sale at this time by clicking the Post button.

Select the Next>> button to enter itinerary detail for reporting purposes. Fill in the client's itinerary information if you will require it on any reports.

19. 	The remaining window contains information about the general ledger. It was completed automatically when you completed the window containing the Primary Product Code field (Accounts Payable).

You should not have to modify this window, and can click on the Post button at this time.

NOTE: It is recommended that you do not change these accounts and amounts as it may put statistics out of balance with financial information.

If you do want to change the G/L sale and cost of sale accounts go <<Back to the Accounts Payable window and change the Primary Product Code.

20. 	If you selected Print Check, the screen displays an image of the check stub and check on your screen. This is exactly the same window that appears when you are printing a check using Posting - Accounts Payable - Checks. For assistance with this screen review the help topic How to Post a Check for an Existing Invoice .


How to Post a General Ledger Adjustment
TravCom for Windows
How to Post a General Ledger Adjustment

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Posting menu select Accounts Payable, then Adjust Journal Entries.

2. 	In the Adjustment Type box select Current/Year to Date.

3. 	In the bottom half of the window enter your G/L adjustment entries. If your version of TravCom supports multiple branches and you have set up cross-branch posting , you can enter adjustments to any branch at this time.

Remember to enter debit values as positive numbers and credit values as negative numbers.

For a balanced entry the Proof fields for each month in each branch must equal zero (debits and credits must be equal).

4. 	Click on Post.

TravCom posts the adjustments to the specified general ledger accounts.

If the Proof fields for all months and/or branches do not equal zero (if you are trying to post an unbalanced entry) TravCom displays a warning message WARNING! The totals for this posting are not zero. Posting these adjustments could cause the general ledger to go out of balance. Do you wish to post these adjustments? Click on Yes to continue posting or No to return to the Adjustments screen and review or change your entry.

Click on Cancel to clear your screen if you want to start the posting from the beginning.

Click on Quit to exit this function and  to return to the main menu.


How to Post a Net Fare Sale
TravCom for Windows
How to Post a Net Fare Sale

Using Help 	Contacting TravCom 	TravCom on the Internet

A net fare ticket sale is posted in the same way as a basic ticket sale, with the exception of the Net Fare and Value Code fields. Net Fares are used if you have a special arrangement with an airline for additional commission than is reported on the A.R.C. Report.

1.	From the Posting menu select Accounts Receivable, then Sales, or click on the Sales Posting button  on the toolbar.

2.	Enter a client number or sort key, or select a client from the drop-down list, then press t or click on any other field on the screen.

The window shows the general information fields you must complete for this sales posting.

3.	Fill in the fields on the General window. Be sure to enter product code 0 so that this document appears on your A.R.C. report, and enter the 10-digit ticket number, not including the check digit.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Header Information .

4.	Click on the Next >> button to move to the next Sales Posting screen.

5.	The top part of the window displays several key fields you have entered so far. The rest of the window lets you enter Fare and Tax information for this sale.

If your agency handles bulk, discounted or consolidator tickets and you have enabled the Consolidated/Discounted Tickets option in Files - Setup - System Customization, two fare fields will be displayed. For all sales that do not involve these types of tickets, the Selling Fare and Published Fare should be equal.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Fares/Taxes .

6. 	Click on the Next>> button.

The window now shows fields for Payment Information. This window is used to define the form of payment. You may also post a related cash receipt at this time.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Forms of Payment .

7. 	Specify a Form of Payment. The default is Cash/Check.

•	If your form of payment is Credit Card you can enter a credit card number. (If a default credit card number was stored for this client in the client file it appears here, but can be overwritten.).

•	If your form of payment is Cash/Check and you are prepared to post a cash receipt (bank deposit) entry at this time, fill in the rest of the fields on the Payment Information window.

CAUTION: If your form of payment is Cash/Check and you complete the other fields on this window, you are posting a cash receipt or bank deposit entry. These fields are usually left blank so that the entire deposit may be entered together in Posting - Accounts Receivable - Cash Receipts.

If you enter an Amount Paid which is less than the total of the sale, and the client has no credit limit or exceeds their limit, you will be prompted for the Credit Password before you can continue posting this sale.

8. 	Click on the Next>> button.

The window now shows fields for Commission Information.

9. 	Fill in the commission percentage or amount, or the Net Cost. You may enter any one of these three fields and TravCom will automatically calculate the other two fields.

In the Net Fare field, you can enter the Net Net fare information any of three formats:

•	Enter the Net amount here, with no Value Code.

•	Enter the extra commission amount here, and a Value Code K.

•	Enter the extra commission percent here, and a Value Code C.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Commissions .

10. 	Select the Next>> button.

The window shows fields for Agent Information.

11. 	Define the booking and ticketing agent(s) for this sale.

If one or more outside sales agents were involved with this sale, enter the O/S agent's vendor number(s). The commission percentage and amount due to each one is displayed, based on the percentage stored in the client file (or in the O/S agent's vendor file if no value is specified in the client file) but can be modified.

TravCom calculates and displays the Gross and Net Commission based on the Selling Fare. The Gross Commission is the amount earned on the ticket and the Net Commission is the amount earned by the agency after all O/S agents have been paid.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Agents and Outside Sales Agents .

12. 	Select the Next>> button.

The window shows fields for Accounts Payable information.

13. 	The A.R.C. vendor is automatically displayed.

For a description of each field review the help topic Reference: Sales Posting: Vendors .

14. 	The Primary Product Code defaults to 0, as originally entered for this sale (on the General screen). For a standard airline ticket sale, do not change this. The AP amount and due date are also displayed.

15. 	At this point, you have the option of printing an invoice, posting the sale, or continuing through the windows for Sales Reporting, Itinerary and General Ledger distribution.

•	If you want to print an invoice, click on Print Invoice. You can do this from most screens at any point during the posting. For details on how to print an invoice review the help topic How to Print Invoices with Sales Posting . The invoice will print when you exit out of the Sales Posting function.

•	If you want to post the sale now click on the Post button.

•	If you want to continue with the other windows select the Next>> button.

NOTE: You have now completed all of the required fields to post this sale. All remaining fields are optional.

16. 	If you selected Next>>, the window shows fields for Sales Reporting information. These fields are used to provide information for your corporate sales reports and custom reports.

Fill in your Sales Reporting fields as required. For a description of how each field can be used review the help topic Reference: Sales Posting: Sales Reporting Fields .

If you do not want to enter itinerary information, you may post the sale at this time by clicking on the Post button.

17. 	Click on the Next>> button to enter itinerary detail for reporting purposes. Fill in the client's itinerary information if you will require it on any reports. You are not required to enter all itinerary fields. For example, if you are only interested in tracking routing and airlines flown, you can enter only the departure and arrival cities and carrier.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Itinerary .

18. 	The remaining window contains information about the general ledger. It was completed automatically when you completed the window containing the Primary Product Code field (Accounts Payable).

You should not have to modify this window, and can click on the Post button at this time.

NOTE: It is recommended that you do not change these accounts and amounts as it may put statistics out of balance with financial information.


How to Post a Partial Cash Receipt
TravCom for Windows
How to Post a Partial Cash Receipt

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Posting menu select Accounts Receivable, then Cash Receipts, or click on the Cash Receipts button on the toolbar.

2. 	Click on the Client radio button.

3. 	Enter the client number or sort key, or select from the drop-down list. Press t or click on any other field to display the Payment Information fields. TravCom will display the name and balance for the selected client account.

4. 	Fill in the Payment Information fields.

The fields on this screen will vary depending on whether the form of payment you select is Cash/Check, In House Charge or ATM.

For a description of what to enter in each field review the help topic Reference: Cash Receipts Posting .

TravCom displays a Proof in the lower left corner. This shows the amount of the cash receipt that has not yet been applied to invoices and/or the general ledger.

5. 	Click on the Next >> button to move on to the Invoice Distribution screen.

6. 	Select the invoice(s) against which this cash receipt is being reconciled.

To select invoices you can:

•	enter the applicable invoice number if you know it, or...

•	click on the drop-down button in the Invoice field and select a single invoice from the drop down list, or...

•	click on Tag to display and select from a list of outstanding invoices for this client, or...

•	click on Oldest to automatically apply the cash receipt to the oldest invoice(s).

If you have multiple branches and you have set up cross branch posting (in Files - General Ledger - Posting Accounts), all invoices for this account can be selected, regardless of the branch they are posted in.

7. 	Press t to move to the Amount field, or click once on the amount, then enter the amount you want to apply to this invoice. For a partial payment this will be less than the amount displayed.

NOTE: Changing the amount here tells TravCom to leave this invoice open on the client account. The remaining charge will continue to appear on the client account until you post additional cash receipts or other invoice transactions to reconcile this invoice.

8. 	When the Proof is zero you can click on the Post button to record this cash receipt.


How to Post a Sale with a Penalty
TravCom for Windows
How to Post a Sale with a Penalty

Using Help 	Contacting TravCom 	TravCom on the Internet

A sale which includes a penalty is posted in the same way as any other sales transaction. The only difference is that you can break the Penalty out from the Fare amount on the Fares and Taxes screen.

1.	From the Posting menu select Accounts Receivable, then Sales, or click on the Sales Posting button  on the toolbar.

2.	Enter a client number or sort key, or select a client from the drop-down list, then press t or click on any other field on the screen.

The window shows the general information fields you must complete for this sales posting.

3.	Fill in the fields on the General window.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Header Information .

4.	Click on the Next >> button to move to the next Sales Posting screen.

5.	The top part of the window displays several key fields you have entered so far. The rest of the window lets you enter Fare and Tax information for this sale.

If your agency handles bulk, discounted or consolidator tickets and you have enabled the Consolidated/Discounted Tickets option in Files - Setup - System Customization, two fare fields will be displayed. For all sales that do not involve these types of tickets, the Selling Fare and Published Fare should be equal.

To record the penalty separately from the base fare amount, subtract that amount from the fare and enter it in the Penalty field. If this screen shows both Published and Selling Fare fields, subtract the Penalty from both amounts. When you print your A.R.C. report, the penalty amount will be reflected in the Fare column, as required by A.R.C.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Fares/Taxes .

NOTE: If the VAT function has been turned on (in Files - Setup) the VAT/PST tax amounts are automatically calculated based on the Tax Rate Code specified in the first screen (General Window) and the corresponding formula in VAT Setup.

6. 	Click on the Next>> button.

The window now shows fields for Payment Information. This window is used to define the form of payment. You may also post a related cash receipt at this time.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Forms of Payment .

7. 	Specify a Form of Payment. The default is Cash/Check.

•	If your form of payment is Credit Card you can enter a credit card number. (If a default credit card number was stored for this client in the client file it appears here, but can be overwritten.).

•	If your form of payment is Cash/Check and you are prepared to post a cash receipt (bank deposit) entry at this time, fill in the rest of the fields on the Payment Information window.

•	For A.R.C. sales, do not select In House Charge or ATM as the form of payment. A.R.C. recognizes only Cash and Credit Card as forms of payment.

CAUTION: If your form of payment is Cash/Check and you complete the other fields on this window, you are posting a cash receipt or bank deposit entry. These fields are usually left blank so that the entire deposit may be entered together in Posting - Accounts Receivable - Cash Receipts.

If you enter an Amount Paid which is less than the total of the sale, and the client has no credit limit or exceeds their limit, you will be prompted for the Credit Password before you can continue posting this sale.

8. 	Click on the Next>> button.

The window now shows fields for Commission Information.

9. 	Fill in the commission percentage or amount, or the Net Cost. Don't forget to include the commission on the penalty amount, if any. You may enter any one of these three fields and TravCom will automatically calculate the other two fields.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Commissions .

For example, the Net Cost is calculated as the Gross Amount less the Commission Amount (less the VAT/PST on Comm. if this function has been turned on). TravCom displays the Commission Earned based on the Selling Fare .

10. 	Select the Next>> button.

The window shows fields for Agent Information.

11. 	Define the booking and ticketing agent(s) for this sale.

If one or more outside sales agents were involved with this sale, enter the O/S agent's vendor number(s). The commission percentage and amount due to each one is displayed, based on the percentage stored in the client file (or in the O/S agent's vendor file if no value is specified in the client file) but can be modified.

TravCom calculates and displays the Gross and Net Commission based on the Selling Fare. The Gross Commission is the amount earned on the ticket and the Net Commission is the amount earned by the agency after all O/S agents have been paid.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Agents and Outside Sales Agents .

12. 	Select the Next>> button.

The window shows fields for Accounts Payable information.

13. 	The A.R.C. vendor is automatically displayed.

For a description of each field review the help topic Reference: Sales Posting: Vendors .

14. 	The Primary Product Code defaults to 0, as originally entered for this sale (on the General screen). For a standard airline ticket sale, do not change this. The AP amount and due date are also displayed.

15. 	At this point, you have the option of printing an invoice, posting the sale, or continuing through the windows for Sales Reporting, Itinerary and General Ledger distribution.

•	If you want to print an invoice, click on Print Invoice. You can do this from most screens at any point during the posting. For details on how to print an invoice review the help topic How to Print Invoices with Sales Posting . The invoice will print when you exit out of the Sales Posting function.

•	If you want to post the sale now click on the Post button.

•	If you want to continue with the other windows select the Next>> button.

NOTE: You have now completed all of the required fields to post this sale. All remaining fields are optional.

16. 	If you selected Next>>, the window shows fields for Sales Reporting information. These fields are used to provide information for your corporate sales reports and custom reports.

Fill in your Sales Reporting fields as required. For a description of how each field can be used review the help topic Reference: Sales Posting: Sales Reporting Fields .

If you do not want to enter itinerary information, you may post the sale at this time by clicking on the Post button.

17. 	Click on the Next>> button to enter itinerary detail for reporting purposes. Fill in the client's itinerary information if you will require it on any reports. You are not required to enter all itinerary fields. For example, if you are only interested in tracking routing and airlines flown, you can enter only the departure and arrival cities and carrier.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Itinerary .

18. 	The remaining window contains information about the general ledger. It was completed automatically when you completed the window containing the Primary Product Code field (Accounts Payable).

You should not have to modify this window, and can click on the Post button at this time.

NOTE: It is recommended that you do not change these accounts and amounts as it may put statistics out of balance with financial information.


How to Post a Transaction the Exceeds that Client's Credit Limit
TravCom for Windows
How to Post a Transaction that Exceeds the Client's Credit Limit

Using Help 	Contacting TravCom 	TravCom on the Internet

When you manually post a cash sale to a client who does not have sufficient credit available, as determined by the Credit Limit entered in the client file, and the current outstanding balance, you must either enter a cash receipt at the time the sale is posted or provide the Credit Password to authorize the sale.

When posting the sale, a dialog box will be displayed from the Payment screen, requireing that you enter the Credit Password to continue with the sales posting.

If you do not know the credit password, you can display it on the Files - Setup - Password tab. Accessing this tab requires that you are logged on to TravCom with the Master level password , and it cannot be displayed if any other functions in TravCom are open. For assistance with these passwords, call the TravCom help desk. Support technicians can only assist the agency owner(s) or officers with functions relating to passwords, and will verify that the agency has a current Maintenance contract with TravCom.


How to Post a Travel Agency Fee Document
TravCom for Windows
How to Post a Travel Agency Fee Document

Using Help 	Contacting TravCom 	TravCom on the Internet

Posting a Travel Agency Fee document (TAF) is similar to posting a regular air ticket sale. If you have not created a controlled product code for TAFs, review the help topic How to Set Up Travel Agency Fee Documents (T.A.F.s)  before posting these transactions.

1.	From the Posting menu select Accounts Receivable, then Sales, or click on the Sales Posting button  on the toolbar.

2.	Enter a client number or sort key, or select a client from the drop-down list, then press t or click on any other field on the screen.

The window shows the general information fields you must complete for this sales posting.

3.	Fill in the fields on the General window. Be sure to enter the product code you have created for TAFs so that this document appears on your TAF report, and enter the 10-digit ticket number, not including the check digit.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Header Information .

4.	Click on the Next >> button to move to the next Sales Posting screen.

5.	The top part of the window displays several key fields you have entered so far. The rest of the window lets you enter Fare and Tax information for this sale.

If your agency handles bulk, discounted or consolidator tickets and you have enabled the Consolidated/Discounted Tickets option in Files - Setup - System Customization, two fare fields will be displayed. For all TAF transactions, the Selling Fare and Published Fare should be equal.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Fares/Taxes .

6. 	Click on the Next>> button.

The window now shows fields for Payment Information. This window is used to define the form of payment. You may also post a related cash receipt at this time.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Forms of Payment .

7. 	Specify the Form of Payment as Credit Card. You can enter a credit card number for tracking purposed if you so chose. (If a default credit card number was stored for this client in the client file it appears here, but can be overwritten.).

8. 	Click on the Next>> button.

The window now shows fields for Commission Information.

9. 	Fill in the commission percentage or amount, or the Net Cost. You may enter any one of these three fields and TravCom will automatically calculate the other two fields. As of the time of publication, A.R.C. was charging a 3.5% processing fee for all TAFs received, so you should enter 96.5% commission, which is the amount you expect to receive from A.R.C. for this document.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Commissions .

10. 	Select the Next>> button.

The window shows fields for Agent Information.

11. 	Define the booking and ticketing agent(s) for this sale.

If one or more outside sales agents were involved with this sale, enter the O/S agent's vendor number(s). The commission percentage and amount due to each one is displayed, based on the percentage stored in the client file (or in the O/S agent's vendor file if no value is specified in the client file) but can be modified.

TravCom calculates and displays the Gross and Net Commission based on the Selling Fare. The Gross Commission is the amount earned on the ticket and the Net Commission is the amount earned by the agency after all O/S agents have been paid.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Agents and Outside Sales Agents .

12. 	Select the Next>> button.

The window shows fields for Accounts Payable information.

13. 	Enter the vendor number for TAF documents. This may be the A.R.C. vendor, or may be another vendor account you have created specifically for TAFs.

For a description of each field review the help topic Reference: Sales Posting: Vendors .

14. 	The Primary Product Code defaults to the product code originally entered for this sale (on the General screen). You should not need to change this field for TAFs.

15. 	At this point, you have the option of printing an invoice, posting the sale, or continuing through the windows for Sales Reporting, Itinerary and General Ledger distribution.

•	If you want to print an invoice, click on Print Invoice. You can do this from most screens at any point during the posting. For details on how to print an invoice review the help topic How to Print Invoices with Sales Posting . The invoice will print when you exit out of the Sales Posting function.

•	If you want to post the sale now click on the Post button.

•	If you want to continue with the other windows select the Next>> button.

NOTE: You have now completed all of the required fields to post this sale. All remaining fields are optional.

16. 	If you selected Next>>, the window shows fields for Sales Reporting information. These fields are used to provide information for your corporate sales reports and custom reports.

Fill in your Sales Reporting fields as required. For a description of how each field can be used review the help topic Reference: Sales Posting: Sales Reporting Fields .

If you do not want to enter itinerary information, you may post the sale at this time by clicking on the Post button.

17. 	Click on the Next>> button to enter itinerary detail for reporting purposes.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Itinerary .

18. 	The remaining window contains information about the general ledger. It was completed automatically when you completed the window containing the Primary Product Code field (Accounts Payable).

You should not have to modify this window, and can click on the Post button at this time.

NOTE: It is recommended that you do not change these accounts and amounts as it may put statistics out of balance with financial information.


How to Post a Voucher
TravCom for Windows
How to Post a Voucher

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Posting menu select Accounts Receivable, then Vouchers.

The Vouchers window appears, allowing you to search for an existing voucher or create a new one.

2. 	Select the New Voucher button at the bottom of the window.

The next available voucher number is automatically assigned by TravCom. You can change this if you prefer to use another voucher number (such as the invoice number if this booking was in conjunction with a ticket sale).

3. 	Fill in the rest of the General Information fields.

For a description of what to enter in each field review the help topic Reference: Voucher Posting: General Information .

4. 	Click on the Voucher Information tab to display the next screen.

Most of the fields on this tab are optional. If you will require statistical reports for yourself or this client, or if you are going to print a voucher for this booking, this tab allows you to enter the details of the hotel/car rental arrangements.

For a description of what to enter in each field review the help topic Reference: Voucher Posting - Voucher Information .

5. 	Click on the Voucher Amounts/Status tab to display the next screen.

The information on this tab will be used for commission follow-up letters and can be used for reporting and reference.

Complete the rate, voucher total, and commission information. If this is a corporate client who will require savings reports on hotels and car rentals, enter the appropriate reference and low fares and an exception code.

Normally, you will leave the Status marked as Open.

For a description of what to enter in each field review the help topic Reference: Voucher Posting: Amounts/Status .

6. When you are finished select Post to save the new voucher.


How to Post an Accounts Payable Invoice
TravCom for Windows
How to Post an Accounts Payable Invoice

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Posting menu select Accounts Payable, then A/P Invoice.

2.	Enter a vendor number or sort key, or select a vendor from the drop-down list. Press t or click on any other field on the screen.

Once you have selected a vendor, you cannot change it. If you selected the wrong vendor, click on Cancel and start again.

3. 	Fill in the rest of the fields on the General Invoice Information screen.

The Invoice No. must be a number not previously used for this vendor. TravCom will adjust the original invoice information rather than create a new entry.

If you are entering a credit (the vendor owes you) remember to enter a negative amount.

If you are invoicing an outside agent for services or supplies enter a negative amount to reduce the commissions due.

If you have VAT or PST enter the Net Amount without taxes. TravCom calculates and displays VAT/PST based on your VAT Table and the product code you have selected.

For a description of what to enter in each field review the help topic Reference: Accounts Payable Invoice Posting .

CAUTION: For an A/P Invoice, do not select the Balance Forward check box. This is used only for posting beginning balance entries during your agency's initial conversion to TravCom.

4. 	Select the Next>> button. This button is not available until you have specified an invoice number.

The window prompts you for a G/L Distribution. This is where you will distribute the balance entered in the Net Amount field to one or more general ledger accounts.

CAUTION: TravCom will automatically adjust the vendor file and the Accounts Payable G/L account attached to the Product Code you selected. Do not select the Accounts Payable general ledger account! You only need to identify the other accounts and entries. For example, you might specify Telephone & Telex Expense or Rent Expense.

If the expense vendor file is built correctly and an expense G/L account is stored, that account is displayed. If the expense vendor file does not reference any general ledger expense account, TravCom will insert the expense G/L for the product code selected. You can accept this default, change the G/L account, or reduce the amount charged so that you can distribute the total amount among multiple expense accounts.

Select the G/L account(s) to which you want to allocate all or part of the invoice amount, and enter the amount to be allocated. If your version of TravCom supports multiple branches, you can also define the branch to which this expense should be applied.

For agencies with the Divisional option activated (in Files - Setup), remember to enter the correct division(s) to which this expense should be applied.

5. 	If you are posting this invoice to one account only, press t until the cursor moves to the next line and the Post button is available.

If you would like to distribute this invoice to multiple G/L accounts type in the amount to be posted to this account and press t to move the cursor to the next line. You may now select the next G/L account. Repeat these entries until the full invoice amount has been distributed. Each time you select an account TravCom calculates and displays the remaining amount.

6. 	Click on the Post button. This button does not become available until the invoice amount an distribution amounts are equal.

TravCom will post the invoice to the Accounts Payable G/L account and the offsetting expense G/L account(s) you have identified.


How to Post an Accounts Receivable Invoice
TravCom for Windows
How to Post an Accounts Receivable Invoice

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Posting menu select Accounts Receivable then A/R Invoices.

2.	Enter a client number or sort key, or select a client from the drop-down list. Press t or click on any other field on the screen.

3. 	Fill in the rest of the fields on the General Invoice Information screen.

If you are crediting the client's account remember to enter a negative amount.

For a description of what to enter in each field review the help topic Reference: Accounts Receivable Invoice Posting .

CAUTION: For an A/R invoice, do not select the Balance Forward check box. This is used only for posting beginning balance entries during your agency's initial conversion to TravCom.

4. 	Select the Next>> button. This button is not available until you have specified an Invoice Number.

The window prompts you for G/L Distribution. This is where you distribute the balance you entered in the Amount field to one or more general ledger accounts.

CAUTION: TravCom automatically adjusts the client file and Accounts Receivable G/L account attached to the product code you selected. Do not select the Accounts Receivable G/L account! You only need to identify the other accounts and entries. For example, you might specify 10.00 to Postage and 5.00 to Other Income.

Select a G/L account and enter the amount to be applied to that account, then press t. For the first account you select, the total amount is entered automatically for you. If your version of TravCom supports multiple branches, you can also define the branch to which this amount should be applied.

For agencies with the Divisional option activated (in Files - Setup), remember to enter the correct division(s) to which the amount should be applied.

5. 	If you are posting this invoice to one account only, press t until the cursor moves to the next line and the Post button is available.

If you would like to distribute this invoice to multiple G/L accounts type in the amount to be posted to this account and press t to move the cursor to the next line. You may now select the next G/L account. Repeat these entries until the full invoice amount has been distributed. Each time you select an account TravCom calculates and displays the remaining amount.

6. 	If you want to print a copy of this invoice click on Print Invoice. For assistance printing an invoice review the help screen How to Print Invoices with Accounts Receivable Invoice Posting .

7. 	Click on the Post button. This button does not become available until the invoice amount and distribution amounts are equal.

TravCom will post the invoice to the client account, the Accounts Receivable G/L account and the offsetting G/L account(s) you have identified.


How to Post an Electronic Ticket Sale
TravCom for Windows
How to Post an Electronic Ticket Sale

Using Help 	Contacting TravCom 	TravCom on the Internet

An Electronic ticket (E-ticket) sale is posted in the same way as any other airline ticket sale. The only difference is the E-Ticket field that you will mark on the Header Information screen.

1.	From the Posting menu select Accounts Receivable, then Sales, or click on the Sales Posting button  on the toolbar.

2.	Enter a client number or sort key, or select a client from the drop-down list, then press t or click on any other field on the screen.

The window shows the general information fields you must complete for this sales posting.

3.	Fill in the fields on the General window. Be sure to mark the E-ticket check box, enter product code 0 so that this document appears on your A.R.C. report, and enter the 10-digit ticket number, not including the check digit.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Header Information .

4.	Click on the Next >> button to move to the next Sales Posting screen.

5.	The top part of the window displays several key fields you have entered so far. The rest of the window lets you enter Fare and Tax information for this sale.

If your agency handles bulk, discounted or consolidator tickets and you have enabled the Consolidated/Discounted Tickets option in Files - Setup - System Customization, two fare fields will be displayed. For all sales that do not involve these types of tickets, the Selling Fare and Published Fare should be equal.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Fares/Taxes .

NOTE: If the VAT function has been turned on (in Files - Setup) the VAT/PST tax amounts are automatically calculated based on the Tax Rate Code specified in the first screen (General Window) and the corresponding formula in VAT Setup.

6. 	Click on the Next>> button.

The window now shows fields for Payment Information. This window is used to define the form of payment. You may also post a related cash receipt at this time.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Forms of Payment .

7. 	Specify a Form of Payment. The default is Cash/Check.

•	If your form of payment is Credit Card you can enter a credit card number. (If a default credit card number was stored for this client in the client file it appears here, but can be overwritten.).

•	If your form of payment is Cash/Check and you are prepared to post a cash receipt (bank deposit) entry at this time, fill in the rest of the fields on the Payment Information window.

•	For A.R.C. sales, do not select In House Charge or ATM as the form of payment. A.R.C. recognizes only Cash and Credit Card as forms of payment.

CAUTION: If your form of payment is Cash/Check and you complete the other fields on this window, you are posting a cash receipt or bank deposit entry. These fields are usually left blank so that the entire deposit may be entered together in Posting - Accounts Receivable - Cash Receipts.

If you enter an Amount Paid which is less than the total of the sale, and the client has no credit limit or exceeds their limit, you will be prompted for the Credit Password before you can continue posting this sale.

8. 	Click on the Next>> button.

The window now shows fields for Commission Information.

9. 	Fill in the commission percentage or amount, or the Net Cost. You may enter any one of these three fields and TravCom will automatically calculate the other two fields.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Commissions .

For example, the Net Cost is calculated as the Gross Amount less the Commission Amount (less the VAT/PST on Comm. if this function has been turned on). TravCom displays the Commission Earned based on the Selling Fare .

10. 	Select the Next>> button.

The window shows fields for Agent Information.

11. 	Define the booking and ticketing agent(s) for this sale.

If one or more outside sales agents were involved with this sale, enter the O/S agent's vendor number(s). The commission percentage and amount due to each one is displayed, based on the percentage stored in the client file (or in the O/S agent's vendor file if no value is specified in the client file) but can be modified.

TravCom calculates and displays the Gross and Net Commission based on the Selling Fare. The Gross Commission is the amount earned on the ticket and the Net Commission is the amount earned by the agency after all O/S agents have been paid.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Agents and Outside Sales Agents .

12. 	Select the Next>> button.

The window shows fields for Accounts Payable information.

13. 	The A.R.C. vendor is automatically displayed.

For a description of each field review the help topic Reference: Sales Posting: Vendors .

14. 	The Primary Product Code defaults to 0, as originally entered for this sale (on the General screen). For a standard airline ticket sale, do not change this. The AP amount and due date are also displayed.

15. 	At this point, you have the option of printing an invoice, posting the sale, or continuing through the windows for Sales Reporting, Itinerary and General Ledger distribution.

•	If you want to print an invoice, click on Print Invoice. You can do this from most screens at any point during the posting. For details on how to print an invoice review the help topic How to Print Invoices with Sales Posting . The invoice will print when you exit out of the Sales Posting function.

•	If you want to post the sale now click on the Post button.

•	If you want to continue with the other windows select the Next>> button.

NOTE: You have now completed all of the required fields to post this sale. All remaining fields are optional.

16. 	If you selected Next>>, the window shows fields for Sales Reporting information. These fields are used to provide information for your corporate sales reports and custom reports.

Fill in your Sales Reporting fields as required. For a description of how each field can be used review the help topic Reference: Sales Posting: Sales Reporting Fields .

If you do not want to enter itinerary information, you may post the sale at this time by clicking on the Post button.

17. 	Click on the Next>> button to enter itinerary detail for reporting purposes. Fill in the client's itinerary information if you will require it on any reports. You are not required to enter all itinerary fields. For example, if you are only interested in tracking routing and airlines flown, you can enter only the departure and arrival cities and carrier.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Itinerary .

18. 	The remaining window contains information about the general ledger. It was completed automatically when you completed the window containing the Primary Product Code field (Accounts Payable).

You should not have to modify this window, and can click on the Post button at this time.

NOTE: It is recommended that you do not change these accounts and amounts as it may put statistics out of balance with financial information.


How to Post an MCO as Part of an Exchange Transaction
TravCom for Windows
How to Post an MCO as Part of an Exchange Transaction

Using Help 	Contacting TravCom 	TravCom on the Internet

When posting an MCO as part of an exchange transaction (for example, when a client exchanges a non-refundable ticket for one of lesser value and you issue an MCO for the remainder of the original ticket), you are not required to post the MCO into TravCom. However, in order to account for the document number, and have a record in your TravCom database in case of questions in the future, you can post the MCO through Sales Posting with a zero value.

The MCO can be posted as a new sale, or you can repeat the sales transaction for the new ticket and modify the document number and any other fields as required. This help topic describes the former procedure. To instructions on how to repeat a previously posted sale review the help topic How to Repeat a Previously Posted Sale .

1.	From the Posting menu select Accounts Receivable, then Sales, or click on the Sales Posting button  on the toolbar.

2.	Enter a client number or sort key, or select a client from the drop-down list, then press t or click on any other field on the screen.

The window shows the general information fields you must complete for this sales posting.

3.	Fill in the fields on the General window.

It is recommended that you use the same invoice number for the MCO as was used for the new ticket posting, to simplify queries that may arise in the future.

Be sure to enter product code 0 so that this document appears on your A.R.C. report, and enter the 10-digit ticket number, not including the check digit.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Header Information .

4.	Click on the Next >> button to move to the next Sales Posting screen.

5.	The top part of the window displays several key fields you have entered so far. The rest of the window lets you enter Fare and Tax information for this sale.

If your agency handles bulk, discounted or consolidator tickets and you have enabled the Consolidated/Discounted Tickets option in Files - Setup - System Customization, two fare fields will be displayed. Normally, any additional penalty posted as an add/collect will be included on the sales posting for the new ticket. The MCO should be entered to show no fare and no taxes, as no additional amounts will be collected or refunded to the client.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Fares/Taxes .

6. 	Click on the Next>> button.

The window now shows fields for Payment Information. This window is used to define the form of payment. Select Cash/Check, as A.R.C. requires that all even exchange transactions be included with your Cash batch, regardless of the original form of payment.

CAUTION: If your form of payment is Cash/Check and you complete the other fields on this window, you are posting a cash receipt or bank deposit entry. Be sure to leave these fields blank for this posting.

8. 	Click on the Next>> button.

The window now shows fields for Commission Information. There should be no commission adjustment for the MCO, so these fields should normally remain zeros.

10. 	Click on the Next>> button.

The window shows fields for Agent Information.

11. 	Define the booking and ticketing agent(s) for this sale.

If one or more outside sales agents were involved with this sale, you can enter the O/S agent's vendor number(s) for reference. No commission adjustment will occur unless you manually enter a commission amount (positive or negative) on this screen.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Agents and Outside Sales Agents .

12. 	Select the Next>> button.

The window shows fields for Accounts Payable information.

13. 	The A.R.C. vendor is automatically displayed.

For a description of each field review the help topic Reference: Sales Posting: Vendors .

14. 	The Primary Product Code defaults to 0, as originally entered for this sale (on the General screen). If this document is part of an exchanged ticket, leave the Primary Product Code 0.

15. 	At this point, you have the option of printing an invoice, posting the sale, or continuing through the windows for Sales Reporting, Itinerary and General Ledger distribution.

•	If you want to print an invoice, click on Print Invoice. You can do this from most screens at any point during the posting. For details on how to print an invoice review the help topic How to Print Invoices with Sales Posting . The invoice will print when you exit out of the Sales Posting function.

•	If you want to post the sale now click on the Post button.

•	If you want to continue with the other windows select the Next>> button.

NOTE: You have now completed all of the required fields to post this sale. All remaining fields are optional.

16. 	If you selected Next>>, the window shows fields for Sales Reporting information. These fields are used to provide information for your corporate sales reports and custom reports.

Fill in your Sales Reporting fields as required. For a description of how each field can be used review the help topic Reference: Sales Posting: Sales Reporting Fields .

If you do not want to enter itinerary information, you may post the sale at this time by clicking on the Post button.

17. 	Click on the Next>> button to enter itinerary detail for reporting purposes. Fill in the client's itinerary information if you will require it on any reports. Remember that the itinerary information was also recorded on the new ticket sales transaction. Do not enter the itinerary again if this will cause unwanted duplication and confusion on your reports.

You are not required to enter all itinerary fields. For example, if you are only interested in tracking routing and airlines flown, you can enter only the departure and arrival cities and carrier.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Itinerary .

18. 	The remaining window contains information about the general ledger. It was completed automatically when you completed the window containing the Primary Product Code field (Accounts Payable).

You should not have to modify this window, and can click on the Post button at this time.

NOTE: It is recommended that you do not change these accounts and amounts as it may put statistics out of balance with financial information.


How to Post an MCO/Tour Order
TravCom for Windows
How to Post an MCO/Tour Order

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Posting menu select Accounts Receivable, then Sales, or click on the Sales Posting button  on the toolbar.

2.	Enter a client number or sort key, or select a client from the drop-down list, then press t or click on any other field on the screen.

The window shows the general information fields you must complete for this sales posting.

3.	Fill in the fields on the General window. Be sure to enter product code 0 so that this document appears on your A.R.C. report, and enter the 10-digit ticket number, not including the check digit.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Header Information .

4.	Click on the Next >> button to move to the next Sales Posting screen.

5.	The top part of the window displays several key fields you have entered so far. The rest of the window lets you enter Fare and Tax information for this sale.

If your agency handles bulk, discounted or consolidator tickets and you have enabled the Consolidated/Discounted Tickets option in Files - Setup - System Customization, two fare fields will be displayed. For all sales that do not involve these types of tickets, the Selling Fare and Published Fare should be equal.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Fares/Taxes .

NOTE: If the VAT function has been turned on (in Files - Setup) the VAT/PST tax amounts are automatically calculated based on the Tax Rate Code specified in the first screen (General Window) and the corresponding formula in VAT Setup.

6. 	Click on the Next>> button.

The window now shows fields for Payment Information. This window is used to define the form of payment. You may also post a related cash receipt at this time.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Forms of Payment .

7. 	Specify a Form of Payment. The default is Cash/Check.

•	If your form of payment is Credit Card you can enter a credit card number. (If a default credit card number was stored for this client in the client file it appears here, but can be overwritten.).

•	If your form of payment is Cash/Check and you are prepared to post a cash receipt (bank deposit) entry at this time, fill in the rest of the fields on the Payment Information window.

•	For A.R.C. sales, do not select In House Charge or ATM as the form of payment. A.R.C. recognizes only Cash and Credit Card as forms of payment.

CAUTION: If your form of payment is Cash/Check and you complete the other fields on this window, you are posting a cash receipt or bank deposit entry. These fields are usually left blank so that the entire deposit may be entered together in Posting - Accounts Receivable - Cash Receipts.

If you enter an Amount Paid which is less than the total of the sale, and the client has no credit limit or exceeds their limit, you will be prompted for the Credit Password before you can continue posting this sale.

8. 	Click on the Next>> button.

The window now shows fields for Commission Information.

9. 	Fill in the commission percentage or amount, or the Net Cost. You may enter any one of these three fields and TravCom will automatically calculate the other two fields.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Commissions .

For example, the Net Cost is calculated as the Gross Amount less the Commission Amount (less the VAT/PST on Comm. if this function has been turned on). TravCom displays the Commission Earned based on the Selling Fare .

10. 	Select the Next>> button.

The window shows fields for Agent Information.

11. 	Define the booking and ticketing agent(s) for this sale.

If one or more outside sales agents were involved with this sale, enter the O/S agent's vendor number(s). The commission percentage and amount due to each one is displayed, based on the percentage stored in the client file (or in the O/S agent's vendor file if no value is specified in the client file) but can be modified.

TravCom calculates and displays the Gross and Net Commission based on the Selling Fare. The Gross Commission is the amount earned on the ticket and the Net Commission is the amount earned by the agency after all O/S agents have been paid.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Agents and Outside Sales Agents .

12. 	Select the Next>> button.

The window shows fields for Accounts Payable information.

13. 	The A.R.C. vendor is automatically displayed. If the MCO or Tour Order you are posting is not for air travel, you may want to change the vendor at this time so that the true supplier reflects the productivity of this sale rather than the validating carrier. For example, if you have validated a document on American Airlines for an American FlyAAway package, changing the vendor number on this screen assures that your productivity for American Airlines is not overstated, and the productivity for American FlyAAway is not understated.

For a description of each field review the help topic Reference: Sales Posting: Vendors .

14. 	The Primary Product Code defaults to 0, as originally entered for this sale (on the General screen). You will also want to change the Primary Product Code for this sale, so that the general ledger entries (income and expense) and statistics for this transaction reflect the correct type of sale. For example, if you change the primary product code to TOURS, the Tour Income and Tour Cost of Sales (if relevant) accounts will be affected by this transaction, instead of the Air Income and Air Cost of Sales (if relevant) account, and the agent will receive productivity credit for a Tour sale, not an Air sale.

15. 	At this point, you have the option of printing an invoice, posting the sale, or continuing through the windows for Sales Reporting, Itinerary and General Ledger distribution.

•	If you want to print an invoice, click on Print Invoice. You can do this from most screens at any point during the posting. For details on how to print an invoice review the help topic How to Print Invoices with Sales Posting . The invoice will print when you exit out of the Sales Posting function.

•	If you want to post the sale now click on the Post button.

•	If you want to continue with the other windows select the Next>> button.

NOTE: You have now completed all of the required fields to post this sale. All remaining fields are optional.

16. 	If you selected Next>>, the window shows fields for Sales Reporting information. These fields are used to provide information for your corporate sales reports and custom reports.

Fill in your Sales Reporting fields as required. For a description of how each field can be used review the help topic Reference: Sales Posting: Sales Reporting Fields .

If you do not want to enter itinerary information, you may post the sale at this time by clicking on the Post button.

17. 	Click on the Next>> button to enter itinerary detail for reporting purposes. Fill in the client's itinerary information if you will require it on any reports. You are not required to enter all itinerary fields. For example, if you are only interested in tracking routing and airlines flown, you can enter only the departure and arrival cities and carrier.

For a description of what to enter in each field review the help topic Reference: Sales Posting: Itinerary .

18. 	The remaining window contains information about the general ledger. It was completed automatically when you completed the window containing the Primary Product Code field (Accounts Payable).

You should not have to modify this window, and can click on the Post button at this time.

NOTE: It is recommended that you do not change these accounts and amounts as it may put statistics out of balance with financial information.


How to Post General Ledger Beginning Balances
TravCom for Windows
How to Post General Ledger Beginning Balances

Using Help 	Contacting TravCom 	TravCom on the Internet

When you begin using TravCom you need to enter beginning balances for your G/L accounts. These will be the closing balances from your previous accounting system or manual books

It is important to have a clean cut-off date for your accounting records which coincides with your "Go Live" date for TravCom. All transactions prior to this date should be entered into your old accounting system and all transactions after this date must be posted into TravCom

Before you post G/L beginning balances, be sure that you have set up all the necessary G/L accounts in Files - General Ledger. For assistance adding new accounts to your general ledger, review the help topic How to Add a General Ledger Account , or see Chapter 4, Maintaining Agency Data Files, in your User's Guide.

