Operator Returns can be run weekly, fortnightly, monthly or on an ad hoc basis. Once an operator return has been run a report will be produced that will display return details i.e. booking totals, commission expense and the amount to be remitted to the operator.
Only bookings that have payments that have been reconciled on or before the date of reconciliation will be included in the report.
OPERATOR RETURN PROCEDURE GUIDE
Below is a procedure guide for operator returns. Please note that you can develop a procedure to suit your own business operations. Please contact the Bookeasy team if you would like help with this.
Step 1: Check that NO Itineraries have booking/itinerary totals that do not match.
1.From the Main Menu click on Exception Report (under the heading payments). This report will display any itineraries with totals that do not match.
2.To fix, click on the itinerary number which will allow you to view more detail about the booking. In Bright red you will see a warning message that amounts do not match.
3.Click on the Booking Number and alter the amounts as required and press Save.
4.Then click on the Itinerary number (at the top of the page), alter the amounts as required and press Save.
5.The warning message will then disappear.
6.Repeat this procedure until all incongruous itineraries are removed from the Exception Report.
Step 2: Check to see that operator cancellation fees have been recorded correctly.
1.From the Main Menu click on Operator Returns (under the heading Operator Returns).
2.Click on the Select Start Date menu and choose the return date of the end of the month and click the button View Report. This report will show all of your operator cancellation fees that have been automatically recorded with the end of month as the return date. These fees are due to be remitted to the operator. Please note that operator cancellation fees will only be automatically recorded if the cancellation procedure has been correctly followed (refer to online help for this procedure).
3.PRINT THIS REPORT
4.To include operator cancellation fees in the return that you are about to record you may need to change the return date of each if the return you are about to process is not for the last day of the month.
5.To change the return date click onto the Return ID number. Change the return date to the date of the return you are about to record and press Save. Repeat until all operator cancellation fee returns have the correct return date allocated.
6.Now check that the operator returns have been correctly allocated to the correct return date.
7.From the Main Menu click on Payment History (under the heading Payments).
8.Click into the Reconciled Start Date field and enter in the date of your last return. Enter the return date of the return you are about to record in the To Date field. Tick the Operator Cancellation Fees option and press Search.
9.This will list all of the Operator Cancellation Fees that have been recorded since your last return. Match these payment records to the returns that have been recorded in the operator returns report that you printed above.
10.*If any payments appear in the History Report but fail to appear in the Returns report, then they have been recorded incorrectly.
11.Please follow the procedure below to fix them, otherwise if they match then you can proceed with the next step.
Step 3: How to Fix an incorrect Operator Cancellation Fee payment:
1.From the Main Menu click on Payments History (under the heading Payments). Click into the Reconciled Start Date field and enter in the date of your last return. Make the to date, the same date as the date that you are going to record the returns. Click into the Operator Cancellation Fees circle. Press Search.
2.For any payment in this report which does not appear in the Returns report, click onto the Itinerary number.
3.ONCE INSIDE THE ITINERARY do the steps following
4.First, reverse the incorrect payment:
5.Take note of the payment date of when the Operator Cancellation Fee was made.
6.Click onto make other payment.
7.Click onto the payment type and choose Operator Cancellation Fee.
8.Make the payment date the same date as the original payment.
9.Enter the payment amount. This will be a positive of the original amount that was entered, which will balance out the incorrect entry.
10.In the description enter Reversal.
11.Leave the receipt number blank.
12.Press Save Payment once only.
13.Now record the cancellation fee correctly:
14.Take note of the booking number that was cancelled.
15.Click onto Make Other Payment.
16.Choose the payment type as Operator Cancellation Fee.
17.Enter in the same payment date as when the original payment was recorded.
18.Enter the payment amount as a negative amount. This will be the same amount as what was recorded initially.
19.Leave the description field blank.
20.Enter the booking number in the receipt field.
21.Press Save Payment once only.
22.Check that the payment has been recorded correctly by viewing the Receipt/Description field for the payment. It should have the booking number and added return and then a return ID. E.g. 12345 Added Return 45678. If this has not occurred then you have not recorded the payment correctly.
23.Complete this process for any other incorrect Operator Cancellation Fees.
24.From the Main Menu click on Payments Today (under the heading Payments).
25.Find the payments you have made for the Operator Cancellation Fees.
26.Each one may need to be reconciled individually.
27.Chose one and tick the action box.
28.Go to the bottom and click into the Other Payments circle.
29.Change the reconcile date to match the date that the payment was recorded as.
31.Repeat this for the other Operator Cancellation Fee payments.
32.From the Main Menu click on Operator Returns (under the heading Operator Returns).
33.Bring up the Start/Reconciliation Date for the end of the month.
34.The remainder of the correctly recorded returns should be in this list.
35.Edit the return date by clicking onto the return ID.
36.Change the date to be equal to the forthcoming return date and press save.
37.Do this for each return.
Set Book Now Button Commission (Only if your operators receive bookings through affiliate websites e.g. westoz)
If your operators receive bookings through affiliate website e.g. westoz, you will need to set the booknow button commission for those bookings before you run each operator returns report, EVERY time you run a return.
