These are the people we regularly Invoice:
Use only the codes indicated here!
Akaroa Booking Office
Often the easiest way to enter them is to duplicate an existing Debtor Invoice
DARIN00 – Akaroa Booking Office. – These are rides where Darin Rainbird at the Akaroa Adventure Centre or Purple Peak collects the money and we invoice him monthly.
Visitor Centers
AVC – Akaroa Visitors Centre
– Also called Akaroa Information Centre
– Shows up on statement as CHCH& CANTY MAR
CVC – Christchurch Visitors centre
Other
ALOF00 – Aloft Planning – Masaki Yuki
– Shows up on statement with name of rider.
YHA – (I have sent email to Nan McDonald
Schools may also be invoiced.
Commissions will come up in the Transactions if they apply. If not email Walter in the Cubby – thecubby@onlinegroups.co.nz and I’ll fix it.
Names
Enter Names when Invoicing
See here in: Enter Names
Riders Names are entered for stats even if they are not invoiced or receipted in a transaction.
Making a Debtor Invoice
If one of the riders has paid the Akaroa Booking Office, or a Visitor Centre then we make a Debtor Invoice transaction, made out to DARIN00 (for example). Make a new transaction for each payer.
In MoneyWorks: Go Transactions Ctrl-t , View by Type, Debtor Invoice
In the top area:
Debtor
Akaroa Booking Centre (for example)
Description
Enter the Name Code of the rider and some detailsSMITH07 John, Mary and Samantha (for example)
Or
BROW07 4 members Brown Family
In the bottom area:
Qty
The number of people being paid for by this transaction
Product
Use tab and select. Adjust $ if it was a different amount (unusual)
Description
Auto product description will come up – add the top description if this invoice is to be printed.
Job Code Number
Enter the Job number for the ride which should be on the Trek Log by now.
Check and Post transaction
See:
The end of month Statements to Akaroa and Penny. (Page under construction)
Email from Heather (Under discussion):
Hi Walter
Having to pay the Akaroa booking office a commission regardless of whether they collect the funds or not means that the commission calculation needs to be separate from the Invoicing of bookings. You are on the right track….
When the Akaroa booking office receives payment:
Invoice the Akaroa Booking Office for the full cost of the ride.
plus set up a debtor account for the rider, or add a memo to the existing Debtor, to record the riders details for mail-outs.
When the rider pays you directly:
Invoice the Rider.
At the end of the month you will need to raise a Credit Note for the Akaroa Booking Office coded to Commission Paid.
An Account Enquiry on each of the Income Codes by Dept (Akaroa) will itemise the relevant transactions for the month.
You can attach this to their monthly Statement which will provide them with a summary of the activity on their account for the month and the resulting amount owing. The system statements may need to be tweaked to show the Description line of the Invoice.
I am in the office on Wednesday if you would like to talk through this further.
Heather Cunningham
Cachet de Software Limited
P O Box 5578, Christchurch 8542, New Zealand
Phone 64 3 352 2988 Fax 64 3 352 4718 Mobile 021 0538 128
Email heather.cunningham@cachet.co.nz
Another item from Heather, still in discussion:
Hi Walter
I am out of the office for a couple of hours this afternoon but hope we can catch up.
An important thing for the Booking Office I imagine will be to be able to substantiate the Commission Figure so I suggest that a report out of the Account Enquiry for Sales (1000-AK) may also need to be attached to their Monthly Statement.
I have attached some screen dumps of how I think this might play out.
A separate invoice for each ride with the ride details in the Description field – then detailed per rider down the bottom.
With a small tweak to one of the system Statements the Description can then show so that their Statement summarising the rides they collected monies for that month.
Heather Cunningham
Cachet de Software Limited
P O Box 5578, Christchurch 8542, New Zealand
Phone 64 3 352 2988 Fax 64 3 352 4718 Mobile 021 0538 128
Email heather.cunningham@cachet.co.nz
See email with attachments (Walter only)
http://mail.google.com/a/psybernet.co.nz/#all/129ea4027e8751ae