To post Beginning General Ledger Balances:

1.	From the Posting menu select Accounts Payable, then Adjust Journal Entries.

2.	In the Adjustment Type box select Beginning Balances.

3.	In the bottom half of the window enter each general ledger account and its beginning balance.

Remember to enter debit values as positive numbers and credit values as negative numbers.

For a balanced entry the Proof fields must equal zero (debits and credits must be equal).

Unless you specify another month, TravCom will post Beginning Balance entries to the first accounting month of your fiscal year.

4. 	Click on Post.

If the Proof field is zero, TravCom posts the beginning balances to the specified general ledger accounts.

If the Proof field is not zero (if you are trying to post an unbalanced entry) TravCom displays a warning message WARNING! The totals for this posting are not zero. Posting these adjustments could cause the general ledger to go out of balance. Do you wish to post these adjustments? Click on Yes to continue posting or No to return to the Adjustments screen and review or change your entry.


How to Post Interfaced Data
TravCom for Windows
How to Post Interfaced Data

Using Help 	Contacting TravCom 	TravCom on the Internet

Before posting interface records, be sure that you have corrected any mistakes in Edit Data, and Verified the records to be certain you have not missed any errors or warnings . Review the help topics How to Edit Interfaced Data  and How to Verify Interface Data  for assistance with these procedures.

1. 	From the Interface menu select the Interface (A, B, C or D) that you want to post, then select Post.

2. 	If these interfaced records should be posted to the current Accounting Month , as displayed at the bottom of your screen, do not mark the Post Sales Against Next Month check box. If these interface records should be posted against the next Accounting Month, mark this check box.

If your interface records include both records for the current month and the next month, you may choose to post part of the interface records at this time, selecting the correct month, then post the remaining records to the other month. For assistance selecting the records to post now, review the help topic How to Post Part of an Interface Data File .

3. 	If your version of TravCom supports multiple branches you can click on Branches to control which branches' records are posted. If you do not make any branch selection, all records in this interface will be posted.

4. 	Click on the Post button.


How to Post Part of an Interface Data File
TravCom for Windows
How to Post Part of an Interface Data File

Using Help 	Contacting TravCom 	TravCom on the Internet

If you are not prepared to post all of the records in an Interface file (for example, if you have received several days' records into a single interface and want to post some records to the current Accounting Month and the remainder to the Next month, or if you have not yet corrected all of the records in this interface file) you can select which records will be posted and which will not.

1.	From the Interface menu select the Interface (A, B, C or D) that you want to post, then select Edit Data.

2.	Click on the Browse button to view all records in this interface.

3.	The Invoice Information radio box is marked by default. You can only select records to post from this display setting.

4.	Use the scroll bar at the bottom of this window to scroll all the way to the far right of this window. The last column shown will be Post.

5.	By default all records will be marked Yes, indicating they will all be posted. For each record that you do not want to post at this time, change the entry in this column to No.

To change the entry for individual records, click on the record you do not want to post, in the Post column. A drop down list arrow will appear at the end of the field. Click on the arrow, then click on No.

To change the entry for multiple records at once, review the help topic How to Edit Groups of Interface Records for instructions on how to use the Replace Tagged Records option.

Note: Once an interface record has been changed from Yes to No in this field, the record will not be posted until you return to this screen and change the entry again, indicating that it is now acceptable to post this record.

6.	When all records have been corrected, click on OK to exit out of Browse, then Quit to exit from the Edit Data function.

7.	You are now ready to post the records which show Yes in the Post field. For instructions on posting an Interface file, review the help topic How to Post Interfaced Data .

CAUTION: Do not forget to return to the Browse screen in Edit Data to change the Post entry to Yes when you are ready to post the remaining interface records.


How to Post Recurrent Payments
TravCom for Windows
How to Post Recurrent Payments

Using Help 	Contacting TravCom 	TravCom on the Internet

When you post recurrent payments TravCom creates a payable invoice and updates the associated general ledger accounts.

You can choose to post a single selected payment group or all groups at one time. For example, if you set up all payments which are due on the 15th of the month as Group A, then posting group A will automatically create all of those invoices.

To post recurrent payments:

1.	From the Posting menu select Accounts Payable, then Recurrent Payments.

2. 	Click on the Post button.

You will be prompted for a Payment Group. Enter the group of recurrent payments you want to post, as created on the Payment Info. tab of each recurrent payment. If you want to post two or more groups (but not all groups) you will need to repeat this procedure for each group.

3. 	If you want to post all accounting into the next fiscal month click on the Post Against Next Month check box. If these transactions belong in the accounting month shown at the bottom of your screen leave this check box blank.

4. 	Click on Post.

TravCom will display the message Posting Recurrent Payments, then a confirmation message Recurrent Payments have been posted.

TravCom creates invoices for all of the transactions in the specified Payment Group and updates the general ledger accounts as defined in each recurrent payment item.

5. 	If you do not want to post any additional recurrent payments click on Quit to exit this function. Otherwise, repeat steps 2 through 4 until all required Recurrent Payments groups have been posted.


How to Print an A.R.C./Periodic Sales Report
TravCom for Windows
How to Print an A.R.C./Periodic Sales Report

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Reports menu select Sales, then A.R.C./Periodic Sales Report.

2. 	Select the type of report you want to print and the date range to be printed. For a description of each field and how it is used review the help topic Reference: A.R.C./Periodic Sales Report .

3. 	Click on the Print button.


How to Print an Invoice
TravCom for Windows
How to Print an Invoice

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You can print an invoice for any transaction posted to a client account in TravCom except those marked Void, Adjusted, or Resubmitted. Invoices can be printed from four functions in TravCom:

Posting - Accounts Receivable - Sales - you can select the Print Invoice button from any screen. All requested invoices will be printed when you exit from the Sales Posting function. Use this option when you are posting, adjusting or refunding a sales transaction. All transactions posted with this invoice number will be included on the invoice.

Posting - Accounts Receivable - AR Invoices - you can select the Print Invoice button at any time after you have specified a client number and an invoice number. Use this option when you are posting a charge or credit to a client in the AR Invoices function. All requested invoices will be printed when you exit from the AR Invoices function. All transactions posted with this invoice number will be included on the invoice.

Posting - Accounts Receivable - Cash Receipts - you can select the Print Invoice button only when you are creating a new invoice in context. As this option is only available for new invoices, only the transaction you are posting will be printed on the invoice. All requested invoices will be printed when you exit from the Cash Receipts function. Use this function when you are creating a new invoice or credit memo for a client due to a Cash Receipt posting. For example, to inform a client that they have paid for an invoice that was voided, or to bill a client for an returned check.

Files - Queries - Invoices - you can select the Print Invoice button when the detail of a transaction is displayed on the screen. Invoices will be printed as you request them. Use this option when you need another copy of a invoice for an item which has already been posted in TravCom. All transactions posted with this invoice number will be included on the invoice, regardless of the original source (Interface, Sales Posting, AR Invoices or Cash Receipts).

When you click on the Print Invoice button, you can enter a name and address to appear on the invoice, and up to three lines of remarks to print at the bottom of the invoice.

Then click on OK. For assistance with the Print Invoice dialog box review the help topic Reference: Print Invoice .


How to Print an Invoice Query Report
TravCom for Windows
How to Print an Invoice Query Report

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1. 	From the Files menu select Queries, then Invoices.

2. 	Click on the Accounts Receivable or Accounts Payable radio box to indicate whether you want to print an Invoice Query Report for a client or vendor account.

3. 	Identify whether you want to review a client/vendor account or a specified invoice number, and whether or not TravCom should include paid invoices and invoices from other branches (if relevant).

4. 	Enter the client, vendor or invoice number you want to review, then click on Search.

5. 	When the requested records are displayed, click on the Print List button.

If you have converted from an earlier version of TravCom, these reports replace the A/R Open Invoice Query and A/P Open Invoice Query reports.


How to Print Invoices with Accounts Receivable Invoice Posting
TravCom for Windows
How to Print Invoices with Accounts Receivable Invoice Posting

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Posting menu select Accounts Receivable, then AR Invoices.

2. 	Enter the client number to which you want to post an invoice, then enter the invoice number or accept the default Next Invoice Number suggested by TravCom.

3. 	Once you have indicated the client and invoice numbers, the Print Invoice button will be enabled. You can click on this button at any time during your posting. For assistance posting an AR Invoice, review the help topic How to Post an Accounts Receivable Invoice .

All invoices requested during this posting session will be printed when you exit from the AR Invoices function.


How to Print Invoices with Invoice Query
TravCom for Windows
How to Print Invoices with Invoice Query

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Queries, then Invoices.

2. 	Click on the Accounts Receivable radio box to indicate that you want to review a client account or invoice.

3. 	Identify whether you want to review a client number or a specific invoice number, and whether or not TravCom should include paid invoices and invoices from other branches (if relevant).

4. 	Enter the client or invoice number you want to review, then click on Search.

5. 	When the requested records are displayed, click on the invoice you want to print, then click on Select to display the invoice detail.

6. 	Click on the Print Invoice button.

7. 	The client name and address are automatically inserted from the client account. You can accept this entry or change it at this time. You can also type in up to three lines of remarks to print at the bottom of the invoice.

8. 	Click on OK. Invoices printed from the Invoice Query screen will be printed as they are requested.

For assistance with the Print Invoice dialog box review the help topic Reference: Print Invoice .


How to Print Invoices with Sales Posting
TravCom for Windows
How to Print Invoices with Sales Posting

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On any window during a Sales Posting you can select the Print Invoice button. This option tells TravCom to print an invoice when you exit from Sales Posting and allows you to modify client name/address information and specify invoice remarks.

Each printed invoice will show all transactions posted with that invoice number. For example, if a client had multiple sales and you posted them all with Invoice number 44, all sales would print on one invoice. If you prefer to have each sale appear on a separate invoice, you must use separate invoice numbers when you post the sales.

If the Invoice amount is for a negative value the invoice will be labeled Credit Memo.

To print an invoice:

1. 	Click on the Print Invoice button.

2. 	The client name and address are automatically inserted from the client account. You can accept this entry or change it at this time. You can also type in up to three lines of remarks to print at the bottom of the invoice.

NOTE: If you want itinerary details to appear on the invoice you must enter it in the remarks line.

3. 	Click on OK.

You will be returned to your Sales Posting window. The invoice print request will be stored until you exit from Sales Posting and all Invoices requested during this posting session will be printed at one time.

4. 	Continue posting sales.

5. 	When you are finished posting sales, click on Quit to leave the Sales Posting function.

A Print Invoices dialog box appears with a warning: Preparing to print invoices. Be sure invoice printer is ready for printing.

For assistance with the Print Invoice dialog box review the help topic Reference: Print Invoice .


How to Print Journals
TravCom for Windows
How to Print Journals

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1. 	From the Periodic menu select Print Journals.

2. 	Select the journals you want to print at this time. Note that journals which appear in gray do not include new data since the last time journals were printed. For a description of the options available on this screen, review the help topic Reference: Print Journals .

3. 	If your version of TravCom supports multiple branches, you can select the branches to be included by clicking on the Branches button.

4. 	Click on the Print button to start this function. For a description of the fields and options on this screen review the help topic Reference: Chart of Accounts .


How to Print the Chart of Accounts
TravCom for Windows
How to Print the Chart of Accounts

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1. 	From the Reports menu select General Ledger, then Chart of Accounts.

2. 	To print all posting accounts, skip to step 3. To select which accounts to print you can:

•	enter a starting and ending account number, and/or…

•	check the Include Format Accounts check box or…

•	use the Tag Options button to select individual accounts.

For a description of the fields and options on this screen review the help topic Reference: Chart of Accounts .

3. 	Click on the Print button. For additional assistance with the Print  Setup dialog box, review the help topic Reference: Print Setup .


How to Program Messages to Appear in TravCom
TravCom for Windows
How to Program Messages to Appear in TravCom

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1. 	From the Utilities menu select Calendar/Bulletin Board, or click on the Calendar button on the Tool bar.

2. 	Click on the Messages button.

From the screen that is displayed you can add New messages, or Edit or Delete existing messages.

3. 	Select the message you want to modify by clicking on it, then on the Edit button, or enter a new message by clicking on the New button.

4. 	Select the frequency at which you want toe message to be displayed:

•	Select by Date if you want the message to be displayed once, on a specific date (for example, December 25, 1999). Then enter the date on which you want to message to be displayed.

•	Select Day of the Week if you want the message to be displayed every week (for example, every Monday) until you delete it from your system. Then select the day of the week on which you want your message to be displayed.

•	Select Day of the Month if you want the message to be displayed on the same day of every month (for example, the 10th of the month) until you delete it from your system. The enter the day of the month on which you message should be displayed.

Note that if you do not load TravCom on a day for which there is a message to be displayed, the message will appear the first time you load TravCom after that day/date.

For a description of each field review the help topic Reference: Calendar/Bulletin Board .

5. 	Type in your message, This is a free-form field, so you can use letters, numbers and symbols.

6. 	Click on Save to update your Bulletin Board file.

7. 	You can now add or edit another message, or click on OK to exit out of the Bulletin Board function.

8. 	Click on Close to exit out of the Calendar window when you are finished.

Messages on the bulletin board are displayed each day when you load TravCom, just after you Log on.


How to Reconcile a Cash Account with the Bank
TravCom for Windows
How to Reconcile a Cash Account with the Bank

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It is recommended that you do bank reconciliation before you close the month. While you may reconcile the bank account after the month end, the bank reconciliation adjustments will be in the current month, as opposed to the previous period.

Before you begin the bank reconciliation in TravCom, perform your normal procedure of verifying your returned checks and debits against the bank statement.

If this is the first time you have used the Bank Reconciliation in TravCom, and you have not yet prepared the information in this file, review the help topic How to Set Up the Bank Reconciliation  before attempting the procedure described here.

To perform a bank reconciliation:

1.	From the Posting menu select Bank Reconciliation.

2. 	Select the Bank Account you want to reconcile.

3. 	Verify that the amount in the Opening Balance field matches the opening balance on your bank statement.

4. 	Click on Mark/Unmark Checks to display a list of all checks which have been posted in TravCom.

Click on each check which has cleared the bank to tag it. Then click on OK to return to the Bank Reconciliation window.

If your statement shows that a check cleared the bank, but you cannot find it on TravCom's check list, it may not have been posted yet in TravCom. Click on Quit to save your reconciliation information. If you have not yet closed the month to which the bank reconciliation applies, you can post the check(s) and then return to Bank Reconciliation to continue.

The Checks Cleared field now reflects the total of all the checks you marked as cleared. This amount should match the corresponding figure on your bank statement. The Outstanding Checks field reflects all checks posted to the current date which have not been marked.

5. 	Click on Mark/Unmark Deposits to display a list of all bank deposits which have been made using the Drop Deposit function, and were not marked as cleared during the last bank reconciliation. The list also includes any negative cash receipts which have been reversed (for example, any NSF checks).

Click on each deposit which has cleared the bank to tag it. Then click on OK to return to the Bank Reconciliation window.

If your statement shows that a deposit cleared the bank, but you cannot find it on TravCom's deposit list, it may not have been posted or dropped yet in TravCom. Cash Receipts posted but not dropped appear in the Cash Not Yet Deposited field.

Click on Quit to save your reconciliation information. If you have not yet closed the month to which the bank reconciliation applies, you can post the required receipts, drop the deposit, and then return to Bank Reconciliation to continue.

The Deposits Cleared field now reflects the total of all the deposits you amrked as cleared.  This amount should match the corresponding figure on your bank statement. The Outstanding Deposits field reflects all deposits posted to the current date which have not been marked.

6. 	Based on your bank statement, enter:

•	the amount of bank interest received during the month in the Adjustments: Income field.

•	the total of all bank service charges paid during the month in the Adjustments: Charges field.

7. 	Once you have marked all cleared checks and deposits, and entered any adjustments, verify that the Statement Balance field matches the ending balance printed on your bank statement.

Remember that if you have entered Adjustments in either Income or Charges fields and have not yet posted them to the general ledger, you must enable the Show Adjusted Balance check box to allow you to see what the G/L balance will be once the adjustments have been posted. When you click on this box you can see the G/L Balance reflect the change.

8. 	Compare the Checkbook Balance with the G/L balance. These amounts should be equal when your reconciliation is complete.

If the Checkbook Balance matches the G/L Balance you can continue with the reconciliation.

If the Checkbook Balance does not match the G/L Balance you can click on Quit to save the reconciliation information you have entered so far, allowing you to exit to investigate any checks or deposits which are unaccounted for. You can also review the G/L Posting Detail for the bank account. Remember that only Checks and Cash Receipts (from Cash Receipts and Commission Receipts postings) will be reflected on the Bank Reconciliation. Look for any postings to the General Ledger, such as General Ledger Adjustments which are included in the G/L balance but not the Deposits or Checks in the Bank Reconciliation.

9. 	Print any required reports for the Bank Reconciliation  You can print lists of the checks (Print Marked Checks) and the deposits (Print Marked Deposits) which cleared the bank during this statement period, and lists of the items that did not clear the bank (Print Unmarked Checks and Print Unmarked Deposits). If you want a permanent record of the fields in the bank reconciliation for this statement period, you can print screen the main Bank Reconciliation window.

10. 	Click on Reconciliation Complete.

TravCom prompts you for confirmation. Click on Yes.

11. 	If you have entered Adjustments TravCom will prompt you to post these amounts to the general ledger at this time or skip this posting at this time. The General Ledger accounts for income and expenses are automatically entered from the Files - General Ledger - Posting Accounts tab but can be changed at this time. The amount to be posted to each account is also displayed under the G/L account number.

12. 	You will normally leave the Next Month field blank. Mark this check box only if you want TravCom to post these adjustments into the next accounting month.

13. 	Click on either OK or Skip.

14. 	Select OK if you want TravCom to automatically post the displayed adjustments to the general ledger.

15. 	Select Skip if you do not want TravCom to post the displayed adjustments to the account numbers shown. Use this option if you have already posted the adjustments to your General Ledger, or if you want to apply either the Income or Charges amounts to more than one G/L account. You must remember to manually post these amounts in Posting - Accounts Payable - Adjust Journal Entries or the G/L Balance will be incorrect.

The main Bank Reconciliation window is redisplayed. All marked checks and deposits have been  removed from the bank reconciliation function. The Opening Balance is updated to reflect the new balance for your next bank statement. The fields for bank interest and service charges, and for marked deposits and checks are returned to zero.

12. 	Click on Quit to exit.


How to Reconcile an A.R.C. Report
TravCom for Windows
How to Reconcile an A.R.C. Report

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After each A.R.C. period it is important to reconcile your TravCom report with the report you receive back from A.R.C. and resolve any discrepancies between the two. If you use the ARIA diskette from A.R.C. review the help topic How to Use A.R.C.'s ARIA Data with TravCom  for instructions reconciling the data diskette with TravCom. If you report your sales via the Interactive Agent Reporting (I.A.R.) procedures review the help topic How to Reconcile an A.R.C. Report with IAR Data for instructions reconciling your IAR data file with TravCom.

Reconciling your A.R.C. report is the process of comparing what you posted in TravCom to the report you received back from A.R.C., and making appropriate corrections either in TravCom or with A.R.C. or an airline directly.

To reconcile your Sales Report manually:

1. 	When you receive your sales report from A.R.C., compare the Net Amount taken (or deposited) against the Net Amount Authorized in TravCom for the same period. The authorized amount calculated by TravCom can be displayed in Invoice Query, on any Accounts Payable report, such as the Aged Schedule of Accounts Payable, or on the last page of the Sales Report for the period.

2. 	Post a "dummy" check (or cash receipt) to the vendor, for the actual amount taken or deposited.

If the amounts are the same, you do not need to verify the detail of the reports unless you choose to. Many agencies do not verify the detail of the report if the discrepancy is small enough to be considered insignificant.

If this is the case, you can proceed directly to Posting - Accounts Payable - Checks to post the disbursement to A.R.C. (or Posting - Accounts Receivable - Cash Receipts if monies have been deposited instead of withdrawn from your bank account). You can then adjust ("write off") the remaining balance in Posting - Accounts Payable - AP Invoices. Review the help topics How to Post a Check for an Existing Invoice  and How to Remove ("Write-Off") an Unwanted Accounts Payable Invoice  for assistance with these procedures.

3. 	No matter how careful you are, occasionally you will find that the discrepancy on the Sales Report is large enough to be considered significant. When this happens you will need to compare each document, as posted in TravCom, to the document as processed by A.R.C. You can do this easily by comparing the Sales Report as printed by TravCom to the Sales Report you received from A.R.C.

4. 	For each significant discrepancy identified, take the appropriate action:

•	If the error was made in the TravCom posting you can adjust the sale to make the correction. Review the help topic How to Adjust a Previously Posted Sale  for assistance with this procedure.