1.From the main menu of your staff console click on the option Set Book Now Button Commission at the bottom left hand corner of the menu under the heading Operator Returns.
2.In place of the word 'website', type in the name of an affiliate that you take bookings from.
3.Then type in the commission percentage rate that you wish to set for that affiliate.
4.If you have more than 1 affiliate that you take bookings from you will need to follow the steps above for each one.
Step 4: Record Operator Return.
Choose from one of the options below to record .
1) To produce an operator return for the required period for all operators, from the Main Menu click on New Reconciliation (under the heading Operator Returns). You will then need to enter the Return Date and tick return option that suits your centre and press Click Here to Record Your Return.
Option 1: Partial payments and full payments
Option 2: Full payments
Option 3: When this return option is used it will only run returns on bookings that are fully paid and the client has stayed (checked-out). There is also an option to specify how many days need to have passed since the checkout date. [TEditFormControlObj]
Option 4: Partial payments and full payments & only a proportion of commission taken
Option 5: Full commission on closed bookings with no payment (i.e. Referral/Paid Direct Bookings) and the client has stayed (checked out).
New Reconciliation Version 5 is an optional return in addition to your normal return. It only applies to bookings where the Booking Centre:
•Has not taken any money
•The booking is closed and
•The stay date has passed
Please note: Version 5 does not replace running your normal return. You must still run version 1-4 with the option of also running version 5.
Please note: Version 5 will only run on bookings made after 13th February 2008.
New reconciliation version 5 is only designed to claim commission on referral bookings or bookings paid direct to operator. Therefore, if using version 5 we recommend running it in combination with your normal return on the same day. This will ensure the two returns are combined in your printable and email return versions.
2) If you would like to run a return for one itinerary/selected operator/multiple bookings click on your preferred option under the heading Operator Returns. You will need to enter the Return Date, complete any additional fields and press Click Here to Record Your Return.
Step 5: Check and Edit Operator Return if required.
Step 6: Print or Email Operator Returns:
Version 1: Tax Invoice with a Balance Due of $0.00. Has an extra column headed “Total Received this Period”.
Version 2 - not emailable: Recipient Created Tax Invoice with Amount Payable $630.00 (as an example)
Version 3: Recipient Created Tax Invoice with Amount Payable $630.00 (as an example) but has the Operator Address in the right position to fit a window envelope.
Version 4 – not emailable: Recipient Created Tax Invoice with Amount Payable $630.00 (as an example). Best designed for letterhead paper.
Version 5: Recipient Created Tax Invoice with Amount Payable $630.00 (as an example). However description says Commission Expense rather than just the word Commission. This version was designed for a VC and then they decided not to use it.
Step 7: Pay Operators Return amounts. Please note Bookeasy can produce an aba file to pay operators electronically.
Instructions on for each step can be accessed by clicking on help in the section you need help with i.e. New Reconciliation.
Step 8: Record which returns have been paid and which returns you have sent remittances for in the Record Paid & Send function.
•If you are running a New Reconciliation using option 1 (partial payments AND full payments), the Visitor Centre full commission is with held when the first operator return is run.
•If you are running a New Reconciliation using option 1 (partial payments AND full payments), and there are multiple bookings on the one itinerary, the deposit is spread across all bookings when the return is run. Deposit amounts remitted to the operators won’t be in proportion to the booking totals.
New Reconciliation Explanation Number 2
This function enables you to produce and record an Operator Return Report (which displays all bookings for the return period, each booking total, commission taken, and amounts to be paid to the operator, etc). Most centres will run Operator Returns fortnightly i.e. on the 15th and 30th (or last date) of each month.
Please follow the procedure in online help if you are about to record a return. This procedure can be located by clicking on Online Help at the very top of the Staff Console and then entering “Operator Returns Reconciliation” in the key word section and clicking the green arrow. Please click on the help option called “Operator Returns Reconciliation”.
If would like to run a return for one itinerary/selected operator/multiple bookings please return to the Main Menu and click on your preferred return option under the heading Operator Returns. You will need to enter the Return Date, complete any additional fields and press Click Here to Record Your Return. If you do not wish to do this, follow the procedure below.
TO RECORD AN OPERATOR RETURN
From the Main Menu click on New Reconciliation (under the heading Operator Returns). Enter the Return Date i.e. 15/03/2008 and then tick your preferred Operator Return option and press Click Here to Record Your Return. Once this has been recorded a message will appear to confirm this.
The Operator Return report for that period will then be recorded. You can then Check/Edit the Operator Return Report by clicking on the heading Operator Returns (under the heading Operator Returns) and follow the instructions under Help.
If the reconciled date of the payment is after the date of the return then the booking will not be included in the return.
New Reconciliation Option 3: When this return option is used it will only run returns on bookings that are fully paid and the client has stayed (checked-out). There is also an option to specify how many days need to have passed since the checkout date.
EXAMPLE: If your return date is the 31/12/2007 and you run a return using Option 3 and specify that 3 days need to have passed since the checkout date, this means that only bookings checking out on the 28/12/2007 or before this date will be included in this operator return report.