In the following videos, we will explain to you how to use the sales ledger ('Money').
Part 1
Transcript part 1
Hello! In this video, we are going to explain how to use the Money Sales Ledger function.
For that, you need to go to Bookings, Money Sales Ledger. And here you can find reconciled and unreconciled balances that agents owe you and vice versa. Here on the main screen, we can find different sections.
Unreconciled Payments
The first of them is the Unreconciled Payments. To explain this, we need to know what a reconciled payment is. Okay, for that, we go to one of our bookings, and if we click on the Money tab, here we can find the payment. It has already been done, and if we click on the Action button, we find here a Reconciled with Bank checkbox. If this checkbox is ticked, it means that the payment has been reconciled with the bank; otherwise, it's unreconciled. And that information is only informative, only for reporting purposes. It's not integrated with any payment gateway or any bank. So, according to that information in bookings, we can find the number of reconciled payments here in the Money Sales Ledger function.
Sales Ledger Payment Search
Below that, we find the Sales Ledger Payment Search. This function allows you to create your own sales ledger report by selecting different filters like travel agent, staff user, channel, type of payment, and payment made date (to, that's mandatory). So let's say we're going to select a date in the past to today, booking started in the past to the 3rd of August. We're going to select no agent direct bookings and all types of payments, reconciled and unreconciled, and all types of payments, refunds or payments. So if we click on Go here, we can find the list of bookings where the highlighted ones in green have already been reconciled, like this one, and the total amount at the bottom.
Sales Ledger Balances
Then in the next section, we can find three different boxes. On the left, we have the Sales Ledger Balances where we can quickly access several different balances already predefined in Tour CMS, so you don't need to configure anything here.
The first report option is Provisional Confirmed Bookings with No Deposit Received. So it means that here we can find all the bookings in provisional or confirming status with no deposit still received. And here is the list of all those bookings for agents, and then direct bookings below.
If we go back, we have another option, which is Overdue Final Balances Provisional/Confirmed Bookings. Here we can find a list of provisional and confirmed bookings for which the balance due date has already passed. If we click here, we can see a list of bookings coming from agents and the different agents, and then below each agent's booking, we can find direct bookings and the total at the bottom.
Then we have the Overdue Final Balance Confirmed Bookings. It's the same list of confirmed bookings for which the balance due date has already passed. Again, we have a different section, first for agents and below for direct bookings and the total amount below.
Then we have the Non-Zero Balance but Fully Paid Status, which means a list of quotations, provisional and confirmed bookings for the last two years, whose balance is non-zero. It could also be a negative amount, but the booking is fully paid. In this case, in our example, we only have one direct booking in the list.
And finally, we have the Check Status Historical Bookings, and this is a list of historical bookings whose status is different and cancelled or confirmed. If we click here, we can see again coming from agents a total amount and then bookings coming from customers direct to bookings with a total amount.
Here on the right, in a purple background, we can see the number of bookings in each of those reports.
Predefined Reports
Then in the next box, the second box, we can find a list of predefined reports. For instance, the first of them is Money Collected by Staff. If we click here, we can find a filter with an entered date to an end date where we can filter by date, and we can find the money collected by staff between the specific dates.
The other report is Booking Component Value. And you can get here a list of bookings operated or booked in a specific date range, also in a specific channel. And you can also show options or not to show options, select date operated or booked, and all the tours, only a single tour, or also you can select by a product filter. So let's say date range from 2020 to today, all the channels or tour dates booked, show options. If we click on Go, we can find the list of tours, a total of 398, and we can also download the list in a CSV file.
Daily and Monthly Sales and Refunds
Going back to the main screen, we find below the Daily Sales and Refunds Report. Here we can choose a date to see the bookings made that day, bookings that were cancelled, same-day bookings that were cancelled later, and bookings cancelled on that date but made before. For instance, if we select today or bookings, we can see new bookings made today, new bookings made but cancelled later, nothing, nothing, and nothing in the other list.
Going back to the main screen, we find the Monthly Sales and Refunds. Here we can find the same options, but it's monthly instead of daily, so here we can only select a month. We select this month, all bookings, then we can get the list with all the bookings made today and the same options as mentioned before below.
Part 2
Transcript part 2
Then, we have the Money Sales Ledger function. We'll continue explaining its reports.
Daily Bookings by Date Operated
Here we have the next report: Daily Bookings by Date Operated. Here we can select a date, let's say May 4th. I could select Date Operated, Travelled, or Date Booked. Let's say Date Booked. And here we can order by product type, followed by date added, or date added. In our case, we'll leave it as the default. And if we click on Go, we have the list of bookings where the date booked is today, or in this case, May 4th. And the list is ordered by product type. In our case, we only have one booking because it's a test account. And we can also download the list in a CSV file.
Daily Bookings by Agent Group
If we go back to the main screen, then we have the last report, which is Daily Bookings by Agent Group. It's the same: we can select the date, select if it means Date Operated or Date Booked at the agent group, Voucher Redemption or all Voucher Redemption States (only voucher checked in or voucher not checked in). Let's say all voucher redemption. We can select by agent code or agent name. So if we select May 4th, Date Booked, and click on Go, here we also have one booking. And we can also download the list in a CSV file.
Display Options
Now, going back to the main screen, we find the last section on the right, which is Display. Here we can filter unpaid agent commissions and unpaid agent balances.
If we select one agent, for instance, if we select "Toe Shift," then we can select a date range: Booking Start Date From and Booking Start Date To. A date in the past, and we can get a list with all of those unpaid travel agent commissions for this agent. Take into account that agents who are paying the balance on their booking should have their commission automatically removed from the booking balance, so those bookings are not here.
Going back to the main screen display, we can also get a list of unpaid agent balances, selecting by agent. Again, we can select an agent and also the Booking Start Date (and To). The Booking Start Date could be in the past and To in the future. And then we can get a list with all those unpaid travel agent balances of those bookings with unpaid balances.
Latest Sales Ledger Payments
Going back to that Money Sales Ledger, below those boxes, we can find the latest 10 sales ledger payments in the list below.
And that's all.