•	If the error was made by A.R.C., complete the appropriate paperwork to notify the airline of the error. If the error can be corrected with an Agent Automated Deduction (A.A.D. - U.S. agencies only) review the help topic How to Post a Credit Memo  for assistance posting the A.A.D. to your next Sales Report.

•	If the discrepancy is due to a document returned for resubmission you can use the Resubmit a Sale option in Sales Posting to re-post the document to your next Sales Report.

Once you have identified the individual discrepancies and made corrections as appropriate, you can adjust the payable invoice on the A.R.C. vendor. Review the help topic How to Remove ("Write-Off") an Unwanted Accounts Payable Invoice  for assistance with this procedure.

When you post your invoice adjustment, remember to post an equal adjustment to the Current Report for each Adjusted or Resubmitted document. If you are uncertain of the total amount adjusted due to modifications in Sales Posting, print a new copy of the Sales Report for the period you are reconciling, and compare the Authorized Amount shown on the last page of the original and new printouts.

Agent Automated Deductions are automatically posted to the general ledger expense account assigned to Product Code 0. If you want the net effect of these documents to be 0.00 on your system, adjust the appropriate amount of the discrepancy to the same G/L account. You can verify this account number by displaying the Product Code table, at Files - Setup - Product Codes tab.

Adjust any remaining balance (discrepancy) to the general ledger account of your choice.


How to Reconcile an A.R.C. Report with IAR Data
TravCom for Windows
How to Reconcile an A.R.C. Report with IAR Data

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To use the Interactive Agent Reporting (IAR) Reconciliation function your agency must participate in the on-line IAR program with A.R.C. and have access to the World Wide Web.

To prepare for the reconciliation:

1. 	Create the reconciliation file from your IAR data using the IL command in the IAR system. This can be entered at any time during the period, and creates a secure copy of your data for you to download. Note the confirmation file name A.R.C. returns to you when the system processes this command.

2. 	Log onto the A.R.C. web site (http://www/airreport.com) and select the Back Office Data button.

3. 	You will be prompted to enter your home office IATA number and the User Name and Password you established with IAR when you initially started this program.

4. 	A list of files will be displayed. Select the file name that matches the confirmation file name you received when you entered the IL command previously by right-clicking on it.

5. 	A drop-down menu will appear. Select Save as… (for Microsoft Internet Explorer) or Save Link As… (Netscape), and enter the location to which you want to save the file.

You are now ready to reconcile the IAR data with your TravCom database.

To run the IAR Reconciliation:

1. 	From the Posting menu select A.R.C. Reconciliation.

2. 	Select Interactive Agent Reporting (IAR) from the drop down list.

3. 	Click on Import Data. Enter the path and file name for the IAR data file you down loaded, or click on the "…" button to browse. When the correct file name is displayed, click on OK.

4. 	TravCom imports the records and compares them to the transactions posted in the Sales database.

5. 	You can now print the Matched Report and/or the Variance Report.

The Matched report shows all transactions that exactly matched in both databases.

The Variance report shows any transactions that did not exactly match, or were posted in one database but not the other. You can use this report to correct any errors in TravCom or IAR, then repeat all of the steps above until the reports match exactly. This will assure that the tickets posted in TravCom agree with what is being reported to A.R.C.

6. 	Click on Quit to exit this function.


How to Reconcile Credit Card Data with TravCom
TravCom for Windows
How to Reconcile Credit Card Data with TravCom

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This function is for use with a data diskette provided by the credit card company. It allows you to print reports for a client, showing which charges on the bill match transactions in TravCom, but it does not affect your accounting in any way.

1.	From the Postings menu select Credit Card Reconciliation.

2.	In the Credit Card field, use the drop-down list to select the type of card you want to reconcile, then enter the credit card number you want to reconcile. Press e or click on Search.

TravCom searches for all records which contain this credit card number.

3.	Click on Import Data.

TravCom displays a warning: Importing new data will untag all records for this credit card that have not already been reconciled. Do you wish to continue?

For a description of the fields on this screen and how they are used, review the help topic Reference: Credit Card Reconciliation .

4.	Click on Yes.

TravCom prompts you for the Import File Name.

5.	Enter the directory and name of the file you received from the credit card company, or use the "…" button to browse. Then click on OK.

The window shows the number of record imported, the number that matched transactions in TravCom, and the number that did not match any transactions in TravCom.

Since TravCom compares posted data to the charges on the client's credit card statement, this function is only useful if your client uses this credit card only for travel purchased from your agency. All charges shown on the credit card bill that represent purchases from other vendors will generate Unmatched Records on these reports.

8. 	You can now reports to show the matched records, the unmatched records and/or the variances.

If you have discrepancies or unmatched items you can click on Quit to save the current reconciliation information, and Quit again to exit. Verify your data in TravCom. For example, review the client's transactions to make sure the correct form of payment was used and the correct credit card account number entered. Then you can return to Credit Card reconciliation to continue.

9. 	When you have finished your reconciliation click on Reconciliation Complete.

TravCom prompts for confirmation.

10. 	Click on Yes.

All tagged items are reconciled. You can now reconcile another credit card, or you can click on Quit to exit this function.


How to Refund a Previously Posted Sale
TravCom for Windows
How to Refund a Previously Posted Sale

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When a sale needs to be partially or fully refunded, this options allows you to retrieve the original transaction and refund any or all of it.

You can refund any new or resubmitted sale which has a Sale Type of Sale or Resubmit. You cannot refund an Adjustment, Void or Refund entry.

CAUTION: If you created a cash receipt (bank deposit) entry at the time of sales posting, refunding the sale will not reverse that entry. If necessary, you would post a negative cash receipt in Cash Receipts to reverse the entry. The negative cash receipt will not appear on the Bank Deposit. Normally, you would want TravCom to post a credit to the client's account (on the Accounts Receivable) to be applied to a future purchase or a refund check posting.

Similarly, if you created a cash disbursement (check) at the time of sales posting, it will not be reversed. You will need to void the check in Accounts Payable - Checks.

A refund is shown in TravCom as a sale with negative values. Refunds will appear on the A.R.C. Report and on client sales reports for the appropriate dates. If you do not want the refund to appear on the current week's A.R.C. report or on other sales reports, because you have voided the ticket, use Void Ticket/Invoice instead of Refund a Sale.

To refund a sale:

1.	From the Posting menu select Accounts Receivable, then Sales, or click on the Sales Posting button on the toolbar.

2.	Select the Refund a Sale button at the bottom of the window.

A dialog box allows you to search for the sale you want to reverse.

3.	Select your search criteria. You can search for a sale by Invoice Number, Ticket Number or Passenger Name.

4.	In the Search For field enter the appropriate number or name for this sale, then click on Search.

NOTE: If you are searching by passenger name and are not sure of the correct spelling, you may enter the first letter(s). TravCom will display a list of all of the sales transactions that start with the letters you have entered.

TravCom displays a list of sales which match your criteria, sorted by the criteria you selected (numerically by invoice number or ticket number, or alphabetically by passenger name).

NOTE: On the list of sales, the same invoice number, ticket number or passenger may be listed more than once. This may indicate that a sale has been reversed or modified. For example, the first entry is a positive value, the second entry is a negative (for net effect of zero) and the 3rd entry is the final correction.

To determine which entry to select, scroll to the right to see the Sale Type column. This will indicate if the entry is a sale, void, adjustment, etc.

5. 	Double-click on the sale you want to reverse, or highlight it and click on Select.

NOTE: You can not select an Adjustment, Void or Refund entry. You can only select a Sale or a Resubmit entry.

If you attempt to refund a ticket that was posted during the current A.R.C. period TravCom will display the message You are attempting to refund a ticket within the current reporting period. Normally this ticket should be voided. Do you wish to continue?

•	Select Yes to post a partial refund for a ticket also sold during the current sales period.

•	Select No to exit and select instead Void Ticket/Invoice to void the transaction.

6. 	TravCom now displays the Sales Posting windows with all the information copied from the selected sale.

Notice that all fare and commission values will now have a negative (minus) sign in front of them.

CAUTION: You must change the invoice date for this transaction in order to have it appear on the current week's A.R.C. sales report.

Although TravCom allows you to change the fields in each window, you should not change anything except the invoice date if you are posting a full refund. To post a partial refund, modify any amounts to show the amount being refunded at this time.

Don't forget to enter the penalty whenever appropriate, and adjust the Commission Amount accordingly.

For a description of all fields on each screen review the help topics Reference: Sales Posting: Header Information , Reference: Sales Posting: Fares/Taxes , Reference: Sales Posting: Forms of Payment , Reference: Sales Posting: Commissions , Reference: Sales Posting: Vendors , Reference: Sales Posting: Sales Reporting Fields , Reference: Sales Posting: Itinerary  and Reference: Sales Posting: General Ledger .

7. 	When you are ready to post the refund of this sale click on the Post button.

TravCom posts a refund transaction to reverse this sale, and reverses all affected statistics. Unless you modify them, the accounting entries are reversed using the posting accounts defined on the original sale.


How to Register TravCom
TravCom for Windows
How to Register TravCom

Using Help 	Contacting TravCom 	TravCom on the Internet

When your lease expiration date occurs you will be unable to post any new transactions into TravCom unless you renew your contract and obtain a new registration number from TravCom.

If you upgrade or downgrade your TravCom system (for example, change from Single Branch to Multiple Branch capability), you will also receive a new registration number from TravCom.

This function lets you enter your new 19-digit registration number.

To enter a registration number for TravCom:

1. 	On the Utilities menu select Register Program.

2. 	Type in the 19-digit registration number provided by the TravCom support desk. Click on OK to update the TravCom for Windows program.


How to Remove ("Write-Off") an Unwanted Accounts Payable Invoice
TravCom for Windows
How to Remove ("Write-Off") an Unwanted Accounts Payable Invoice

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Posting menu select Accounts Payable, then A/P Invoice.

2.	Enter the vendor number or sort key, or select the vendor from the drop-down list. Press t or click on any other field on the screen.

3.	Enter the invoice number you want to adjust or select it from the drop-down list. The invoice balance is displayed to the right of the Invoice No. field.

4.	Click on the Net Amount field or press t until the cursor is in that field, then enter the amount of the adjustment to the invoice.

•	To write off an amount due from the vendor (a negative invoice), enter a positive amount. For example, if the invoice shows a balance of -5.00 and you do not expect to receive this amount, enter 5.00 in the Net Amount.

•	To write off an amount due to the vendor (a positive invoice), enter a negative amount. For example, if the invoice shows a balance of 10.00 and you do not owe the vendor this amount, enter -10.00.

5. 	Click on Next>>.

If an expense G/L account has been stored in the Vendor File, that account is displayed. If the vendor file does not reference any general ledger expense account, TravCom will insert the expense G/L for the product code selected. You can accept this default, change the G/L account, or reduce the amount charged so that you can distribute the total amount among multiple expense accounts.

Select the G/L account(s) to which you want to allocate all or part of the adjustment amount, and enter the amount to be allocated. Remember that if you are posting a negative invoice, you must enter a negative amount to the G/L.

•	If you are posting this adjustment to one account only, press t until the cursor moves to the next line and the Post button is available.

•	If you would like to distribute this adjustment to multiple G/L accounts type in the amount to be posted to this account and press t to move the cursor to the next line. You may now select the next G/L account. Repeat these entries until the full adjustment amount has been distributed. Each time you select an account TravCom calculates and displays the remaining amount.

If your version of TravCom supports multiple branches, you can also define the branch to which this expense should be applied.

For agencies with the Divisional option activated (in Files - Setup), remember to enter the correct division(s) to which this expense should be applied.

For a description of what to enter in each field review the help topic Reference: Accounts Payable Invoice Posting .

The Post button does not become available until the invoice amount and distribution amounts are equal.

6. 	Click on the Post button.

TravCom will post the invoice to the Accounts Payable G/L account and the offsetting expense G/L account(s) you have identified.


How to Remove ("Write-Off") an Unwanted Accounts Receivable Invoice
TravCom for Windows
How to Remove ("Write-Off") an Unwanted Accounts Receivable Invoice

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Posting menu select Accounts Receivable, then A/R Invoices.

2.	Enter the client number or sort key, or select the client from the drop-down list. Press t or click on any other field on the screen.

3.	Enter the invoice number you want to adjust or select it from the drop-down list.

The invoice balance is displayed to the right of the Invoice No. field.

4.	Click on the Net Amount field or press t until the cursor is in that field, then enter the amount of the adjustment to the invoice.

•	To write off a credit on the client's account (a negative invoice), enter a positive amount. For example, if the invoice shows a balance of -5.00 and you are not going to refund this amount to the client, enter 5.00 in the Net Amount.

•	To write off a charge on the client's account (a positive invoice), enter a negative amount. For example, if the invoice shows a balance of $100.00 and you do not expect to receive this amount, enter -100.00.

5.	Click on Next>> to enter the general ledger distribution for this amount.

Enter the G/L account number or sort key, or select a G/L account from the drop-down list. Enter the amount to be applied to that account. Remember that if you are posting a negative invoice, you must enter a negative amount to the G/L.

•	If you are posting this invoice to one account only, press t until the cursor moves to the next line and the Post button is available.

•	If you would like to distribute this invoice to multiple G/L accounts, select the next account number and enter the amount for that account. Repeat these entries until the full invoice adjustment amount has been distributed. The Post button does not become available until the invoice amount you entered and the distribution amount are equal.

If your version of TravCom supports multiple branches, you can also define the branch to which this adjustment should be applied.

For agencies with the Divisional option activated (in Files - Setup), remember to enter the correct division(s) to which this amount should be applied.

6.	Click on Post.

TravCom will post the invoice to the Accounts Receivable G/L account and the offsetting G/L account(s) you have identified.


How to Repeat a Previously Posted Sale
TravCom for Windows
How to Repeat a Previously Posted Sale

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You cannot repeat an adjustment or a void transaction.

NOTE: If you created a cash receipt (bank deposit) entry at the time of the original sales posting, repeating the sale will not repeat that entry.

If you have received a single payment from a client for several transactions on an invoice, post the correct total amount of the check on one of the sales postings. If the check is to pay for multiple invoices you may wish to post it through Cash Receipts instead of Sales Posting.

Similarly, if you created a check at the time of sales posting, the amount will not be changed. Either enter the correct total figure for the check when posting one of the sales or post the check through Checks instead of Sales Posting.

To repeat a sale:

1.	From the Posting menu select Accounts Receivable, then Sales or click on the Sales Posting button on the toolbar.

2.	Select the Repeat Sale button at the bottom of the window.

A dialog box allows you to search for the sale you want to repeat.

3.	Select your search criteria. You can search for a sale by Invoice Number, Ticket Number or Passenger Name.

4.	In the Search For field enter the appropriate invoice number, ticket number or passenger name for this sale, then click on Search.

NOTE: If you are searching by passenger name and are not sure of the correct spelling you may enter the first letter(s). TravCom will display a list of all of the sales transactions that start with the letters you have typed in.

TravCom displays a list of sales which match your criteria, sorted by the criteria you selected (numerically by invoice number or ticket number; alphabetically by passenger name).

NOTE: On the list of sales, the same invoice number, ticket number or passenger may be listed more than once. This may indicate that a sale has been reversed or modified. For example, the first entry is a positive value, the second entry is a negative (for net effect of zero) and the 3rd entry is the final correction.

To determine which entry to select, scroll to the right to see the Sale Type column. This will indicate if the entry is a sale, void, adjustment, etc….

5. 	Double-click on the sale you want to repeat, or highlight it and click on Select.

TravCom displays the Sales Posting windows, with all the information copied from the selected sale.

NOTE: You cannot select an Adjustment, Refund or Void entry. You can only select a Sale or a Resubmit.

6. 	Change any field on this screen that should show new information, such as the Description (passenger name) and Ticket number. Note that TravCom automatically increments the document number for any controlled product code.

If necessary, use the Next>> and << Back buttons to move through the other windows for this sale to make changes to fares, form of payment, accounts payable, etc.

Note that when repeating a sale, the same client and invoice numbers are maintained. If you use the same invoice number, the client account will be updated to show the new total for this invoice number. You may change this if you prefer (for example, change 60014 to 60014A).

For a description of all fields on each screen review the help topics Reference: Sales Posting: Header Information , Reference: Sales Posting: Fares/Taxes , Reference: Sales Posting: Forms of Payment , Reference: Sales Posting: Commissions , Reference: Sales Posting: Vendors , Reference: Sales Posting: Sales Reporting Fields , Reference: Sales Posting: Itinerary  and Reference: Sales Posting: General Ledger .

7. 	If you want to print an invoice, select Print Invoice. Review the help topics How to Print Invoices with Sales Posting  and Reference: Print Invoice  for assistance with this procedure.

8. 	When you have finished the new sale click on the Post button to record this transaction.

TravCom records complete accounting and statistics for the new transaction.


How to Restore your Data
TravCom for Windows
How to Restore your Data

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To restore a backup you must have access to the highest security level, the Master Password . If you do not know the Master Password you must call the help desk for assistance with this procedure. Support technicians will only assist agency owners and officers with this procedure, and will verify that your agency has a current maintenance contract.

It is strongly recommended that you test a backup before you restore it! Restoring a damaged backup can cause you to lose data.

To test the backup:

1. 	From the Utilities menu select Backup/Restore Data.

2. 	By default, the Backup radio button will be selected; click on the Test radio button.

3. 	Verify the Source displayed. TravCom will automatically display the normal backup device (the Source) and the current data directory (the Target).

To change the default source entry, click on the Select Source button. Enter the correct drive then click on OK. You can select any floppy, tape or cartridge (such as a Zip or Jaz) drive, or any hard drive on your network, if relevant.

If you have changed the source, and want the new entry to be TravCom's default, click on the Set Default button. This will change the default for future backups you create.

4. 	Make sure you have inserted the disk, tape or cartridge into the source drive.

5. 	Click on Test to begin the backup test procedure.

Once the test has started, a Cancel button will be displayed, allowing you to abort this procedure if necessary.

To restore a backup:

1. 	From the Utilities menu select Backup/Restore Data.

2. 	By default, the Backup radio button will be selected; click on the Restore radio button.

3. 	Verify the Source displayed. TravCom will automatically display the normal backup device (the Source) and the current data directory (the Target).

To change the default source entry, click on the Select Source button. Enter the correct drive then click on OK. You can select any floppy, tape or cartridge (such as a Zip or Jaz) drive, or any hard drive on your network, if relevant.

If you have changed the source, and want the new entry to be TravCom's default, click on the Set Default button. This will change the default for future backups you create.

4. 	Make sure you have inserted the disk, tape or cartridge into the source drive.

5. 	Click on Restore to begin the restoration procedure.

Once the restore has started, a Cancel button will be displayed, allowing you to abort this procedure if necessary.


How to Resubmit a Sale on the A.R.C. Report
TravCom for Windows
How to Resubmit a Sale on the A.R.C. Report

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This function lets you resubmit an A.R.C. ticket which was returned by A.R.C. because of an error (for example if the credit card number was incorrectly entered). When you resubmit a sale, you can change any field except the client number.

To resubmit a sale:

1.	From the Posting menu select Accounts Receivable, then Sales, or click on the Sales Posting button on the toolbar.

2.	Click on the Resubmit a Sale button.

3.	In the Search By box, select your search criteria. You can search for a sale by Invoice Number, Ticket Number or Passenger Name.

4.	In the Search For field enter the appropriate invoice number, ticket number or passenger name for this sale, then click on Search.

NOTE: If you are searching by passenger name and are not sure of the correct spelling, you may enter the first letter(s). TravCom will display a list of all of the sales transactions that start with the letters you have typed in.

TravCom displays a list of sales which match your criteria, sorted by the criteria you selected (numerically by invoice number or ticket number, or alphabetically by passenger name).

NOTE: On the list of sales, the same invoice number, ticket number or passenger may be listed more than once. This may indicate that a sale has been reversed or modified. For example, the first entry is a positive value, the second entry is a negative (for net effect of zero) and the 3rd entry is the final correction.

To determine which entry to select, scroll to the right to see the Sale Type column. This will indicate if the entry is a sale, void, adjustment, etc.

5. 	Double-click on the sale you want to resubmit, or highlight it and click on Select.

You can resubmit any sale which has a Sale Type of Sale or Resubmit. You can not resubmit a sale that is marked Adjustment, Void or Refund.

TravCom displays the selected sale in the Sales Posting windows.

6. 	Change any field on this screen that should show new information, such as the IATA number or ticket number.

CAUTION: You must change the invoice date for this transaction in order to have it appear on the current week's A.R.C. sales report.

Use the Next>> and << Back buttons to move through the other windows of this sale to make any changes to fares, form of payment, accounts payable, etc.

For a description of all fields on each screen review the help topics Reference: Sales Posting: Header Information , Reference: Sales Posting: Fares/Taxes , Reference: Sales Posting: Forms of Payment , Reference: Sales Posting: Commissions , Reference: Sales Posting: Vendors , Reference: Sales Posting: Sales Reporting Fields , Reference: Sales Posting: Itinerary  and Reference: Sales Posting: General Ledger .

