ebusinessoft for Travel Agent Standard Edition AP Guide Copyright Businessoft Sdn Bhd. All rights reserved.

Transcription

1 ebusinessoft for Travel Agent Standard Edition AP Guide Copyright Businessoft Sdn Bhd. All rights reserved.

2 Table of Contents Account Payable (AP)...4 Overview... 4 Vendor...5 Creating Vendor... 5 EO (Exchange Order)...7 Creating EO...7

3 ebusinessoft Account Payable (AP) Guide This guide contains examples and instructions to help your organization have a successful implementation of ebusinessoft. It is divided into simple steps to walk you through the entire process. Some steps will take just a few minutes; others require input from multiple team members. Depending on which ebusinessoft features you'll be using, you can decide which steps are required or optional for your company. It is suggested that the Reseller project manager and Client project manager to read this guide to understand the implementation process and make pro-active preparation for a successful project implementation.

4 Account Payable (AP) Overview

5 Vendor Creating Vendor Go to AP -> Vendor Key in the fields which are highlighted in yellow color because these are mandatory fields. Key in the rest of the fields based on your need. Either Travel Agent or Other Vendor Either Individual or Company Select your search criteria and key in the search value into text box then click [Search].

6 Under Document control Under Document control

7 EO (Exchange Order) Creating EO There are 2 ways to create EO (Exchange Order) Create EO from Booking. Create EO directly from AP --> Tour/Hotel EO or Ticketing EO. Create EO from Booking Firstly, you need to create a booking form. After that click the [Create EO] button under (booking form --> document details) and the screen as below will pop out. i ii iii iv i. In the above example, you can 2 Eos, one for hotel, the other for flight. The create EO? checkbox allows you to choose whether you want to create EO on both of them. ii. You need to specify the vendor no. Click on the square button. A Supplier Find page will appear allowing you to search for that vendor. iii. The 'Match' column here is to stamp the EO number into book items of the booking form. Lets take the sample from the screen above, since i put no 2 for AF International Air Ticket and AT Airport Taxes so the system will stamp the EO number created from

8 Bk Flight Items into the book items AF and AT in booking form. The picture below show you how the EO no is stamped into book items row of booking form.

9 Supp status here show you the vendor status of the respectitive EO. If you set the vendor status to (CX cancel) in the EO, then the supp status here will show CX also. it. So from the screen above, i can observe that i have issued EO for the book items and i also can know it's Supp status. This will help me to understand what is the status of the booking now and also help to follow up the status. iv. If you want to export your pax details from the booking form to your EO while creating the new EO then you have to tick this checkbox. (c) At last, click [Create EO] button to generate new EO. The system will stamp the EO no into respectitive book items based on the match no you put in the previous step. If you want to open the EO, you can click <link> to open (d) You can click on the hyperlink to open the EO and after that you can do any modification for the EO. (e) The benefits by use this method is the system will import pax details, flight details and hotel details from the booking form to your EO. After export to EO, actually you just need to modify your book items then you can print out your EO and send it to your supplier.

10 Follow the steps below for method (b). (a) There are 2 type of EO in the menu. The differences between this 2 EO is Tour/Hotel EO has the hotel info but Ticketing EO has the flight info. (b) Key in all details under General Info. i ii iii iv i. Click the small square button to select your vendor.

11 Booked to Service Provider Bill to The supplier info that will printed out in EO For reference purpose. If service provider is not same as the one in booked to then it is necessary for you to key in related provider, It is only used by the company that have branch or subcompany. It tell the supplier which company they should bill to because sometimes the head quarter may book something through their subcompany so the subcompany may want the supplier to bill the supplier invoice to their head company. This function cannot support the preprinted form which already has their company header at above. Bill to Booked to ii. Fill in the basic info of the EO for example currency and forex rates.the tour code and the travel date fields must be filled if you want this booking to be included in the Tour P&L(Total Booking Form Total EO) iii. Fill in the billing info like Vendor bill date, Vendor ref, Terms, and Due date (Vendor bill date + Terms).

12 iv. Document status - Vendor status (RQ - Request, OK, CX - Cancel, AM Amend) Txn date Ordered by Book Generated Approved date Approved by Cancelled date Cancelled by Cancel # Paid Paid status Printed # Settled Transaction date of the EO. Stamped by system automatically based on user login name. Indicate that this EO is generated from booking form. The date when the upper management approve this EO by click [Approve EO] button. You can give the authorization for any user group by set the password on this button. The system will stamp the login user name into this field when the login user click the [Approve EO] button. Date when you cancel the EO by set the Vendor status to 'CX'. Stamped by system based on login name when this user set the Vendor status to 'CX'. The cancel number that generated autmatically when user set the Vendor status to 'CX'. If fully paid, it will ticked automatically by system. (0-not paid, 1-partpaid, 2-fully paid, 3-over-paid) Once you click the [Print] button it will increase the number of this field to indicate how many copy you have printed for this EO. It also will stamp this number into your EO printed out. It is used to allow the front user to edit the EO for 1 time when the EO is generated from boking form. After they edited and saved the EO, the system will tick this checkbox automatically to block user from save the EO again. (c) Key in your pax info under pax tab.

13 (d) Key in your hotel info under Hotel tab or key in your flight info under Flight tab depends what type of EO you created. (e) Key in your book items and also select your COGS account if you know the account. i ii iii i. Re Title for the whole EO. It will be printed out in your EO. ii. COGS ac Place for user to select their COGS ac. iii. Remarks Any additional info that will be printed out in EO.

14 (f) Select your AP account in Ac ID. (g) At last click [add] button to save it and click [Print] button to print it out. (h) Print Window Tick it if you want this info to print out in your EO. Select output mode either in print, fax or .