Understanding Tourplan Financial Options

Tourplan enables multiple Branch and Department G.L. account coding. The terms Branch and Department have become somewhat ingrained through historic usage, but they mean that there can be two distinct levels of G.L. account setup, thereby providing two reporting levels within the G.L.

Each combination can simply be viewed as being a Profit Centre.

For example; Bookings/Tour Revenue, could post to account number 010000, but that number can represent different business revenue areas, by way of the Branch and Department fields. In a simple example, a Tour Operator may be running F.I.Ts, Groups and Series Tours. GL accounts for Tour Revenue could be set up in the GL Chart of Accounts as follows:

Example Tour Revenue Account Setup –1

Branch	Department	Account	Description
NZ	FI	010000	FIT Revenue
NZ	GP	010000	Group Revenue
NZ	SE	010000	Series Revenue

The NZ indicates that the revenue is all from New Zealand Branch Tours, the FI, GP and SE indicate the business areas FIT, Groups and Series. The account number (010000) is consistent over all branch and department combinations.

The Booking Reference numbers in Tourplan are also made up with the same Branch and Department structure, which enables the system to post revenue and expenses automatically based on the booking reference Branch and Department.

If the company has multiple sources for the same types of business - e.g., bookings received from an off shore branch, then the revenue accounts could be structured as in Table 4 below:

Example Revenue Account Setup – 2

Branch	Department	Account	Description
NZ	FI	010000	FIT Revenue
NZ	GP	010000	Group Revenue
NZ	SE	010000	Series Revenue
US	FI	010000	FIT Revenue
US	GP	010000	Group Revenue
US	SE	010000	Series Revenue
OL	FI	010000	FIT Revenue

The US indicates the United States branch and the OL is the Online Bookings branch. Again, the revenue account number is maintained as 010000

If there are debtors who are invoiced for different business areas—e.g., the company owned rental property, then the chart could be setup as:

Example Revenue Account Setup – 3

Branch	Dept.	Account	Description
NZ	FI	010000	FIT Revenue
NZ	GP	010000	Group Revenue
NZ	SE	010000	Series Revenue
US	FI	010000	FIT Revenue
US	GP	010000	Group Revenue
US	SE	010000	Series Revenue
OL	FI	010000	FIT Revenue
AD	01	010000	Rental Income No.1 Property

The AD branch indicates the revenue is an Administration or non-trading revenue item, and the 01 department indicates property number one.

The setting up of G.L. Accounts and their use is covered in the Accounts User Manual . The examples above are to show how Branch & Departments are used.