Creditor Transactions

There are 3 types of transactions that can be entered in creditors:

Creditors Invoices: All creditors’ invoices—bookings and non-bookings—are entered here. Bookings creditor invoices are based on the voucher(s) issued for the service. It is not necessary for vouchers to have been physically printed before they can be paid
Creditors Credit Notes: Bookings and Non-Booking creditor’s Credit Notes can be applied here.
Creditors Cheques: In the Creditors application a cheque can be issued to a creditor. This is more for issuing single cheques rather than a monthly cheque or electronic payment run which can be done in bulk in Accounting > Accounts Payable> Create Cheques.

To insert Creditor/Supplier transactions, first select a supplier in the Creditors module and then click on Insert (see Creditor Transactions Index).

The column headings at the top of the scroll are the default column headings available in this screen. If additional columns are added, use the scroll bar at the bottom of the screen to view the last column.

The selections can be changed by clicking the + next to the Transaction Filters heading where the transaction filters will expand to display the Transaction Filter dialogue.

The default selection criteria of which transactions display is All transactions in Date order commencing at the first day of the Current Accounting period for All currencies.

NOTE: When selection filters are changed, the Ok button must be clicked to refresh the screen.

Reference is made frequently in this section to bookings transactions and non-bookings transactions. To clarify, a bookings transaction is a payment made to a supplier for which a booking exists with a Tourplan generated booking reference and a valid voucher number has been issued (but not necessarily printed). A non-booking transaction is a payment that is made to supplier for services other than bookings—e.g., rent, phones, power etc.

Transaction Filters section

Date From (Date)

The transaction date from which transactions are to scroll. This can be any date, regardless of whether it is in an open or closed period.

Reference From (15 chrs)

The transaction reference to scroll from.

Currency (Drop-down)

Defaults to All - All. Transactions for a specific currency (that is attached to the agent) can be selected from the drop-down.

Show Transactions section (Radio Buttons)

All

Displays all transactions that meet the transaction range criteria.

Outstanding

Displays only transactions that have an outstanding balance that meet the transaction range criteria.

Paid

Displays only paid transactions that meet the transaction range criteria.

Column	Description
Date	The transaction date from the transaction header.
Item	This is either a) in the case of Booking Transactions, the booking reference, or b) for non-bookings transactions, the transaction reference (invoice) number.
Reference	The Invoice/Credit Note/Cheque reference.
Apply	The transaction number against which this transaction has been applied. For Invoice transactions, Apply is always the same as the Invoice Reference. For Credit Notes and Cheques, Reference is the Credit Note or Cheque Number and Apply is the Invoice Number that the Credit Note or Cheque applies to.
Type	The types of transactions are: Invoice Credit Note Cheque NOTE: System generated transaction types relating to Foreign Currency variations will display after Forex processing has been run.
Currency	The currency of this transaction.
Amount	The amount of the transaction in the currency of the previous column.
Rate	The exchange rate used in the transaction conversion to the system base currency.
Base	The amount of the transaction in Base Currency.
Age	The creditors accounting period into which this transaction will age.

To change details of a transaction, single-click a transaction line. This can only be done provided the transaction is in an open period.

Supporting Information

The remainder of this chapter describes creditor transactions in detail. Transactions are organised under the following headings: