Before creating any Creditors or Debtors, the following steps must be completed to add required code data to the database:

• Accounting Period Definitions
• Calendar Periods

Make sure the number of accounting periods in each accounting year are defined. These must exist before any Bookings, Agents or Suppliers and accounting transactions can be entered into Tourplan.

Any invoice generation needs to know:

• the accounting period in which the Invoice is being raised.
• the period the revenue/expense is to post to.
• the period the revenue/expense is to age to.
• the period of the Date Entered.

For this reason, the calendar must be set up as a prerequisite to any use of the system.

The basis of the calendar is the user company’s accounting financial year. The majority of companies account each month; i.e. 12 one month periods in each financial year.

The calendar periods are in the form YYYYNN where YYYY is the Financial Year (e.g. 2025), and NN is the accounting period in that year (e.g. 01). 01 does not refer to January, unless the financial year is the same as a calendar year. Taking the financial year 2025 as an example, the following are the period numbers and dates for the three most common financial year ends:

NOTE:  

• Where a Financial Year spans a calendar year, then it is normal that the Tourplan Calendar Year be the year of the Financial Period end. The cells in italics with a different shaded background in the columns 01 Apr – 31 Mar and 01 Jul – 30 Jun in the table Calendar Periods reflect that the financial year begins in the 2024 calendar year and ends in the 2025 calendar year.
• Up to 15 Calendar Periods may be specified, but this should only be done on the advice of Tourplan Support. This facility enables a user company to change their balance date.
• It is not uncommon for some companies to have their accounting periods in line with Airline accounting periods, which generally consist of 13 x four weekly periods rather than 12 calendar month periods.

Tourplan transactions have four accounting periods to them:

1. Entered Period: the current accounting period at the date of transaction entry. This is non editable and is used to obtain accurate ageing of transactions.
2. Transaction Period: This is the period that the transaction is deemed to be in. This period can be different from the transaction entered period.
3. Age Period: This is the period that will be the" apply" period of the transaction.
4. GL Posting Period: the revenue/expense recognition period.