TBO Advanced: What do agencies frequently ask support?

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Alexandrina Barton
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1 TBO Advanced: What do agencies frequently ask support? Shirley Sweeney, Support Supervisor Trams and ClientBase Products and Services 1. How do I create a credit/debit memo? a. If you have an original ticket number, go to Invoice Query. If there is no original ticket number, you will go to Invoice Adjustment. b. Enter the ticket number in the Ticket/Confirm No Ref field and query. c. Select the invoice and click on Adjustment invoice. d. Verify the issue date is in the correct ARC/BSP reporting period. e. If there is more than one ticket, void that ticket that does not need an adjustment. This allows you to create an adjustment at a later date if necessary. You can modify the ReSubmit Date to adjust the ARC/BSP reporting period. f. You have the option to delete any non-arc bookings, such as hotel or car bookings. g. View the ticket, change to either Debit or Credit memo, enter the amount due in the commission field and save. h. If the debit/credit memo is to be paid after the issue date of this invoice enter the date to be paid in the ReSubmit Date field i. If you want the adjustment to appear on the agent statement, go to the Agent Tab and add the agent. j. Click OK to save the adjustment invoice. 2. Which total on my bank should match my general ledger? a. When you are looking at the bank reconciliation, you want the book balance to match your general ledger. b. We use that amount, as Trams may have some payment that have not cleared the bank by the month end. 3. Where can I find a list of what the daily and monthly Trams Back Office Routines? a. If you press F1 to open the help files, you can go to the Index and click on Daily check list. b. Next go to General ledger. 1 June 2017

2 c. The Daily, weekly and monthly steps are all listed there. 4. How do I perform a year end? a. Close out the last month of the year, with your End of Period. i. Verify your month is in balance by comparing the Core Reports to the Trail Balance b. Enter any adjusting journal entries given to you by your accountant under General Ledger Journal Entry. The date of the adjusting entry or entries will agree with the date your accounting year-end. c. Run your Core Reports and compare to your Trial Balance. Verify that you are still in balance d. Go to General Ledger Posting to post the adjusting Journal Entry. This date must agree with your year-end date i. Type in the Year-End date in the Latest Posting Date field. Click the OK button to process. e. TBO prompts, "xxxx items will be Posted. Continue? Yes, No" Click Yes. i. Click General Ledger Year-End. ii. In the To field, enter the year-end date. Click the OK button to process. This creates the Year-End Journal Entry. f. Click the OK button to save. g. Review your Trial Balance and Income Statement Reports for accuracy i. Select General Ledger Posting. ii. Type in the Year-End date in the Latest Posting Date field. Click the OK button to process. iii. TBO prompts, "xxxx items will be Posted. Continue? Yes, No" Click Yes. Note: The Sales/Cost of Sales and Expenses are set to zero and the difference is rolled into the Retained Earnings general ledger account when the Year-End is completed If you wish to track the retained earnings for each year, setup a unique account for each year (i.e. 3201) Create a summary account to total all retained earnings accounts (i.e. 3299) 5. How do I run the report for 1 travel type without unselecting the other 49 travel types? a. Right mouse click on All and then click on invert b. Click on drop down arrow and select the desired travel types. 6. My client wants a statement that shows all invoices, not just the open invoices. Can I do that? a. Go to Reports Client Statement. b. Change the Report Type to either Summary or Summary Wide. 2 June 2017

3 7. Use of Windows from menu what happened to my screen? a. If your window disappears, try clicking on the Window option from the menu. 8. How do I add a logo and headers/footers to documents? a. Go to Utilities Setup Header b. Select the Default Invoice Header/Footer and click copy c. Click on Insert Graphic and select your logo. d. You may need to adjust the size or move the logo to the desired location. e. Change the name to Logo Invoice Header/Footer f. Save settings. g. Select the new Header/Footer and click on default button. 9. What are recommended settings for the Agent Statement? ARC Non-CC Client Pymt Date ARC CC Vendor Pymt Date Invoice Adjustment Vendor Pymt Date Supplier Non- CC Client Pymt Date Supplier CC Vendor Pymt Date Supplier CC No Remit Issue Date Comm Track Vendor Pymt Date 10. How do you create an agent adjustment? a. They can be created from a Vendor, Agent or Other payment by adding a check mark to the box in from of the Create Agent Adjustment. b. You can also go to Adjustment Agent Comm. Adjustment. c. The amount can be either positive or negative. d. The date paid is left blank e. The Adjustment date is determined by what period you want this adjustment to appear on the agent statement. f. Enter the agent name. g. The Group is optional. It can be used to group several agent adjustment together on the agent statement. h. Enter the remarks as to what the adjustment is for. 11. The vendor would not accept the client s credit card, so I issue a MCO though ARC, how to I invoice this correctly? a. The MCO should interface into Trams, query and view that invoice. This is the 1 st booking. 3 June 2017

4 b. Create a 2 nd booking by high lighting the MCO and click Copy. Change the submit to field to supplier. Change the total fare amount to a negative amount. This amount should be the same as the client will have to spend on the actual trip. The commission amount will be 100% of the total fare. c. To create the 3 rd booking, click on New and create a booking for the actual Trip. d. You can close the client side 2 nd and 3 rd booking by entering a $0 payment form the client. e. The vendor side of the 2 nd booking will automatically close. f. You can now enter a payment made to the vendor to close out the 3 rd booking of the invoice. 12. How is a vendor commission determined a. The first priority is the commission specified in the PNR. b. The second priority is from the commission field in the vendor profile c. The third priority is from comm. rate field on the tax related tab in Utilities Setup Global Defaults. 13. How is the agent commission determined a. The first priority is the commission rate specified in the PNR. b. The second priority is from table in Travel Types (Utilities Setup Travel Types c. The Third priority is from the Default Rates tab in the agent profile. d. The fourth priority is from the general tab of the agent profile. 14. What are the Support phone numbers, fax and address for Trams Back Office Questions? Phone Number: Option 1 addresses: Support: Trams.TBOsupport@sabre.com ClientBase Trams.CBsupport@sabre.com Accounting: Trams.accountingdesk@sabre.com Interface: Trams.GDSdesk@sabre.com Tech: Trams.TECHdesk@sabre.com 15. Help! I ran an Agent Reconciliation and forgot to print the list of the items that were reconciled but I need to see what invoices were toggled closed. Can you help? a. We have a TCR report that can be run by the agent payment date. It is the 103AgentStatementbyDatePaid100.rpt 4 June 2017

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Basic ClientBase Online Invoicing

Basic ClientBase Online Invoicing STEP 1) Make ClientBase Online a TRUSTED SITE on your computer (one time setup): Click on Tools and Internet Options in Internet Explorer. Click on Security and click