7. 	When you are ready to post this resubmission click on the Post button.

TravCom reverses the original posting and post the corrected transaction. The net effect of the two postings is zero if the fare, tax, and commission values were not changed. All statistics will be updated according to the new invoice date (this could apply to a prior or current period).

The corrected record will appear on the current week's A.R.C. report.

8. 	As this ticket was included in a prior A.R.C. Report but was not cleared as part of that Net Remit, it is necessary to adjust the authorized amounts for both the original report period and the current report period.

For example, if you are resubmitting a credit card ticket on which the commission was $50.00, you will show a $50.00 discrepancy on the A.R.C. vendor for the original report period. Since A.R.C. returned the ticket unprocessed, they did not include this commission amount when calculating the Authorized Amount. The difference appears as a negative balance on the invoice created when you dropped the original A.R.C. Report. You must combine this balance with the Net Remit for the current week (the invoice shown as Current Report) in order to correct the A/P invoices on the A.R.C. vendor account.

This adjustment is posted in Posting - Accounts Payable - A/P Invoices. Review the help topic How to Adjust an Accounts Payable Invoice  for assistance posting these adjustments.

Make sure you post both a positive and negative adjustment, using the same general ledger account number (such as the Suspense Account ).


How to Reverse a Cash Receipt
TravCom for Windows
How to Reverse a Cash Receipt

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	Use the Cash Receipts query function (File - Queries - Cash Receipts) to find the original cash receipt. Review the help topic How to Search for a Cash Receipt with Cash Receipts Query  for assistance using this function.

2.	Click on the Reverse button. The cash receipt will be reversed. All invoices that were originally paid by the receipt will be returned to the accounts receivable or the accounts payable. All general ledger activity will be reversed as well.

The reversed cash receipt will not appear in the Drop Deposit function, and will not be included in bank deposit slips. It will appear on the list of deposits in the Bank Reconciliation as a negative amount, so that it can be marked for reconciliation.


How to Reverse a Commission Receipt
TravCom for Windows
How to Reverse a Commission Receipt

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	Use the Cash Receipts query function (File - Queries - Cash Receipts) to find the original commission Review the help topic How to Search for a Cash Receipt with Cash Receipts Query  for assistance using this function.

2.	Click on the Reverse button. The commission receipt will be reversed. All vouchers that were originally paid by the receipt will be returned as outstanding. All general ledger activity will be reversed as well.

The reversed commission receipt will not appear in the Drop Deposit function, and will not be included in bank deposit slips. It will appear on the list of deposits in the Bank Reconciliation as a negative amount, so that it can be marked for reconciliation.


How to Reverse a Debit/Credit Memo
TravCom for Windows
How to Reverse a Debit/Credit Memo

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Postings menu select Accounts Receivable, then Debit/Credit Memos.

2.	In the Original Ticket field you can enter the original ticket number or the debit/credit memo document number, then click on Search.

3.	Select the memo from the list that appears.

TravCom displays information related to the original ticket and the debit/credit memo, except the Document (memo) Number and Amount.

4. 	Enter the document number and press t or click on any other field.

TravCom displays the message This Debit/Credit Memo has already been posted. Do you wish to reverse it?

5. 	Click on Yes to reverse the memo.


How to Reverse a Previously Posted Sale
TravCom for Windows
How to Reverse a Previously Posted Sale

Using Help 	Contacting TravCom 	TravCom on the Internet

There are two methods to reverse a previously posted sale in TravCom for Windows:

If you want to void the sales transaction, which will prevent it from appearing on any reports except the General Ledger Posting Detail, use the Void Ticket/Invoice option in Sales Posting. Review the help topic How to Void a Ticket  for assistance with this option.

If you want to refund the sale, which will cause the original sale to appear on reports for the appropriate date range, as well as the reversal to appear on reports, use the option Refund a Sale in Sales Posting. Review the help topic How to Refund a Previously Posted Sale  for assistance with this option.


How to Search for a Check with Cash Disbursements Query
TravCom for Windows
How to Search for a Check with Cash Disbursements Query

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The Files - Queries - Cash Disbursements function lets you view previously posted cash disbursements. This is useful prior to reversing a transaction, as you can view invoice distribution and all G/L activity associated with it. You cannot change any fields.

To look up previously posted Cash Disbursements

1.	From the Files menu select Queries, then Cash Disbursements.

2.	In the Check No. field, enter the check number you want and click on Search, or select from a drop down list of checks.
If your agency has multiple branches, you can use the This Branch Only check box to narrow your search to the current branch.
If TravCom finds only one matching record, the information appears on the window.
If TravCom finds multiple records, they are displayed in a new window. Highlight the one you want and click on Select.

For the selected cash disbursement, the window displays Branch Number, Payee, Address, Posting Date, Bank Account and Amount. These fields are display only - they cannot be changed.

The bottom of the window shows:

•	the Invoice(s) to which this cash disbursement was applied

•	the expense G/L account(s) to which this disbursement was applied, if any portion of the Invoice was expensed directly to the general ledger.

3. 	When you are finished querying this disbursement, click on OK.

The fields on the window are cleared. You can now:

•	Query another cash disbursement, or...

•	Click on Quit to exit this function.


How to Search for a Cash Receipt with Cash Receipts Query
TravCom for Windows
How to Search for a Cash Receipt with Cash Receipts Query

Using Help 	Contacting TravCom 	TravCom on the Internet

The Files - Queries - Cash Receipts function lets you view previously posted cash receipts. This is useful prior to reversing a cash receipt, as you can view all G/L activity associated with the receipt, as well as invoice distribution for the check. You cannot change any fields for a cash receipt

To look up previously posted cash receipts:

1.	From the Files menu select Queries, then Cash Receipts.

2.	In the Receipt From box, choose the type of cash receipt you want to query: Client, Vendor, Commission, Miscellaneous or Search All (for all types of receipts).

3.	In the Receipt Type box, specify the form of payment that was used for the receipt (Cash/Check, In House Charge, or ATM).

4.	Identify the cash receipt(s) you are trying to find, using the Client No./Vendor No. and Check No./Credit Card fields, the date range fields, and the Search button.
You can query by Client (leave blank for all clients), Vendor (leave blank for all vendors), Check number, or Credit Card number, depending on what you have entered in the Receipt From and Receipt Type boxes.

5.	In the Search From fields, specify the date range. The date can be entered as DDMMM (22JUN) or MM/DD/YY (06/22/97).

6.	If you have multiple branches, you can also use the This Branch Only box to narrow the search to the current branch only.
If TravCom finds only one matching record, the cash receipt information appears on the window.
If TravCom finds multiple records, they are displayed in a new window. Highlight the one you want and click on Select.

For the selected cash receipt, the window displays Receipt From, Check No., Posting Date, Amount and Bank Account. These fields are display only - they cannot be changed.

The bottom of the window shows:

•	the Invoice(s) to which this cash receipt was applied

•	the G/L account(s) to which the cash receipt was applied, if any portion of the Invoice or Receipt was expensed to the General Ledger.

7. 	When you are finished querying this cash receipt, click on Quit.

The fields on the window are cleared. You can now:

•	Query another cash receipt, or...

•	Click on Quit again to exit this function.


How to Search for Invoices with Invoice Query
TravCom for Windows
How to Search for Invoices with Invoice Query

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Files menu select Queries, then Invoices.

2.	Select the Invoice Type.

•	Click on the Accounts Receivable radio button for client activity or…

•	Click on the Accounts Payable radio button for vendor activity

3.	In the Select by field, select a search criteria.

•	For A/R invoices, you can search by Client No. or Invoice No.

•	For A/P invoices, you can search by Vendor No. or Invoice No.

4. 	Define whether or not you want to Show Paid Invoices. If you do not mark this box, only currently open invoices will be displayed.

5. 	If you have multiple branches and you want to see invoices for the current branch only, click on This branch only. Leave this blank to see invoices from all branches. This field appears only if your version of TravCom supports multiple branches.

6. 	Define specific criteria for the invoice(s) you want, using the Client/Invoice/Vendor field and the Search button.

Enter a value in the field (or select from the drop down list). Then press e or click on Search. TravCom displays a list of invoices which match your search criteria.

The fields displayed will vary depending on whether you are querying A/R invoices or A/P invoices. You can use the scroll bars to scroll up, down, left and right in the list.

If you query a vendor or client file, the balance due for the vendor or client is displayed at the bottom of the screen.

7. 	To display the details of an invoice on the list highlight the invoice, then click on Select or double-click anywhere on the line you would like to review.


How to Search for Sales with Sales Query
TravCom for Windows
How to Search for Sales with Sales Query

Using Help 	Contacting TravCom 	TravCom on the Internet

1.	From the Files menu select Queries, then Sales.

2.	In the Search By box, choose a search criteria (by Client Number, Invoice Number, Ticket Number or Passenger Name)

3.	To narrow your search to a specific date range, enter the invoice dates in the Search From and To fields. Otherwise you can leave these fields blank.

4.	If you have multiple branches and you want to see sales for the current branch only, click on This Branch only. Leave this blank to see invoices from all branches. This field appears only if your version of TravCom supports multiple branches.

5.	Define specific criteria for the sale(s) you want to see, using the Search For field and the Search button.

For example, if you are searching by client number, enter a client number or sort code (or select from the drop down list). Then press e or click on Search. If you leave the Search For field blank and click on Search, TravCom will display all sales in the database.
TravCom displays a list of sales which match your search.

You can use the scroll bars to scroll up, down, left and right in the list. For example, you would scroll to the far right to see the Sale Type field.

6.	To display the details of a sale on the list highlight the sale, then click on Select or double-click anywhere on the line you would like to review.


How to Set Exchange Rates Between Currencies
TravCom for Windows
How to Set Exchange Rates Between Currencies

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1. 	From the Files menu select Setup.

2. 	Click on the Currencies tab.

3. 	Highlight the currency for which you want to set an exchange rate. If the currency has not yet been entered into TravCom, review the help topic How to Add a Currency for assistance.

4. 	Click on the Edit button.

5. 	Click on the Exchange Rate field and type in the new exchange rate. This is always entered in relation to your default (local) currency.

6. 	Click on OK to save the new exchange rate.


How to Set Up Cash Accounts
TravCom for Windows
How to Set Up Cash Accounts

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select General Ledger.

2. 	Click on the Cash Accounts tab, then click on Add.

3. 	Enter the general ledger account number or Sort Key for your bank account, or select it from the drop down list. If you have multiple bank accounts, you must enter each account individually.

4. 	Enter the next check number for this cash account.

5. 	If you have set up multiple currencies, enter the currency code for this account, or select it from the drop down list. TravCom will default to the first currency listed in your Currency file.

6. 	Click on OK to save this cash account.

7. 	If you have multiple cash accounts to add at this time, repeat steps 3 through 6 until all cash accounts have been added.


How to Set Up Check Forms
TravCom for Windows
How to Set Up Check Forms

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1. 	From the Files menu select Setup.

2. 	Select on the Printers/Forms tab.

3. 	Click on the Forms button.

4. 	Select the Checks tab.

5. 	Click on the radio button to the left of the Check format you will use. You can select from three (3) pre-loaded formats, or select the custom format, and build your checks to your own needs in Crystal Reports.

Samples of the pre-loaded check formats are included with the installation package you received from TravCom, or can be obtained by contacting the TravCom help desk.

If you have selected to customize your checks, enter the file name for the check forms (as saved in Crystal Reports) in the space to the right of this option.

6. 	Click on OK to return to the main Setup screen.


How to Set Up Cross-Branch Posting
TravCom for Windows
How to Set Up Cross-Branch Posting

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Cross-Branch Posting allows multi-branch agencies to post transactions which should affect more than one branch. For example, a single check to your telephone company which represents payment for the telephone bill in several office locations.

To set up cross-branch posting:

1. 	If you have not created a general ledger account for Cross-Branch Posting, you must add this to your General Ledger file first. The Cross-branch Clearing account must be on your Balance Sheet (an Asset, Liability or Capital account), but can be places anywhere on the report. For assistance printing the Chart of Accounts to select an appropriate account number, review the help topic How to Print the Chart of Accounts . For assistance adding the new account to your General Ledger file, review the help topic How to Add a General Ledger Account .

2. 	From the Files menu select General Ledger.

3. 	Click on the Posting Accounts tab.

4. 	Click on the Cross-Branch Clearing field, then enter the general ledger account number you have created for this function, or select it from the drop down list.

Entering the Cross-Branch Clearing account to the Posting Accounts will add an additional column to many posting functions. Use this Branch column to select the branch to which you want to post an income or expense. TravCom will always default to the current branch or the last branch you selected, when dividing a transaction between several branches.


How to Set Up Cross-Branch Reporting
TravCom for Windows
How to Set Up Cross-Branch Reporting

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Cross-Branch Reporting allows you to print reports which include more than a single office location. Although you can select the branches to be included each time you print reports, you can also select a default set of branches to be included in multi-branch reports.

To set up a default set of branches for multi-branch reporting:

1. 	From the Branch menu select Branch Setup.

2. 	Click on the Branches button at the bottom of the screen.

3. 	Select the branches to be included on your standard multi-branch reports, by clicking on each branch, placing an X to the left of that branch. If you select a branch in error, click on that line again to remove the X. If you want to include all branches you can use the Select All button to place an X beside every branch.

4. 	Click on OK to save this selection as your default.

To select multiple branches when printing a report:

1. 	Select the report you want to print from the Reports menu.

2. 	Click on the Branches button at the bottom of the selection screen.

3. 	You can now select the branches to be included by any of several methods:

•	Click on the Default button to select the branches you have selected in Branch Setup, as described above.

•	Click on the Select All button to select all branches in your system.

•	Individually select the branches you want to include by clicking on each branch, placing an X to the left of that branch. If you select a branch in error, click on that line again to remove the X.

By default, TravCom will have selected the current branch.

4. 	Click on OK when you have selected all branches for this printing.

5. 	Print the report as usual.


How to Set Up General Ledger Posting Accounts
TravCom for Windows
How to Set Up General Ledger Posting Accounts

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Posting Accounts are used "behind the scenes" for a variety of posting functions. The must be identified in the General Ledger file for TravCom to successfully post commissions to Outside Sales Agents, post adjustments from the Bank Reconciliation, and post transactions across branches for multi-branch agencies.

To set up your Posting Accounts:

1. 	From the Files menu select General Ledger.

2. 	Click on the Posting Accounts tab.

3. 	Enter the appropriate account number to each field, or select form the drop down list. For a description of what to enter in each field, review the help topic Reference: General Ledger Maintenance - Posting Accounts Tab .


How to Set Up Invoice Forms
TravCom for Windows
How to Set Up Invoice Forms

Using Help 	Contacting TravCom 	TravCom on the Internet

1. 	From the Files menu select Setup.

2. 	Select on the Printers/Forms tab.

3. 	Click on the Forms button.

4. 	Select the Invoices tab.

5. 	Click on the radio button to the left of the Invoice format you will use. You can select from five (5) pre-loaded formats, or select the custom format, and build your invoices to your own needs in Crystal Reports.

The pre-loaded formats include the common format for each of the four major reservation systems, SABRE, Apollo, WORLDSPAN and Amadeus, and a generic format for TravCom. A sample of the generic TravCom format was included in the package you received from TravCom, or can be obtained by contacting the TravCom help desk.

If you have selected to customize your invoices, enter the file name for the invoice forms (as saved in Crystal Reports) in the space to the right of this option.

6. Click on OK to return to the main Setup screen.


How to Set Up Reports/Letters
TravCom for Windows
How to Set Up Reports/Letters

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Reports/Letters refers to those items in TravCom that are intended to print on plain paper or on letterhead. As there are no pre-designed forms for these, you do not need to select a format. However, if you are experiencing problems with the spacing on your reports, such as dead zones, margins and page-breaks, you may need to set up the margins.

1. 	From the Files menu select Setup.

2. 	Select on the Printers/Forms tab.

3. 	Click on the Forms button.

4. 	Select the Reports/Letters tab.

5. 	Enter the margins (in millimeters) for your printer.

6. 	Click on OK to return to the main Setup screen.


How to Set Up Statement Forms
TravCom for Windows
How to Set Up Statement Forms

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1. 	From the Files menu select Setup.

2. 	Select on the Printers/Forms tab.

3. 	Click on the Forms button.

4. 	Select the Statement tab.

5. 	Click on the radio button to the left of the Statement format you will use. You can select from four (4) pre-loaded formats, or select the custom format, and build your client billing statements to your own needs in Crystal Reports.

Samples of the pre-loaded dot matrix statement formats are included with the installation package you received from TravCom, or can be obtained by contacting the TravCom help desk. The laser format prints on white paper, creating the form as it prints.

If you have selected to customize your statements, enter the file name for the statement forms (as saved in Crystal Reports) in the space to the right of this option.

6. Click on OK to return to the main Setup screen.


How to Set Up the Bank Reconciliation
TravCom for Windows
How to Set Up the Bank Reconciliation

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When you first begin using the bank reconciliation in TravCom you must enter the opening balances and outstanding checks and deposits, so that TravCom knows the status of each account as you start posting. These are the checks you have issued but which have not been cashed with your bank yet, and the deposits you have sent to the bank but which have not been credited to your account yet. If you have been posting transactions in TravCom, you will also need to clear out any old data that exists in these files.

Whether you have just installed TravCom, or have been using TravCom for any length of time, you must decide on a starting date before you can prepare the bank reconciliation. It is usually most convenient to select the ending date shown on a bank statement. This allows you to easily verify which checks and deposit have and have not cleared your account, enter the correct Opening Balance and check the Statement Balance before you start reconciling in TravCom.

To clear out old information in the Bank Reconciliation:

1. 	If you do not regularly drop your deposit slips in TravCom, you will need to drop a deposit slip. Review the help topic How to Post a Bank Deposit  for assistance with this procedure. If you do not drop the deposit you will be unable to clear old deposits from the Bank Reconciliation function.

2. 	From the Posting menu select Bank Reconciliation.

3. 	Verify that the correct Cash Account is displayed. If not, enter the general ledger account number you want to set up, or select it from the drop down list.

4. 	Click on the Mark/Unmark Checks button.

5. 	TravCom will display a list of all checks that have been posted in the system that have not previously been reconciled.

On this screen you can either:

•	mark all of the checks shown (using the Select All button), then add the Outstanding Checks back into the Bank Reconciliation as described below, or…

•	click on each of the checks which had cleared your bank account as of the last bank statement that you will not reconcile in TravCom.

When you have marked all relevant checks, click on the OK button.

6. 	Click on the Mark/Unmark Deposits button.

7. 	TravCom will display a list of all deposits that have been posted and dropped in the system that have not previously been reconciled.

On this screen you can either:

•	mark all of the deposits shown (using the Select All button), then add the Outstanding Deposits back into the Bank Reconciliation as described below, or…

•	click on each of the deposits which had cleared your bank account as of the last bank statement that you will not reconcile in TravCom.

When you have marked all relevant deposits, click on the OK button.

8. 	Click on the Reconciliation Complete button. This option will clear the amounts currently shown in Deposits Cleared and Checks Cleared, and adjust the Opening Balance. You will enter the correct Opening Balance as part of the set up procedure described below.

To enter beginning records into the bank reconciliation:

1. 	If you have not already displayed this function, select Bank Reconciliation from the Posting menu.

2. 	Verify that the correct Cash Account is displayed. If not, enter the general ledger account number you want to set up, or select it from the drop down list.

3. 	Click on the Add Checks button.

4. 	Enter the check number, date, payee and amount of each check that was outstanding on the starting date you selected. When all checks have been entered, click on Finished.

5. 	Click on the Add Deposits button.

6. 	Enter the deposit date, amount and an optional description for each deposit that had not cleared your bank on the starting date you selected. When all deposits have been entered, click on Finished.

7. 	Click on the Opening Balance field, and type in the opening balance as shown on the first bank statement you intend to reconcile in TravCom. If you have not yet received the bank statement for this period, remember that the Opening Balance will be the same as the Closing Balance (or Ending Balance) on the preceding bank statement.

8. 	Verify that the general ledger account is in balance with the bank statement before you begin using the Bank Reconciliation. Clearly, if the G/L account is not in sync with your bank statement when you first begin to use the bank reconciliation function, your reconciliations in TravCom will continue to be out of balance by the same amount, and it will be difficult to identify new problems between the two balances.

•	When the G/L account is in balance with your bank account, the Checkbook Balance and the G/L Balance at the bottom of the Bank Reconciliation screen will be equal. If they are not the same at this time, verify the following fields:

•	The Opening Balance at the top of the screen should match the Opening Balance on the first bank statement you intend to reconcile in TravCom, or the Ending Balance (or Closing Balance on the previous bank statement).

•	Since no items have been reconciled for the current period, the fields Adjustments: Income, Adjustments: Charges, Deposits Cleared and Checks Cleared should all show zero balances.

•	The Statement Balance below these fields should match the Ending Balance (or Closing Balance) on the last bank statement you will not be reconciling in TravCom.

