Welcome to CrossCheck Travel Version Enhancement Guide. what s new in CCT 3.0.3

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1 Welcome to CrossCheck Travel Version Enhancement Guide what s new in CCT 3.0.3

2 Disclaimer The information contained in this document is subject to change without notice. Software enhancements, changes to airline functionality and reservations procedures may require alterations to occur from time to time. Individual and company names used in the examples within this guide are for training purposes only and do not represent any commitment on their behalf. Trademarks Microsoft, MS and MS DOS are registered trademarks of the Microsoft Corporation. Windows is a trademark of the Microsoft Corporation. Seagate and the Seagate logo are registered trademarks of Seagate Technology, Inc. MYOB and the MYOB logo are registered trademarks of MYOB Technology Pty Ltd Copyright Southern Cross Distribution Systems Pty. Ltd. (Galileo) This document shall only be used in connection with the work for which it is provided. Neither the whole or any part of this document shall be disclosed to any party in any form without the written consent of Southern Cross Distribution Systems Pty. Ltd. Prepared by: Solution Services, Sydney - Australia. Author: Glenda Spencer-Burridge Issued: Tuesday, 23 September 2003 Southern Cross Distribution Systems Pty. Ltd. ACN Welcome to CrossCheck Travel Enhancements Tuesday, 23 September 2003 page: 2

3 Table of Contents Welcome to CrossCheck Travel epayment... 5 Password Options Marketing Code Options Other ID Forward Sales Reports New Itinerary editing option Welcome to CrossCheck Travel Enhancements page: 3

4 CrossCheck Travel 3 Welcome to CrossCheck Travel CrossCheck Travel (CCT 3.0.3) has some exciting new functions as well as enhancements to existing functions which are a response to industry requests. The purpose of this document is to offer clients using CCT 3.0 a quick overview of CCT enhancements. New features are: epayment Password options Marketing Code options Forward Sales Reporting A new search option and field called Other ID New Itinerary editing option Welcome to CrossCheck Travel Enhancements Tuesday, 23 September 2003 page: 4

5 epayment Introduction CCT V3 has a new feature called epayment which matches the functionality of electronic banking software programs such as enett, Money Direct and SmartMoney. You can pay multiple Creditors for multiple files in one transaction. To use epayment for a Creditor you need to: Tick the Allow epayment box on the Creditor tab as shown below. With epayment turned on for a particular Creditor, you will not be able to Pay Cheque or Ticket Requisitions for this Creditor by opening up the transaction an pressing the Payment Button - either in the Trip or the Creditor. If you need to a Creditor by Cheque you will need to temporarily remove the "Allow epayment' tick box from the Creditor. You can view a list of all Creditors allowing epayments from the My CCT folder as shown below. You can open any Creditor file from this screen by clicking on the Creditor ID. Welcome to CrossCheck Travel Enhancements page: 5

6 Creating an epayment 1. Create Cheque and Ticket requisitions in the Trip file in the normal manner. 2. Open any Creditor file and: Click on the Accounting tab. Press CTRL + N or select New from the File heading on the menu bar. Select epayment from the drop down scroll in the New Creditor Account Transaction window Click on OK. 3. The Approval for epayment screen will then display a list of all unpaid transactions for all Creditors allowing epayment, as shown in the next screen. Welcome to CrossCheck Travel Enhancements Tuesday, 23 September 2003 page: 6

7 4. You can choose which Creditors to pay by highlighting their names in the top left hand box or click on the Select All button to pay every creditor. Once you have highlighted the names of the Creditors displayed in the top left side of the screen and all relevant transactions in the lower part of the screen will be highlighted ready for payment. You can still choose to remove a highlighted transaction from payment by clicking on it to remove the highlight. In the example above the Trip Balance column shows that the client named Ng has not paid our agency therefore I would take the highlight off this file and the Approved Amount next to Concorde will adjust accordingly as you can see in the next screen. You can make as many changes as you wish in this screen. 5. After the selection process is completed the user can choose either button to: Save, close and pay later, or Proceed to Pay Welcome to CrossCheck Travel Enhancements page: 7

8 The Creditor filters in CCT 3.0 have been removed form this screen. 6. Selecting the Proceed to Pay button will retrieve a screen simular to the one shown below. Welcome to CrossCheck Travel Enhancements Tuesday, 23 September 2003 page: 8

9 7. Select the epayment type from the drop down box. Entering the names of epayment software products will be covered in the section on tables in this document. 8. Enter the Reference number produced in the epayment software system. 9. Add any relevant remarks in the Description field. 10. You can still choose to make changes to this payment such as: Un- ticking a Creditor. You could remove the highlight from any individual transaction and the total amount to the Creditor will be adjusted accordingly. 11. Click on OK. Welcome to CrossCheck Travel Enhancements page: 9

10 Viewing the epayment: In the Creditor file The epayment detail including a unique Tranx ID for each Creditor is transposed into each of the selected Creditor files included in this payment. The Reference field displays the name of the electronic banking system selected in the payment screen. You can look at the transactions included in the epayment by clicking on this line in the Accounting summary screen. The buttons on this screen offer the options to Reverse or Print this screen. Welcome to CrossCheck Travel Enhancements Tuesday, 23 September 2003 page: 10

11 In the Trip file. The epayment reference number has been transposed from the Creditor epayment screen to all attached transactions and their status code automatically changed to P for paid as shown below. In the Cashbook The epayment items are clearly shown in the Cashbook Travel account with their own transaction numbers. In the Detailed Bank Reconciliation Report The epayments are categorised in this report as shown below. Welcome to CrossCheck Travel Enhancements page: 11

