Invoices for rides are right.

Getting the commission total is right

At end of month

* Make manual statement using Payment history in Names View.

* Raise Creditor invoice for Commission we owe him (Same date for these two entries)

* Process rides as Cash receipt

DON’T enter the cheques in MoneyWorks at all.

* Use the two entries to reconcile the diffence which will show on the bank statement.

Abi took a ride on 7/8/10 with Emma Collyer #00100 which also included Issac Southworth, but as this was a gratis’ ride in exchange for hay, have not included it in the accounts (I.e. no money changed-hands) Hope this ok.

Re; (Arne) ride 5-6/8/10 with group of Chinese tourists from Hong Kong. Have done ROF’s both days for Patrick & Karen, Zone 1, for 4 of the 5 riders (the fifth only rode in the morning of the 5th) and we don’t have ROF’s for Paddock and Pen or Mason River do we? (hope not)

Sallliz

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

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

I will revise this whole page.

When you Duplicate, and that is a good idea, you MUST change:

DATE

JOB CODE

Check if you need to change:

Horse?

Product and Money paid.

Clear as MUD?!!!….I know what I mean….

Perhaps something can be added as a ‘fail safe’ here

Margin for error – HIGH – if person putting in data does not notice

PLEASE USE CAPITAL LETTERS WHEN COMPLETING THIS FORM

Then its much easier for Cubby staff to read and input into the accounting system (I.e. clear names/email addresses etc)

SallLiz