•	The Outstanding Deposits plus the Cash Not Yet Deposited fields should show all deposits you have made to the bank that had not been credited to your account as of the date on the bank statement. This should include all deposits made prior to the date you started posting in TravCom (entered through Add Deposits in steps 5 and 6, above), and all of the cash receipts you have posted into TravCom.

You can verify this amount by adding all of your actual bank deposit slips and comparing this to the total of these two fields. If the Outstanding Deposits plus the Cash Not Yet Deposited shown in TravCom do not equal your deposit slips you may have added a deposit slip in error, or may have missed one (or more) when adding them to the Bank Reconciliation.

•	The Outstanding Checks should show all cash disbursements that you have written against your bank account that had not been cashed with your bank as of the date on the bank statement. This should include all checks written prior to the date you started posting in TravCom (entered through Add Checks in steps 3 and 4, above), and all of the checks you have posted into TravCom.

You can verify this amount by adding all of your actual checks and comparing this to the total in this field. If the Outstanding Checks shown in TravCom does not equal your checks you may have added a check in error, or may have missed one (or more) when adding them to the Bank Reconciliation. Note that if you are just beginning to use TravCom and have not yet entered your General Ledger beginning balances (as described in the help topic How to Post General Ledger Beginning Balances ) your general ledger balance, as shown on the Bank Reconciliation screen, will be out of balance by the amount of your beginning G/L balance until you post this beginning adjustment.

If these fields have all been verified and the G/L balance still does not balance with the Checkbook Balance shown, it is likely that the General Ledger Balance in TravCom is not correct. You should discuss the amount that is out of balance with your agency's accountant, and then post a general ledger adjustment to correct the balance in your system.

The bank reconciliation has now been set up for this account. If you have multiple cash accounts that you will reconcile in TravCom, you can now select the next bank account number and repeat these steps to set up all other accounts.


How to Set Up Travel Agency Fee Documents (T.A.F.s)
TravCom for Windows
How to Set Up Travel Agency Fee Documents (T.A.F.s)

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If you have a contract with A.R.C. to process Travel Agency Fee documents (T.A.F.s) you must create a product code in TravCom for T.A.F.s, in order to post them properly and generate the required report. It is also recommended, though not required, that you create a vendor account for your T.A.F.s.

To create a new Product Code:

1. 	From the Files menu select Setup.

2. 	Click on the Product Codes tab.

3. 	Click on the Add button, then fill in the fields, using t to move from field to field. Be sure to check the Controlled check box and enter the Ticket Format as 9999999999, indicating that each T.A.F. will have a 10-digit document number.

For a description of what to enter in each field, review the help topic Reference: Setup - Product Codes Tab .

4. 	When you are finished, select the Update button to save your changes.

To create a new Vendor Account:

1.	From the Files menu select Vendors, or click on the Vendor File Maintenance button on the tool bar.

2.	Identify the vendor you want to add. You can do this in several ways:

•	If you know what account number you want to create (for example, vendor number 9000), type the number in the Number field. Then press t or click in any other field.

TravCom confirms that this number does not exist, and asks you if you want to create it. Select Yes.

•	You can use the Next Open button to create a new record with the next available number (for example, if you want the next available vendor number in a series).

To use this feature, type a number in the Number field (or leave it blank to add the first available number) and click the Next Open button. TravCom will assign the next available number starting with the number you entered in the Number field.

Using series or ranges for different types of files gives you flexibility in requesting reports, and simplicity in adding new accounts (for example: tour vendors are in the range 2000 to 2999, but you don't know the next available number, TravCom can find it for you if you enter 2000 and click on Next Open).

Fill in the fields, using t to move from field to field. This file has multiple sections, shown on the screen like tabs in a binder. To get to one of these tab sections, just click on the tab name. You can access the sections in any order. For a description of what to enter in each field, review the help topics Reference: Vendor Maintenance - General Tab , Reference: Vendor Maintenance - Accounting Tab  and Reference: Vendor Maintenance - Branches Tab . Each tab is described separately.

3. 	When you are finished, select the Update button to save your changes.

TravCom is now set up for your Travel Agency Fee documents.

For assistance manually posting a T.A.F. document review the help topic How to Post a Travel Agency Fee Document .

To send a T.A.F. transaction through the interface:

On Apollo you can build a TUR segment or an MS line. For assistance with TUR segments review the help topic Reference: Apollo Formats or refer to your Apollo documentation. For assistance with MS lines review the help topic Apollo Miscellaneous Segments

On SABRE you can build an ACSUP line or an MS line. For assistance with ACSUP lines refer to your SABRE documentation. For assistance with MS lines review the help topic SABRE Miscellaneous Segments .

On Amadeus you must build an MS line. For Amadeus assistance with MS lines review the help topic Amadeus Miscellaneous Segments .

On WORLDSPAN you can build a TVL segment or an MS line. For assistance with TVL segments review the help topic Reference: WORLDSPAN Formats or refer to your WORLDSPAN documentation. For assistance with MS lines review the help topic WORLDSPAN Miscellaneous Segments .


How to Set Up Voucher Forms
TravCom for Windows
How to Set Up Voucher Forms

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1. 	From the Files menu select Setup.

2. 	Select on the Printers/Forms tab.

3. 	Click on the Forms button.

4. 	Select the Vouchers tab.

5. 	Click on the radio button to the left of the Voucher format you will use. You can select from three (3) pre-loaded formats, or select the custom format, and build your checks to your own needs in Crystal Reports.

A sample of the pre-loaded dot matrix voucher format was included with the installation package you received from TravCom, or can be obtained by contacting the TravCom help desk.

If you have selected to customize your vouchers, enter the file name for the voucher forms (as saved in Crystal Reports) in the space to the right of this option.

6. Click on OK to return to the main Setup screen.


How to Specify the Next Check Number
TravCom for Windows
How to Specify the Next Check Number

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1. 	From the Files menu select General Ledger.

2. 	Click on the Cash Accounts tab.

3. 	Highlight the bank account for which you want to enter the next check number, then click on the Edit button.

If the bank account you want is not listed on this tab, it has not yet been identified as a Cash Account . For assistance adding cash accounts, review the help topic How to Set Up Cash Accounts

4. 	Click on the Next Check field and enter the next check number to be printed for this account.

5. 	Click on OK to accept your entry and return to the main Cash Accounts screen.


How to Specify the Next Invoice Number
TravCom for Windows
How to Specify the Next Invoice Number

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1. 	From the Files menu select Setup.

2. 	Click on the Miscellaneous tab.

3. 	Click on the Next Invoice Number field and enter the next invoice number you want TravCom to assign. This Invoice Number will be suggested in Sales Posting the next time you manually post a sale, but will never override the invoice numbers transmitted by your reservation system.

It is recommended that you select an invoice number that is distinctly different from the invoice numbers assigned by your reservation system. TravCom for Windows will not allow the same invoice number to be assigned to two unrelated sales posted to different client accounts.


How to Specify the Next Voucher Number
TravCom for Windows
How to Specify the Next Voucher Number

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1. 	From the Files menu select Setup.

2. 	Click on the Miscellaneous tab.

3. 	Click on the Next Voucher Number field and enter the next voucher number you want TravCom to assign. This Voucher Number will be suggested in Voucher Posting the next time you manually post a voucher, or in Interface the next time a hotel or car rental booking is transferred which does not include an Invoice number. It will never override the invoice numbers transmitted by your reservation system, which are assigned to any hotel and car reservations included in the PNRs.

It is recommended that you select a voucher number that is distinctly different from the invoice numbers assigned by your reservation system to avoid confusion.


How to Specify Your A.R.C. Vendor
TravCom for Windows
How to Specify Your A.R.C. Vendor

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1. 	From the Files menu select Setup.

2. 	Click on the IATA Numbers tab.

3. 	Click on the A.R.C. Vendor No. field at the top of the tab. Enter the vendor number you have created for all A.R.C. sales, or select it form the drop down list. If you have just installed TravCom, the vendor number 000030 has been pre-built in your system for these sales, and pre-entered into this field for you.

This vendor number will automatically be inserted into every sales that is transmitted via interface which includes a standard A.R.C. document format.


How to Specify Your Country in TravCom
TravCom for Windows
How to Specify Your Country in TravCom

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The Country you specify when you initially install TravCom will determine many of the pre-loaded settings such as whether you report to A.R.C., have VAT, and the most common tax formulas (for VAT and PST). If you are working on an established TravCom system it is not recommended that you change the Country setting.

To Specify the Country you are in:

1. 	From the Files menu select Setup.

2. 	The Agency Information tab is automatically displayed. Click on the Country Setup field and select your country from the drop down list. If your country is not listed, there are no pre-loaded settings specific to your country. Select the country most like yours, or call the TravCom help desk for assistance.


How to Transfer Cash between Cash Accounts
TravCom for Windows
How to Transfer Cash between Cash Accounts

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Transferring funds between two bank accounts is done in two steps. You must write the check out of one bank account in Posting - Accounts Payable - Checks, then deposit the funds in the other bank account in  Posting - Accounts Receivable - Cash Receipts. It is important that this transaction be posted in two separate steps so that TravCom for Windows can update the bank reconciliation for both bank accounts as well as reports such as the Cash Receipts Report, Check Number Register, and Cash Disbursement Report.

Even if both of the bank accounts are located at the same bank and you transfer funds by telephone (without a physical check), you should post a "dummy" check and deposit, as with an A.R.C. electronic withdrawal or deposit so as to update your database and reports.

Writing the Check:

1. 	From the Posting menu select Accounts Payable, then Checks.

2. 	Select Miscellaneous to post the check directly to the general ledger.

3. 	Enter the name of the agency in the Name field and complete the screen as appropriate. For assistance with what to enter in each field, review the help topic Reference: Check Posting .

4. 	Create an invoice for the amount you wish to transfer and expense it to the Suspense Account .

Depositing the Funds:

1. 	From the Posting menu select Accounts Receivable, then Cash Receipts.

2. 	Select Miscellaneous to post the deposit directly to the general ledger, as you previously posted the check.

3. 	Enter the name of the agency in the Name field and complete the screen as appropriate. For assistance with what to enter in each field, review the help topic Reference: Cash Receipts Posting .

4. 	On the general ledger distribution screen, enter again the Suspense Account.

To complete this transfer, remember to click on Drop Deposit and drop the deposit slip for the amount you have transferred.


How to Transmit Queued Data from the CRS to TravCom
TravCom for Windows
How to Transmit Queued Data from the CRS to TravCom

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If you will be receiving interface via a serial cable, you must bring the interface up on the TravCom for Windows side before you bring the interface up on your CRS. If you are using Image-to-disk, you must bring the interface up in WORLDSPAN and transfer the records to the file first.

If you use cable interface, the interface can be sent from any reservation system workstation (CRT), regardless of where the cable is connected to the CRS network. However, if you have TravCom installed on a network, you must receive the interface into the TravCom workstation to which the cable was connected.

To prepare TravCom to receive the CRS data:

1. 	From the Interface menu select the interface (A, B, C or D) you want to receive data into, then Receive Interface.

2. 	Enter the number of records you will receive during this session or 0 for all records on queue. If you are going to have the interface up throughout the workday leave this at 0.

3. 	To determine the number of records queued go to any CRS workstation and type the appropriate display command from the following:

•	For Apollo type HQC e.

•	For Amadeus type BC e.

•	For SABRE type DX STATUS e.

•	For WORLDSPAN type JZXMSG DQ (your LNIATA) e.

4. 	Click on OK to accept this entry. TravCom is now ready to receive data sent by your CRS.

5. 	If you want the system to pause when the interface has been received, but before TravCom automatically processed the data, click on Pause on completion.

To send queued records from your reservation system:

1. 	On any CRS workstation enter the appropriate send command from the following:

•	On Apollo, type: HMOM (line #)-U e. Note that branch office and STP locations will each have a separate line number.

•	On Amadeus type BA (date) e or BA (sequence numbers) e.

•	On SABRE type DX TRANSMIT e.

•	On WORLDSPAN type YSTR (your LNIATA) e.

2. 	The data will start to appear in the window on TravCom.

3. 	When all the data has been received you have the option to Process Data, Stop Receiving or Process Data, Continue Receiving.

If you intent to leave interface up all day, select Process Data, Continue Receiving.

If you want to bring the interface down, select Process Data, Stop Receiving and enter the command on your CRS to down the MIR (or Queue).

•	On Apollo type HMOM (line #)-D e.

•	On WORLDSPAN type YSTP (your LNIATA) e.

•	On Amadeus you do not need to down the line - Amadeus will shut down the transmission automatically when it has sent the records you've specified.

•	On SABRE, type DX END e. You may type this command at any time on SABRE: SABRE will not stop sending immediately, but will stop as soon as it has sent all the records that were on queue at the time you entered the DX END command.

If you leave the Interface up throughout the workday, remember to return to this step to close the interface connection before logging off of TravCom for the night.

Once the data has been processed you will be able to print an edit list or verification list, or can modify the data.


How to Use A.R.C.'s ARIA Data with TravCom
TravCom for Windows
How to Use A.R.C.'s ARIA Data with TravCom

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To use the A.R.C. Reconciliation for ARIA you must be receiving a weekly ARIA diskette from A.R.C. If you are not currently participating in the ARIA program, contact A.R.C. for information on signing up.

To run the ARIA Reconciliation:

1. 	From the Posting menu select A.R.C. Reconciliation.

2. 	Select ARIA Diskette Reconciliation from the drop down list.

3. 	Make sure the diskette provided by A.R.C. is in the disk drive, then click on Import Data. TravCom will check the diskette and display the file name identified.

4. 	Enter the password you provided to A.R.C. when you initially signed up for the ARIA program, then click on OK or press e to continue.

5. 	TravCom imports the records and compares them to the transactions posted in the Sales database.

6. 	You can now print the Matched Report and/or the Variance Report.

The Matched report shows all transactions that exactly matched in both databases.

The Variance report shows any transactions that did not exactly match, or were posted in one database but not the other. Each transaction on this report is accompanied by an error code to assist you in identifying the cause of the variance.

You can use this report to identify and correct any errors in TravCom, and to prepare the appropriate documents of A.R.C. processed errors.

7. 	Click on Quit to exit this function.


How to Use Chain Codes
TravCom for Windows
How to Use Chain Codes

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Chain codes are assigned by your reservation system (CRS) and are included in each hotel and car rental booking to identify the chain with which the property is associated. TravCom uses the chain code on the booking to determine which Vendor account the reservation should be posted to. When the chain codes have not been entered properly to the vendor records, hotel and car rental bookings received through the interface cannot be properly identified.

If you are using the pre-loaded Vendor accounts in TravCom, most of the common hotel and car rental chains have been built for you. However, in you are converting databases from another accounting system (including an earlier version of TravCom), you will have to enter the chain codes into each vendor's record.

Any time you add a hotel or car rental chain to your vendor file, you should enter the venodr's chain code(s), as well.

To add a chain code to a vendor record:

1. 	From the Files menu select Vendor, or click on the Vendor File Maintenance button on the tool bar.

2. 	Identify the record you want to modify by typing the vendor account number or Sort Key in the Number field, or by selecting it from the drop-down list. Then press t or click on any other field.

3. 	Click on the Chain Codes button.

4. 	In the table to the left, type in the chain code(s) that should be identified with this vendor, using the t key to move from line to line. You can enter as many chain codes as you want identified with this account.

For example, you can create separate accounts for Marriott Corporation (MC), Courtyart by Marriott (CY), and Residence Inn by Marriott (RC), or you can create a single vendor for Marriott and enter all of Marriott's chain codes to that single account.

For your "Miscellaneous Hotels" and "Miscellaneous Car Rentals" vendors, enter the Chain Code ZZ. It is not necessary to enter all remaining chain codes to this record.

5. 	To the right of the Chain Code field, select the radio button which identifies what type of vendor this is, either a hotel chain or car rental chain.

6. 	Click on OK to return to the main Vendor screen, then click on the Update button to save the change to this record.

To review the pre-loaded vendor accounts and their associated chain codes, print the Vendor Edit List. The pre-loaded Hotel vendors will be in the range from 300 through 399, and the car rental vendors will be in the range from 400 through 499.


How to Use Divisions
TravCom for Windows
How to Use Divisions

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Divisions allow you to divide your agency's business into different profit centers, or departments. When you use Divisions in TravCom you will be able to print a separate Financial Statement for each division, and/or a Financial Statement which includes all divisions within the branch. Divisions will not separate the Balance Sheet  in any way. Use Divisions if you want to separate sales and expenses for your Cruise, Corporate and Leisure agents, for example.

Before you can use divisions you must turn this option on in the System Customization window and create the Divisions you want for your agency . Review the help topic How to Activate Divisional Functionality  and How to Add a Division for assistance with these procedures.

Once established, each transaction must be assigned to a division. By default, TravCom will post transactions to Division 0000, so you may want to create this division as the most active division you will use.

Agents must enter the appropriate division to each of their PNRs. The division is entered on a DIV Remarks line. For example, if you establish division 0001 as Corporate Sales, then all of your corporate agents must enter a remark line as follows to their PNRs (note that leading zeroes are not required):

On Apollo:  T-DIV/1 or T-DIV/0001.

On Amadeus:  RM*RM DIV/1 or RM*RM DIV/0001.

On SABRE:  5.DIV/1 or 5.DIV/0001.

On WORLDSPAN:  5DIV/1 or 5DIV/0001.

Divisions can be modified in Interface when they are not entered correctly, but cannot be modified in the Query functions, since they affect the accounting functions in TravCom. If you determine that a transaction has been posted to the wrong division, you must reverse the error and re-post the transaction correctly. Note that you can use the Adjust a Sale option in Sales Posting to make this correction on a sales transaction.

Printing the Financial Statement when you have Divisions:

Once you have activated the Divisions option, the Financial Statement/Balance Sheet dialog box (on the Files - General Ledger menu) will include a Divisions button. This special option will only be enabled when the Financial Statement check box is marked.

Click on this box to select the divisions for which you want to print a Financial Statement. The default setting is to print a single Financial Statement for all divisions combined.

Once you have marked each division for which you want to print a report, click on OK, then continue to print as usual.


How to Use the Calculator
TravCom for Windows
How to Use the Calculator

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The calculator in TravCom functions like a standard calculator. You can use the number keys at the top of your keyboard, or the number pad at the side of your keyboard.  For a list of functions available on the calculator, review the help topic Reference: Calculator .


How to Use the Direct Income Accounting Method
TravCom for Windows
How to Use the Direct Income Accounting Method

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Direct Income Accounting records the amount of your commission on the Financial Statement . The full amount of your sales will be reported on statistical reports such as the Agency Status Reports, but will not be reflected on your Financial Statement.

Direct Income Accounting (as opposed to Sales/Cost of Sales Accounting ) affects the way your Financial Statement will appear, and therefore the way you should view this report. However, no statistics or reports will be affected by your choice of Accounting Method.

To customize TravCom to use Direct Income Accounting you must enter the same general ledger account numbers in the Income and Expense fields for each product code.

To modify your Product Codes for Direct Income Accounting:

1. 	From the Files menu select Setup.

2. 	Click on the Product Codes tab.

3. 	Highlight a Product Code to modify, then click on the Edit button.

4. 	Click on the expense field, then type in the new general ledger Expense account number for this product code, or select it from the drop down list.

5. 	Click on the OK button to save your change(s).

6. 	Repeat steps 3 through 5 until all product codes have been corrected.


How to Use the Sales/Cost of Sales Accounting Method
TravCom for Windows
How to Use the Sales/Cost of Sales Accounting Method

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Sales/Cost of Sales Accounting records the full amount of each sale on the Financial Statement  (including or excluding taxes, as you have selected on the System Customization tab in Files - Setup. Review the help topic How to Include or Exclude Taxes on Your Financial Statement  for more information on this option). The cost, or expense, related to the sale is recorded in a separate general ledger account in the Expenses section of the Financial Statement.

The amount of your commission can be determined by subtracting the Cost of Sales account balance from the Sales account balance, and will be reported on reports such as the Agency Status Reports.

Since Sales/Cost of Sales Accounting (as opposed to Direct Income Accounting ) affects the way your Financial Statement will appear, it will affect the way you should view this report. However, no statistics or reports will be affected by your choice of Accounting Method.

To customize TravCom to use Sales/Cost of Sales Accounting you must enter different general ledger account numbers in the Income and Expense fields for each product code.

If you have just installed TravCom, the system has already been prepared for Sales/Cost of Sales accounting.

If you have an established TravCom system and want to change from Direct Income to Sales/Cost of Sales Accounting, you must create an expense account in the general ledger for each product code, and update the Product Code table to reflect the new accounts. Note that changing the product codes after you have begun posting in TravCom will only affect future postings, and can result in irregular accounting and statistical figures (for example, if you print comparative Financial Statements, all previous postings will reflect the Accounting method you previously used).

To prepare your general ledger:

1. 	From the Reports menu select General Ledger, then Chart of Accounts.

2. 	Specify that the report should include format accounts  and should print in Numerical order. Do not enter a range of account numbers to be printed.