12 In the Bank Statement The screen below shows the epayment item listed separately. Reversing an epayment Redisplay the payment in the Creditor Click on the Reverse button Click Yes in the dialogue box asking you if you wish to proceed with this reversal if this is what you intend. The accounting summary screen below shows the reversed payment. Welcome to CrossCheck Travel Enhancements Tuesday, 23 September 2003 page: 12

13 Password Options The supervisor can now set the CCT login in screen to: Always Request Password or Allow Password Remember. The login screen for Always Request Password will NOT have the Remember password tick box available. The login screen for Allow Password Remember have the Remember password tick box as shown below. Login screens for both options have the Change Password button. The selection is made in the Supervisor settings under the Branch tab as shown below. Welcome to CrossCheck Travel Enhancements page: 13

14 The Consultant Maintenance screen below shows the new Active box as well as the new Expire box relating to the password. Password The password is entered in this screen on creation of a new Consultant record. The password can only be changed by the user in the Login screen; but the supervisor can change the password in this screen if required. Expire The system automatically sets the password expiry date to a period of 3 months; from the date the user changes their password in the login screen. The Supervisor can also enter or change the Expiry date in this screen. Active When a consultant leaves an agency the Active box can be un-ticked then the consultant cannot carryout transactions and their name is removed for the Work Flow Action Items folders. Welcome to CrossCheck Travel Enhancements Tuesday, 23 September 2003 page: 14

15 Supervisor Password You can now reset the supervisor password should you forget it or wish to change it. Most sites choose not to change the supervisor password, but should you need to: attempt to login to CCT with the supervisor user id and fail then a key appears to access the locksmith screen: you will then need to key in an unlock key obtained from Galileo. Welcome to CrossCheck Travel Enhancements page: 15

16 Marketing Code Options You can now choose between using set Lookup marketing codes entered through Tables or making your own free text entry, provided the necessary change has been made in the Supervisor settings. To make this change: Click on the Security tab Select the Trip radio button Select Process from the Menu Name scroll Validate the Marketing Code Against the Lookup Table is the last entry on this screen. Tick this box if you want the marketing codes used to be selected from the codes entered in tables. Un-tick this box if the user can make a free text entries in marketing fields. Welcome to CrossCheck Travel Enhancements Tuesday, 23 September 2003 page: 16

17 Other ID The Client file has a new field called Other ID as shown below. You can use this field to locate clients, based on another ID type which can be either from another system or a unique internal Agency ID, which you may have. The Other ID field must be completed on the Client Tab, or under the Additional tab on the Client file as shown below. In this example the Defence Dept Debtor might want their clients to use their Employee numbers when making bookings as well as their Cost Centre code. If Max forgot his employee number it could be retrieved in the Client Search screen which now includes the Other ID field. Welcome to CrossCheck Travel Enhancements page: 17

18 The search results show the Other ID field The screens below show a group of radiography researchers who all work for different organisations and do not belong to any common group, however CCT allows me to retrieve their files as a group so that I can send out relevant conference package specials. Remember to scroll to view all field in your retrieved list. Welcome to CrossCheck Travel Enhancements Tuesday, 23 September 2003 page: 18

19 Forward Sales Reports You can now view and retrieve your Trip files based on two new filter types: Sales By Firm Date Sales Future Travel The information for both filters is based on: All Quotes loaded for the Trip OR If no Quotes exist, all accounting Sales and Refund transactions. The information for both filters is collated per consultant. Sales by Firm Date Sales by Firm Date refers to the date that a potential booking becomes a sale. This event is signified by the first accounting transaction being entered on the Trip as this will normally be the acceptance of a Deposit or a Ticket entry. The subfolders under Sales by firm date break down the agency s sales into various brackets, and display the history of recorded sales back as far as four months prior to the current month. Each filter offers the same Headings and includes the items shown in the next screen as well as Departure Date, Marketing Code and the Product booked. Welcome to CrossCheck Travel Enhancements page: 19

20 Remember to scroll across to see all fields included in this record. Sales Future Travel These filters also use the principle of sales being recognized by the Firm Date The Sales Future Travel filter also recognizes the sale by the firm date and but presents the findings by the month of departure starting with the current month, as shown in the next screens. Welcome to CrossCheck Travel Enhancements Tuesday, 23 September 2003 page: 20

21 Remember to scroll across to see all headings. You can click in the heading column to re-order the display by that data as shown below with Departure Date. Welcome to CrossCheck Travel Enhancements page: 21

22 New Itinerary editing option You now have the options to select Itinerary Style 4 from CCT and edit directly in Word without frames, enabling you to easily make changes. You can still produce itineraries in the normal ways available in CCT 3.0, i.e. from the Document heading on the menu bar using the Trip Text button which access the Standard Text entries With these options you can choose between 5 itinerary styles and choose your output PDF, or Word. To access this new Word Itinerary click on the icon as shown below. To use this new feature you will need to: Access a document called tplate.rtf which resides on your C:\ProgramFiles\GalileoSouthernCross\Cross CheckTravel\Reports directory. This template: can contain whatever standards you want to appear in each itinerary. e.g. select the font, add a logo and a footer containing a page number. is stored on each local machine. Once your agency creates a standard template you will need to copy this across to each workstation. Welcome to CrossCheck Travel Enhancements Tuesday, 23 September 2003 page: 22