Advances and Balances on a Travel File

Receipts are recorded against the trip file by cash, UPI, card or bank transfer, with a balance due date on each file. A reminder is raised before the date falls.

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Receipts on the file

However the money arrived

Cash at the counter, UPI, a card swipe or a bank transfer is recorded with its reference. The accountant can then read the mode of each receipt.

Against the trip, not the guest

A family running two files in one year has two balances. Money lands on the file it was paid for.

Balance and its due date

The record shows what is still to come and when it is expected. The date is usually tied to a supplier payment or a release date, since that is what the balance funds.

A reminder before it falls

Balances due this week appear as a list. The guest receives a message from the desk ahead of the date.

The two sides of one file

Money comes in from the guest and goes out to suppliers. Seeing both together shows whether a file is funded.

Advances received against the trip
Supplier advances already sent from that money
Balance due from the guest, with its date
What remains payable to hotels and transporters on the same file

What it does not do

No payment is collected here

The guest pays the agency the way he pays today, and the receipt is recorded once the money is in. No bank feed reconciles it. A payment link with the balance reminder needs a gateway, connected at set-up.

It will not stop a file going out unpaid

The balance is on the screen and the vouchers can still be sent. Releasing documents before full payment is a commercial decision, and it stays with the agency.

FAQ

Frequently asked questions

Can a receipt be split across two files?

Yes. It is recorded against each file for the part that belongs there, so a single transfer covering two trips is entered as two receipts with the same reference.

Who can record a receipt?

Whoever the agency allows, usually the desk executive and accounts. Corrections are kept in the log with both figures visible.

Does it print a receipt for the guest?

Yes, from the same entry, in the agency’s format with GST as it charges it. Nothing is written out a second time.

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