3. 	Click on the Print button. For assistance with the dialog box that is displayed, review the help topic Reference: Print Setup .

4. 	Review the Expenses on the Chart of Accounts. If accounts already exist for each product code, skip to the instructions to modify your Product Codes table .

5. 	If expense accounts have not already been built, select an appropriate series of General Ledger account numbers. The numbers you select should be in the same numerical range as the other expense accounts on your Chart, and are often placed between the Income accounts and the first general Expense account. If you do not know what account numbers are best for you, consult your agency's accountant.

6. 	 From the File menu select General Ledger. Add each required general ledger account to this file. For assistance adding accounts to the general ledger file, review the help topic How to Add a General Ledger Account. Be sure to make a note of the account numbers and descriptions, for easy reference.

To modify your Product Codes for Sales/Cost of Sales Accounting:

1. 	From the Files menu select Setup.

2. 	Click on the Product Codes tab.

3. 	Highlight a Product Code to modify, then click on the Edit button.

4. 	Click on the expense field, then type in the new general ledger Expense account number for this product code, or select it from the drop down list.

5. 	Click on the OK button to save your change(s).

6. 	Repeat steps 3 through 5 until all product codes have been corrected.


How to Verify Interface Data
TravCom for Windows
How to Verify Interface Data

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1. 	From the Interface menu select the interface (A, B, C or D) you want to verify, then Verify Data.

2. 	Select the warnings you want TravCom to include on your report. Warnings you can select from include:

•	Client Department is not on file

•	Commission amount is zero

•	Vendor is not an Outside Sales agent

•	Outside Sales agent commission amount is 0.00

•	Invalid voucher date

•	Voucher rate is 0.00

•	Invalid credit card number

•	Client credit limit is exceeded

Click on the check box to the left of each warning, to place or remove the X in that check box. Warnings which have been X-ed will be printed on the report; warnings which are not X-ed will be ignored.

Errors will always be included on the Verification List.

3. 	Click on the Print button. For assistance with the dialog box that is displayed, review the help topic Print Setup .


How to Void a Ticket
TravCom for Windows
How to Void a Ticket

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Voiding a ticket is the process of recording in TravCom a ticket number that has not yet been posted, and has been voided, or "spoiled," or reversing a previously posted sale such that it will not appear on reports. If you want to reverse a posted sale, but want that sale to appear on reports as a sale (positive) and refund (negative), the transaction should be reversed via Refund. Review the help topic How to Refund a Previously Posted Sale  for assistance with this procedure.

To void a ticket:

1. 	From the Posting menu select Accounts Receivable, then Sales, or click on the Sales Posting button on the tool bar.

2. 	Click on the Void Ticket/Invoice button

3. 	Select a search method, either ticket number, invoice number, or passenger name. If you are entering a "spoiled" document, click on the Ticket radio button.

4. 	Depending on the search method you selected, enter the invoice number, ticket number or passenger name as it was entered into the PNR (for example, SMITH/JOHN).

When entering a ticket number, enter the ten-digit ticket number only. Do not include the airline code or check digit. If the ticket is part of conjunctive tickets, enter the final two digits of the last conjunctive ticket, to instruct TravCom to void all tickets in that series.

For example, to void ticket 125-1111222333-0, enter 1111222333 only. To void conjunct tickets 1111222333-0 and 1111222334-1, enter 111122233334.

5. 	Click on the Search button.

6. 	If TravCom finds the sales transaction in the database, the detail for that posting will be displayed. Verify that this is the correct sales to reverse, then click on the Void button. If this is not the correct transaction, click on Cancel to enter a new invoice or ticket number, or passenger name. When TravCom finds multiple records that match the criteria you have entered, a list will be displayed for you to select from.

If TravCom does not find any matching transactions in the database, a message will be displayed advising you that the ticket number has not been posted, and asking if you want this ticket to be marked as void in the database. Click on Yes if this is correct, or No to return to the Void Ticket/Invoice screen to enter another ticket number.

7. 	If you have multiple tickets to be voided, repeat steps 3 through 6 until all transactions have been voided.


How to Void/Reverse a Check
TravCom for Windows
How to Void/Reverse a Check

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1. 	From the Posting menu select Accounts Payable, then Checks, or click on the Check Posting button on the tool bar.

2. 	Click on the Void Check button.

3. 	Enter the check number you want to void, and verify the bank account displayed. Then click on the Search button.

4. 	If TravCom finds the check in the database, the detail for that disbursement will be displayed. Verify that this is the correct check to reverse, then click on the Void button. If this is not the correct check, click on Cancel to enter a new check number.

If TravCom does not find the check in the database, a message will be displayed advising you that the check has not been posted, and asking if you want this check number to be marked as void in the database. Click on Yes if this is correct, or No to return to the Void Check screen to enter another check number.

Note that you cannot reverse a check that has been reconciled in your Bank Reconciliation function.

5. 	If you have multiple checks to void, repeat steps 3 and 4 until all checks have been voided.

6. 	Click on the Quit button to return to the main Check Posting screen.


How to Void an Invoice
TravCom for Windows
How to Void an Invoice

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Voiding an invoice is the process of recording in TravCom an invoice number that has not yet been posted, and has been voided, or "spoiled." If you want to void a posted sale, you must reverse the transaction. Review the help topic How to Refund a Previously Posted Sale  for assistance with this procedure.

To void an invoice:

1. 	From the Posting menu select Accounts Receivable, then Sales, or click on the Sales Posting button on the tool bar.

2. 	Click on the Void Ticket/Invoice button

3. 	Click on the Invoice radio button, then enter the invoice number to void.


How to Work with Budgets
TravCom for Windows
How to Work with Budgets

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Monthly budgets can be entered for each Income and Expense account on the General Ledger. These entries can then be accessed for any custom report built in Crystal Reports.

To enter budgetary data to a general ledger account:

1. 	From the Files menu select General Ledger.

2. 	Identify the account to which you want to add budgets by typing the general ledger account number or Sort Key in the Number field, or by selecting it from the drop-down list. Then press t or click on any other field.

3. 	Click on the Budgets tab.

4. 	Enter the monthly budget in each month, using the t key to move form field to field.

5. 	Click on the Update button to save your changes and return to the main General Ledger screen.

6. 	If you want to enter budgetary data to multiple accounts, repeat steps 2 through 5 until all accounts have been updated.


How to Work with Format Accounts
TravCom for Windows
How to Work with Format Accounts and Maintain your Financial Statement/Balance Sheet

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Format accounts are used to customize your Balance Sheet and Financial Statement. They are control accounts that tell TravCom where to insert a title, a subtotal, a total, a page break, and so on. The types of format accounts are:

•	First Income/Expense Account - Instructs TravCom that this account represents the beginning of the Income or Expense Accounts. This tells TravCom that the next account begins the Financial Statement.

•	Net Income Account - Transfers the amount of profit/loss from the Financial Statement to the Balance Sheet. Without this account the Balance Sheet would not be in balance. This account is normally placed at the end of the Capital Accounts, either before or after the Retained Earnings account that shows the profit/loss from the previous year.

•	Format: Heading/Format: Centered Heading - Instructs TravCom to print a heading, such as the word "Assets", "Liabilities", or "Sales". If the account is Format: Heading then the heading is left justified on the page. If the account is Format: Centered Heading then the heading is centered on the page.

•	Format: Skip to Top of Page - Instructs TravCom to force a page break at this point and continue with the next account at the top of the next page. This type of format account is often inserted between the Assets and Liabilities so that the Liability and Capital accounts print on a separate page from the Assets. It can also be inserted between Income and Expense accounts if you want them to print on separate pages. Note that it is not necessary to insert a Skip to Top of Page account between the Capital and Income accounts, as TravCom will always separate the two reports (Balance Sheet and Financial Statement).

•	Total: Level 1 through Level 5 - Instructs TravCom to print a subtotal or total. A Level 1 type Total will subtotal the accounts immediately preceding it, up to but not including any other Total accounts. A Level 2 type Total account will subtotal the accounts immediately preceding it, up to any other Total format account, including Level 1 Total accounts, but no others. Level 3 totals will include Levels 1 and 2, and Level 4 will include levels 1, 2 and 3. Once a total level account prints it then resets to zero. All lower level total accounts reset to zero as well. A Level 5 Total account is a special account. It is used as a running total account on the Financial Statement and is never cleared.

•	Clear Total: Level 1 through Level 5 - Clears the Total: Levels 1 through Level 5 accounts at the point where the Clear Total account is inserted. All lower level totals are cleared as well. These accounts are used if you wish to force the totals to be cleared without specifically printing the total. Nothing is printed on the reports where a Clear Total account is inserted. These accounts are not required on the Chart of Accounts; many General Ledgers in TravCom do not include any Clear Total accounts at all.

For example: The following excerpt is from a chart of accounts. It lists a portion of the Assets section, including formatting accounts, and then shows how this will print on the Balance Sheet.

1000	ASSETS	Centered Heading

1010	CASH ON HAND (PETTY CASH)	Asset

1030	CASH IN BANK #1	Asset

1060	CASH IN BANK (MAIN ACCT FOR SALES)	Asset

1070	SAVINGSACCOUNT #1	Asset

1100	TOTAL CASH	Total (1)

1110	ACCOUNTS RECEIVABLE	Asset

1130	LOAN RECEIVABLE #1	Asset

1150	PREPAID EXPENSES	Asset

1160	INTEREST RECEIVABLE	Asset

1200	TOTAL PREPAID EXPENSES	Total (1)

1250	TOTAL CURRENT ASSETS	Total (2)

These accounts will look like this on the printed Balance Sheet:

ASSETS

CASH ON HAND (PETTY CASH)	       50.00

CASH IN BANK (MAIN ACCT FOR SALES)	  2,500.00

SAVINGS ACCOUNT #1	10,000.00

−−−−−−−−

TOTAL CASH	12,550.00

ACCOUNTS RECEIVABLE	11,000.00

−−−−−−−−

TOTAL PREPAID ASSETS	11,000.00

−−−−−−−−

TOTAL CURRENT ASSETS	23,550.00

−−−−−−−−

In this example, accounts 1030 (Cash in Bank #1), 1130 (Loan Receivable #1), 1150 (Prepaid Expenses), and 1160 (Interest Receivable) have a zero balance and therefore will not print on the Balance Sheet. Notice that the Total Prepaid Assets line does not include any amounts from the  cash accounts, as the Total Cash format account is a total level equal to the Total Prepaid Assets total level. Since the Total Current Assets format account is a higher level than either of the other total accounts, it includes both cash and prepaid assets.


How to Work with Free Fields
TravCom for Windows
How to Work with Free Fields

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Free fields allow you to enter any sales information you want to maintain for reporting purposes, and for which there is not a pre-built field in TravCom. They do not print on any pre-built report but are available in Crystal Reports. Free fields are entered into a sale or PNR in a single line, separated by slashes. For assistance entering Free Fields into a PNR or manually posted sale, review the help topics Reference: Amadeus Formats , Reference: Apollo Formats , Reference: SABRE Formats , Reference: WORLDSPAN Formats , and Reference: Sales Posting: Sales Reporting Fields .

If you need to enter free fields into a sale that has already been posted you can modify the sale in Files - Queries - Sales on the Reporting tab.

Inserting Free Fields into a custom Crystal Report:

Free fields can be inserted into a report by the use of a formula. Two formulas are included in TEMPLATE.RPT to help with free fields. Select Insert - Formula Field… from the menu. FreeField1 and FreeField2 are already available from the template for free fields 1 and 2, respectively. If you need another free field simply create a new formula and insert the following as the formula text:

FreeField({Sales.FreeFieldA}+{Sales.FreeFieldB}, n)  where n is the free field you wish to print

A free field can be formatted the same as any other field. If the free field is a numeric and needs to be totaled you can modify the free field formula as follows:

ToNumber(FreeField({Sales.FreeFieldA}+{Sales.FreeFieldB}, n))  which will convert the desired free field to a number.


How to Clear the Databases
TravCom for Windows
How to Clear the Databases

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When you clear the databases, all clients, vendors and general ledger account balances will be cleared. The sales, vouchers, cash receipts, and checks databases will be deleted. However, the clients, vendors, agents and general ledger accounts you have created will remain, as well as any customized settings.

Always use caution when selecting this function. Once you have cleared the databases, they cannot be retrieved except by restoring a backup.

To clear the databases:

1. 	From the Utilities menu select Database Maintenance.

2. 	Click on the Clear Databases button. If you have multiple branches, click on the Branches button to select the branch locations you want to clear out.

3. 	Click on the Start button.


Troubleshooting Basic Computer Problems
TravCom for Windows
Troubleshooting Basic Computer Problems

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Many computer problems require the assistance of a trained support specialist. However, there are several steps you can often take to try to resolve the problem before you call the TravCom Help desk or your hardware support service.

Low Memory:

If you receive a warning or error message that your memory is low, this usually means the computer is trying to do too many things at once.

TravCom for Windows requires a minimum of 8 MB of memory, but runs better with at least 16 MB installed. If your computer has only the minimum necessary memory, this message can occur regularly and you might want to upgrade the memory. If you are not certain how much memory your computer has, check the following:

•	In Windows95 or Windows 98, click on the My Computer icon on your desktop. Then click on Control Panel, and System. The memory installed on your computer will be displayed at the bottom of this window.

•	In Windows 3.1 or Windows 3.11, find the Main window (group), and click on Control Panel, then System. The memory installed on your computer will be displayed at the bottom of this window.

If you are running other programs, try closing them down, and run fewer at once. Remember that sometime the computer had been instructed to run programs that you can't see (such as a Virus scanner). If this is the case, you will need to discuss the problem with a hardware technician to resolve the problem.

System Resources are low:

This message is similar to the above message that your memory is low. Check the same items as you would check for a Low Memory message.

Occasionally, the computer can issue this message in error. If that is the case, simply shutting down all of the programs you are running and re-booting your computer will correct the problem.

One or more workstations shows different data from the rest of the TravCom workstations:

If you have TravCom loaded on a network, it is necessary to run the program Workstation Setup on each workstation that will run the TravCom for Windows program (except the main workstation, or "fileserver"). If any workstation does not properly find the database files for the program, this program has not been run successfully on that workstation.

The Workstation Setup program is located in your TravCom for Windows group.


Troubleshooting Interface Problems
TravCom for Windows
Troubleshooting Interface Problems

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Many interface problems require the assistance of a trained support specialist. However, there are several steps you can often take to try to resolve the problem before you call the TravCom Help desk or your CRS software support service.

Interface doesn't transfer:

If you have interfaced to TravCom before:

•	check that the interface cable is firmly attached to the TravCom computer and to the CRS workstation.

•	verify that the CRS is sending data. On most reservation systems (except SABRE), you will be able to see the number of records on the queue decreasing if the CRS is sending. If the records do not seem to be leaving the queue, call your CRS help desk for assistance.

If you have not interfaced to TravCom before:

•	verify the origin of the cable you are using to interface. If the cable has not been pinned according to the CRS standards, the interface may not be transmitted. Note that if you have recently switched from another back office accounting system, the cable may have been modified by that company, and will need to be re-checked.

If you purchased an RS232 straight through cable for your interface, verify that the adapter supplied by TravCom has been attached between the TravCom computer and the cable, and that it has been installed correctly (there will be a label on the adapter, showing "TravCom" and your CRS. Make sure that the side of the label that says "TravCom" is closest to the TravCom computer). If you have had a technician pin the cable for you, according to the specifications provided by the CRS or TravCom, make sure that the adapter provided by TravCom is not installed.

•	verify the communication settings with your CRS. These are stored on the Install Interface screen in TravCom (from the Interface menu), and must match exactly those set by your reservation system. Call your CRS Account Representative or Support desk to verify the specifications they have set up for your interface.

Interface transfers, but doesn't look right or looks "garbled":

Check that the interface cable is firmly attached to the TravCom computer and to the CRS workstation.

If you have recently moved your computer, and the CRS workstation and TravCom computer are farther apart, you may need to replace the cable with a shielded cable to protect the data from outside static or general deterioration.

It is also possible, but uncommon, that the cable has become damaged and must be replaced.

Interface data comes through to TravCom, but there's nothing in the Interface file:

Verify the Interface level you are sending. TravCom can process the following Interface Levels:

•	Amadeus: Level 203

•	Apollo: MIR 92

•	SABRE: Option 6 (Revision 17)

•	WORLDSPAN: Level 17

If you are using any other interface level, or have indicated the wrong CRS in Install Interface, TravCom will be unable to interpret the data received.

Hotels/Car Rentals/Non-A.R.C. sales are not transmitting:

If this occurs with all hotel and car rental bookings, the function has probably been turned off in TravCom. Go to Interface - Install Interface and make sure the check boxes for Process Misc. Segments, Process Hotels and Process Cars are marked as appropriate.

If this only occurs with some bookings, it is likely that some or all of your agents are not entering the proper sending commands. After entering the booking into a PNR, the agent must be sure to send the record to the back office. When a ticket is issued, this occurs automatically, but if no ticket is involved at this time, the agent must specifically send the record to the interface queue.

•	In Amadeus, the entry must include either INV or INVJ (for invoiced PNRs) or TTP/BTK (for non-invoiced PNRs)

•	In Apollo, the entry must be HBSNONE/FS/DIDAD (ID is optional, for a printed invoice) or an equivalent format.

•	In SABRE, the entry must be DIT (#DPI is optional, for a printed itinerary).

Additionally, SABRE has the ability to set the interface to ignore the DIT entries. If your agents sent itineraries, but you still do not receive the bookings in TravCom, check the TJR display to confirm that itineraries are being processed to your POS queue. To check the TJR display:

On any SABRE computer, type W/A and your pseudo city code, then press e. For example, W/AABCD.

In the lower right corner of the TJR display, there should be a notation "Interface Itinerary Bit yes." If this notation is not displayed, the itineraries sent by your agents are not being posted to the POS queue. Call SABRE for assistance changing this setting.

If you have multiple branches, be sure to check each branch individually.

•	In WORLDSPAN, the entry must include an I on the EZ line, for example, EZI, EZNI or EZLI.

TravCom shows some invoices paid, when you haven't posted the cash receipts yet:

TravCom can process cash receipts entered by your front-office agents into the PNRs. Go to Interface - Install Interface and verify that the Process Cash Payments check box is not marked.

SABRE: When you try to send data, SABRE responds with a message about "dutycodes" or "keywords":

Your sine-in on SABRE has not been authorized to access or send interface from the POS Queue. Check with your lead agent or the SABRE help desk to add the necessary dutycodes and/or keywords to your sine-in.

If you do not sign in on SABRE, then the agent whose terminal you are using does not have this authorization. Try to send the interface from a different SABRE workstation, or ask your lead agent to provide you with your own sine-in.

WORLDSPAN: When you send to send data, WORLDSPAN  does not recognize your IATA number:

The Interface LNIATA (pronounced "line IATA") number is not the same as your agency's IATA number. Call your WORLDSPAN Account representative or the help desk to determine what your interface LNIATA is.

SABRE: Itinerary lines are missing from records:

There is currently a bug in SABRE that causes itinerary segments to appear as un-selected lines. Unfortunately, the only solution at this time is for agents to segment-select at all times. Alternately, the missing segments can be manually entered into TravCom.

This problem must be corrected by SABRE.


Troubleshooting Printer Problems
TravCom for Windows
Troubleshooting Printer Problems

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Many printer problems require the assistance of a trained support specialist. However, there are several steps you can often take to try to resolve the problem before you call the TravCom Help desk or your hardware support service.

The printer you want to use is not on the drop down list:

Normally, this indicates that the Printer Driver has not been loaded through Windows. TravCom for Windows uses the standard Windows print procedures; therefore, the printer must be loaded in Windows to be available to the TravCom program.

If you have loaded TravCom on a network, and the printer is not attached to your workstation, it may not be shared or mapped properly. This may be indicated if some users on the network can use the printer, but not others, or if the person who uses the workstation to which the printer is attached is the only person who can access it. If this may be the source of your problem, see your Network Administrator.

The printer you want to use disappears occasionally:

This problem is similar to the first problem listed. It is most likely that the printer has been shared for this worksession, but the computer has not been instructed to re-share the computer every time it is re-booted (the power is turned off, usually at night, then turned on again in the morning). Ask your Network Administrator to verify that this setting is correct.

The wrong printer appears as the default on the Print Setup dialog box:

You can select the printer you want TravCom for Windows to default to for each of the forms you print. When you initially install TravCom, the default will be the default printer set up in Windows. If this is not the printer you want to use for any form(s), review the help topic How to Choose Printers for Forms .

The printer does not print properly, or not printing at all:

Verify that the printer is plugged in to the power source and the computer. Occasionally, these connections can become loose, causing the computer to be unable to send complete messages to the printer.

Verify that the printer has paper, and the On Line button or light is ON.

Occasionally, the printer may receive a message that causes a problem with subsequent messages sent by the computer. Try turning the power off, allowing the printer to sit for about 2 minutes, then turning it back on again.


What to Do When Accounts Receivable is Out of Balance
TravCom for Windows
What to Do When Accounts Receivable is Out of Balance

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If you have recently installed TravCom and have not yet completed the beginning balances and balance forward entries for all clients and the general ledger accounts, this message may not indicate a problem. Remember, it is normal for the Accounts Receivable and Accounts Payable to be out of balance with their respective G/L accounts for a time when you first install TravCom and are preparing the opening entries.

When you run the program Check Balances (Utilities - Database Maintainance - Check Balances), TravCom checks that the total of all outstanding invoices on all client accounts is equal to the balance on the Accounts Receivable general ledger account(s). If this function reports that the two totals are not equal, usually this indicates that something has been posted to the general ledger account that was not posted to a specific invoice on a specific client account. It is also possible that a Balance Forward invoice was posted in error.

To check what has been posted to the general ledger account, print the General Ledger Posting Detail Report for the Accounts Receivable account(s). Each transaction is listed individually, and the Source (the posting program) is shown. Scan the report for any Source that does not appear to be correct. For example, transactions from Sales Posting, Cash Receipts and Checks would be normal entries to the Accounts Receivable general ledger account; transactions from A/P Invoices, Debit/Credit Memo Posting and Adjusting Journal Entries would not be normal. If you determine that there are entries that do not belong, you will need to determine which G/L account should have been affected by these postings, and post a General Ledger Adjustment . If the entry should have affected the Accounts Receivable, but was not posted correctly to a specific invoice number, you must reverse the error, and post the transaction correctly, or adjust the invoice manually as a Balance Forward Posting.

To check if a Balance Forward has been posted in error, review your Posting Journals. As each posting program generates a journal, the existence of an A/R Balance Forward Posting Journal indicates that at least one invoice was posted as a Balance Forward during the month. The journal will also itemize any such invoices, so that you can reverse them and re-post each one correctly. When checking for a Balance Forward Journal, don't forget to check both the journals you have already printed, and the unprinted journals (if an unprinted Balance Forward journal exists, the A/R Balance Forward Posting journal entry on the Periodic - Print Journals screen will be colored black instead of gray).

If this imbalance occurs regularly, call the TravCom help desk for assistance in determining what may be causing the problem.


What to Do When Accounts Payable is Out of Balance
TravCom for Windows
What to Do When Accounts Payable is Out of Balance

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If you have recently installed TravCom and have not yet completed the beginning balances and balance forward entries for all vendors and the general ledger accounts, this message may not indicate a problem. Remember, it is normal for the Accounts Receivable and Accounts Payable to be out of balance with their respective G/L accounts for a time when you first install TravCom and are preparing the opening entries.

When you run the program Check Balances (Utilities - Database Maintainance - Check Balances), TravCom checks that the total of all outstanding invoices on all vendor accounts is equal to the balance on the Accounts Payable general ledger account(s). If this function reports that the two totals are not equal, usually this indicates that something has been posted to the general ledger account that was not posted to a specific invoice on a specific vendor account. It is also possible that a Balance Forward invoice was posted in error.

To check what has been posted to the general ledger account, print the General Ledger Posting Detail Report for the Accounts Payable account(s). Each transaction is listed individually, and the Source (the posting program) is shown. Scan the report for any Source that does not appear to be correct. For example, transactions from Sales Posting, AP Invoices and Checks would be normal entries to the Accounts Payable general ledger account; transactions from A/R Invoices and Adjusting Journal Entries would not be normal. If you determine that there are entries that do not belong, you will need to determine which G/L account should have been affected by these postings, and post a General Ledger Adjustment . If the entry should have affected the Accounts Payable, but was not posted correctly to a specific invoice number, you must reverse the error, and post the transaction correctly, or adjust the invoice manually as a Balance Forward Posting.

To check if a Balance Forward has been posted in error, review your Posting Journals. As each posting program generates a journal, the existence of an A/P Balance Forward Posting Journal indicates that at least one invoice was posted as a Balance Forward during the month. The journal will also itemize any such invoices, so that you can reverse them and re-post each one correctly. When checking for a Balance Forward Journal, don't forget to check both the journals you have already printed, and the unprinted journals (if an unprinted Balance Forward journal exists, the A/P Balance Forward Posting journal entry on the Periodic - Print Journals screen will be colored black instead of gray).

If this imbalance occurs regularly, call the TravCom help desk for assistance in determining what may be causing the problem.


What to Do When the General Ledger Transaction File is Out of Balance
TravCom for Windows
What to Do When the General Ledger Transaction File is Out of Balance

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When you run the program Check Balances (Utilities - Database Maintainance - Check Balances), TravCom checks that the total debits (positives) and credits (negatives) for each transaction equal zero. If this function reports that the two totals are not equal, this indicates that something has been posted that was not in balance.

TravCom will not allow you to post transactions in most posting programs, if the transaction is not in balance. The only function in which you can deliberately post an out-of-balance transaction is Adjusting Journal Entries.

However, it is possible that during a posting, a problem in the computer (such as a power surge or outage) may have caused a problem with a posting, resulting in a partial posting to the general ledger.

To find the transaction, print the General Ledger Transaction Report and check for any posting total that does not show 0.00. You will need to determine which account(s) were not posted to at that time and post a General Ledger Adjustment to correct the error.


How to Specify the Next Cash Receipt Number
TravCom for Windows
How to Specify the Next Cash Receipt Number

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1. 	From the Files menu select Setup.

2. 	Click on the Miscellaneous tab.

3. 	Click on the Next Cash Receipt Number field and enter the next receipt number you want TravCom to assign. This Receipt Number will be automatically assigned the next time you print a receipt for a cash transaction.


How to Set Up Receipt Forms
TravCom for Windows
How to Setup Up Receipt Forms

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1. 	From the Files menu select Setup.

2. 	Select on the Printers/Forms tab.

3. 	Click on the Forms button.

4. 	Select the Receipts tab.

5. 	Click on the radio button to the left of the Receipt format you will use. You can select from a generic pre-loaded format, or select the custom format, and build your receipt to your own needs in Crystal Reports.

If you have selected to customize your recipt, enter the file name for the receipt form (as saved in Crystal Reports) in the space to the right of this option.

6. 	Click on OK to return to the main Setup screen.


How to Post a Late Fee
TravCom for Windows
How to Post a Late Fee

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1.	From the Posting menu select Accounts Receivable, then Late Fees.

2.	Enter the percentage you would like to apply to all overdue invoices. For example, you might want to apply a 5% late fee to all overdue invoices.

3.	Enter the number of days an invoice should be past due before applying a late fee.

4.	Enter the minimum amount a late fee should be in order to post it. For example, if the late fee is only $1.00 you might not want to post it. So, enter 1.00 in this field.

5.	Enter the product code to which you would like to apply the late fee. The default will be your service fee product code. The product code determines which asset and income accounts will be affected by posting the late fees.

6.	Enter the invoice number to which you would like to post the late fees. This will default to LFmmyy where mmyy is the current fiscal month and year. Each client with a late fee will have the late fee posted to this invoice number.

7.	Check the Print Invoices check box if you would like to print the invoices for each late fee posted.

8.	Click the Edit List button if you would like to review a list of the late fees which will be posted.

9.	From this list you can determine whether or not you would like to change the percentage, number of days, or change minimum amount before posting the late fees. There might also be clients to whom you do not wish to post a late fee. For these clients you should uncheck the Allow Late Fees field in Client Maintenance to suppress the posting of the late fee.

10.	If you wish to include invoices from branches other than the current branch, then click the Branches button.

11.	Post the late fees. After the late fees have been posted you can print the invoices if you selected to do so.

Any late fees posted will be recorded on the A/R Invoice Journal.


How to Create a Recurrent Journal Set
TravCom for Windows
How to Create a Recurrent Journal Set

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1.	From the Posting menu select General Ledger, then Recurrent Journals.

2.	Assign a unique Posting Description to identify this set of journal entries. TravCom will ask you to confirm the new description.

3.	Enter the Posting Group this journal set will belong to.

4.	Check the months in which to post the adjustment.

5.	Fill in the G/L accounts, division, descriptions, month, and amounts for all accounts to adjust. If applicable you can also specify the branch and division for the amount(s).

For each G/L account you must define the Amount and press t to move the cursor to the next line on the grid.

For a description of what to enter in each field review the help topic Reference: Recurrent Journals .

6.	When you have finished creating the recurrent journal adjustment set click on Update to save the entry.


How to Delete a Recurrent Journal Set
TravCom for Windows
How to Delete a Recurrent Journal Set

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1. 	From the Posting menu select General Ledger, then Recurrent Journals.

2. 	Enter the Posting Description of the recurrent journal set you want to delete, or select it from the drop down list, then press t or click on any other field.

3. 	Click on the Delete button.

Note that it is not necessary to delete a Recurrent Journal Adjustment Set from this file to prevent TravCom from posting the adjustments. If you want to keep the Recurrent Journal Adjustment Set in this file, but stop the system from posting the adjustments, simply remove the Xes from all Monthly check boxes. Since TravCom will only post the adjustments for months that have been marked, the Recurrent Journal Adjustment Set will remain in TravCom, but will not affect your accounting in any month.


How to Modify a Recurrent Journal Set
TravCom for Windows
How to Modify a Recurrent Journal Set

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1. 	From the Posting menu select General Ledger, then Recurrent Journals.

2. 	Enter the Posting Description of the adjustment set you want to change, or select it from the drop down list.

3. 	Click on the field you want to change and type in the correct entry, or click on the check box(es) you want to change. For a description of the fields, review the help topics Reference: Recurrent Journals

4. 	Click on the Update button to save your change.


How to Post Recurrent Journals
TravCom for Windows
How to Post Recurrent Journals

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When you post recurrent journal adjustments TravCom will automatically update the general ledger accounts contained in the adjustment set

You can choose to post a single selected posting group or all groups at one time. For example, if you set up all adjustment sets which should be posted quarterly as Group Q, then posting group Q will only post those adjustment sets.

To post recurrent journals:

1.	From the Posting menu select General Ledger, then Recurrent Journals.

2. 	Click on the Post button.

You will be prompted for a Posting Group. Enter the group you want to post. If you want to post two or more groups (but not all groups) you will need to repeat this procedure for each group.

3. 	Select which journal type you wish to post:

•	Recurrent Journal - This will post all journal entries exactly as they were built in the journal set.

•	Reversing Journal - This will post all journal entries exactly as they were built in the journal set. In addition, each entry will be posted a second time. However, it will be posted against the next month, and all the amounts will be reversed. That is, if there is an adjustment built for 200.00, the 200.00 will post into the current month and -200.00 will be posted against the next month.

4. 	Enter the date to be reflected on the journal entries for the recurrent journals and, if applicable, the reversing journals. The recurrent journals will default to the last day of the current month. The reversing journals will default to the first day of the next month. These can be overwritten if desired.

5. 	Click on Post.

TravCom will display the message Posting Recurrent Journals, then a confirmation message Recurrent Journals have been posted.

If you do not want to post any additional recurrent journal groups click on Quit to exit this function. Otherwise, repeat steps 2 through 5 until all required Recurrent Journal groups have been posted.


How to Change Account Numbers
TravCom for Windows
How to Change Account Numbers

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You can renumber your list of client accounts, vendor accounts, or general ledger accounts by choosing this option. You create a list of changes to be made by entering the original account number and the new number to change it to. Once you have finished the list TravCom will change all occurrences of the original number to the new number, including historical data.

1. 	From the Utilities menu select Database Maintenance. Click on the Change Numbers button.

2. 	Select the option button for the type of account numbers you wish to change. Your options are Clients, Vendors, or General Ledger.

3. 	In the From box enter the original account number you wish to change, or use the drop-down list to select the account.

4. 	In the To box enter the new number to which you wish to change the account.

5. 	Click the Add button to add the change to the list.

6. 	If you make a mistake and wish to remove an individual change, highlight the item in the list and click the Remove button. If you wish to remove all items in the list, click the Clear button.

7. 	Repeat steps 3 to 6 until you have completed all of the changes you wish to make.

It is possible that the new number to which you wish to change an account has already been assigned to an existing account. If this happens, the account number will appear in the Orphans list. You will not be allowed to continue posting the changes until all orphans have been assigned a new account and the Orphans list is clear.

When all changes have been entered, click the OK button. All changes will then be posted.


How to Purge History
TravCom for Windows
How to Purge History

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Purging history will remove all transaction detail posted before a given date. Use this function if you have old historical data which you would like to clear from the system and recover the disk space it is using. It is highly recommended that you backup your system before proceeding with this function in case you need to restore the data at a later time for reference. Once the data has been purged you cannot retrieve the information aside from restoring a backup.

1. 	From the Utilities menu, select Database Maintenance. Select the Purge History button.

2. 	Enter the latest year for which you would like to purge the history. Any transaction posted in this year or earlier will be purged.

3. 	If you only wish to purge the transactions for certain branches, click the Branches button and tag only those branches for which you wish to purge.

4. 	Click on the OK button.

Any open invoices will not be cleared, and the transaction detail will remain until the invoice is closed and the Purge History function is run again.


How to Print a Cash Receipt
TravCom for Windows
How to Print a Cash Receipt

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When posting cash receipts, you can print a hard copy of the receipt to give to the client. A cash receipt can be printed from Sales Posting or Cash Receipts Posting. The steps to post a cash receipt are as follows:

1. 	From Sales Posting or Cash Receipts Posting, select the Print Receipt button. A dialog box will appear for information to enter for the receipt.

2. 	In the Receipt Number field, enter the number of the receipt. If you would like to use the next receipt number on file, leave this field as AUTO. The next receipt number on file appears in the grayed out field next to the receipt number box.

3. 	Enter the client name and address information, and detailed information you would like to appear on the receipt, and any message you would like to appear in the footer section at the bottom of the receipt. When finished click OK.

The receipt will not print immediately. All receipts requested will be batched and print when you exit the posting function.


How to Use Automatic Check Writing
TravCom for Windows
How to Use Automatic Check Writing

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Automatic check writing is a function which will allow you to automatically or manually select invoices to be paid to vendors and then print all of the checks. You can select the automatic check writing function from Posting>Accounts Payable>Checks, then select the Auto Check Writing button. The process consists of several options available for using the automatic check writing feature:

•	Selecting/deselecting the invoices to be paid

•	Placing disputed invoices on/off of hold

•	Printing an audit report of checks to be written

•	Posting and printing of the checks

Selecting/deselecting the invoices to be paid

Select the Select Invoices button. This screen will allow you to enter the criteria to use to display open invoices. You can enter a range of vendors and a range of due dates for open invoices. If you would like TravCom to determine whether or not an invoice should be paid, click the Auto Select button. All open invoices will be displayed. Those that have been selected for payment will be selected with a check mark in the left column. TravCom determines whether or not an invoice should be paid based on the Mark Payables option on the vendors account. The invoices will be mark for payment based on the following options:

•	Never - The invoice will never be marked for payment automatically

•	When invoices are partially paid - The invoice will be marked for payment if the client has partially paid the accounts receivable portion of the invoice

•	When invoices are fully paid - The invoice will be marked for payment if the client has completely paid for the accounts receivable portion of the invoice

•	Always - The invoice will always be marked for payment, regardless of the status of the accounts receivable portion of the invoice

The full outstanding balance of the invoice will be marked for payment. If you wish to change the payment amount you can do so by editing the Amount To Pay column.

If you do not wish for TravCom to automatically mark invoices for payment you can do so manually. Enter the vendors/dates selection criteria and select the Manual Select button. All outstanding invoices for the vendors in the vendor and date range will be displayed. There will not be a check mark in the left column, unless the invoice was previously selected for payment. You can manually select or deselect invoices for payment by clicking in the left hand column. You can edit the amount to pay as well by editing the Amount To Pay column.

If you wish to deselect a group of invoices that have previously marked, enter the vendor/date selection criteria and click the Deselect button. All invoices marked for payment will be unmarked. Another way of deselecting all invoices for all vendors is to select the Deselect Invoices from the main screen.

Placing disputed invoices on/off of hold

At times you might have an invoice which you are disputing with a vendor. By placing the invoice on hold you are preventing the invoice from being marked for payment. You can place an invoice on hold by using the same methods as selecting an invoice for payment. If you want to go ahead and select an invoice for payment you must first take the invoice off of hold.

Printing an audit report of checks to be written

Once you have selected all invoices for payment, you can print an audit report of checks to be written. This report will list all vendors for which checks will be written. You can print a summary or detail. The summary will only list the vendor and the total amount of the check. The detail will list all invoices that will be paid. Use this report as a verification list before posting the checks.

Posting and printing of the checks

Once you have verified that audit report is correct, you can proceed to post the checks. You can select a range of vendors for which to post checks, or post only for regular vendors, outside sales agents, or both. Enter the check number of the first check to be written. TravCom will automatically increment the check number for each vendor. Optionally, you can automatically print the checks.


How to Restore Balances
TravCom for Windows
How to Restore Balances

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At times it might be possible that the system is out of balance. This means that the sum of detailed transactions does not equal the accumulated balance for clients and vendors. It could also mean that the general ledger transaction detail does not equal the account balances. Usually you would perform the Check Balances function to determine if the system is out of balance.

If you are certain that you have an out of balance situation, follow these steps:

1. 	From the Utilities menu, select Database Maintenance. Click on the Restore Balances button.

2. 	Select which type of account to restore - client balances, vendor balances, or general ledger balances.

3. 	Click on OK. TravCom will go through the entire A/R, A/P, or G/L detail and force the accumulated balances to match.


How to Repair Corrupt Databases
TravCom for Windows
How to Repair Corrupt Databases

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At times it is possible that the TravCom databases have been corrupt. Usually you will receive an error to that effect. A corrupt database means that the database engine does not recognize the structure of the database you are trying to use. The repair database function attempts to repair any structure integrity errors of a database. The procedure for repairing a corrupt database is as follows:

1. 	From Utilities menu, select Database Maintenance. Click the Repair Database button.

2. 	If you know which file is corrupt, you can tag the individual file. If not, you can tag all files to be repaired. There is no harm in repairing a database that is not corrupt. However, this could take a long time.

3. 	Click on OK. TravCom will attempt to repair any corrupt database that you have selected to repair.

The Repair Database function should only be used if you receive an error message while running TravCom and you are instructed to use this function by a TravCom support representative.


How to Print Custom Reports
TravCom for Windows
How to Print Custom Reports

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1. 	From the Reports menu, select Custom Reports. A list of all custom reports will be displayed.

2. 	If you would like to see a summary description of the report, click the Summaries button. The report file name will be replaced with the description stored in the summary field of the report. For information on how to enter the summary description refer to your Crystal Reports manual.

3. 	Click the Print button.

4. 	Select the print destination (printer, file, or screen) and click the Print button.

5. 	If the report was built with parameter fields for controlling the record selection and other print options, you will be able to enter these parameters at this time. Refer to your Crystal Reports manual for information on creating and using parameter fields.


How to Edit Custom Reports
TravCom for Windows
How to Edit Custom Reports

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1. 	From the Reports menu, select Custom Reports. A list of all custom reports will be displayed.

2. 	If you would like to see a summary description of the report, click the Summaries button. The report file name will be replaced with the description stored in the summary field of the report. For information on how to enter the summary description refer to your Crystal Reports manual.

3. 	Click the Edit button. Crystal Reports will be launched and the report will be loaded into Crystal Reports. If Crystal Reports is already running it will be selected, but the report will not be loaded. You must load the report manually from the Files>Open menu selection. Refer to your Crystal Reports manual for information on editing reports.

If you do not have Crystal Reports installed on your system then the Edit button will be disabled and you will not be able to edit your reports.


How to Delete Custom Reports
TravCom for Windows
How to Delete Custom Reports

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1. 	From the Reports menu, select Custom Reports. A list of all custom reports will be displayed.

2. 	If you would like to see a summary description of the report, click the Summaries button. The report file name will be replaced with the description stored in the summary field of the report. For information on how to enter the summary description refer to your Crystal Reports manual.

3. 	Click the Delete button. The report will be deleted from your system.


How to Import/Export Custom Reports
TravCom for Windows
How to Import/Export Custom Reports

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Importing and exporting custom reports is a way that you can share reports with other agencies. The export function will allow you to copy a specific report to a diskette to send to another user. The import function will allow you to import reports sent to you from other users. Following are the procedures for importing and exporting custom reports.

1. 	From the Reports menu, select Custom Reports. A list of all custom reports will be displayed.

2. 	If you would like to see a summary description of the report, click the Summaries button. The report file name will be replaced with the description stored in the summary field of the report. For information on how to enter the summary description refer to your Crystal Reports manual.

3. 	To export a report, highlight the report you would like to export and click the Export button. Select the location to where you would like to export the report and click OK.

4. 	To import a report, select the Import button. Select the location where the reports to import are located. You can select to import a single report, or multiple reports. Click the OK button and the report(s) will be imported into your system.