A key component for accounts payable, the accounting module allows complete reconciliation between Travel Requests and invoices received from suppliers. With minimal data input, invoices can be reconciled and exported to your accounting system.

Invoice reconciliation

• Input & reconcile an invoice against Travel Requests:
  • Input only the basic invoice info: invoice number, date
  • Quickly find & add existing Travel Requests, by warrant #
  • Extensive search criteria, in case the warrant # is not written on the invoice
• Price corrections / adjustments
  • The system compares the invoiced price against the reservation price, and identifies any difference
  • The user can decide whether to authorize the price adjustment, or to claim a credit
  • Look-up other warrants for the same client, in case of error
• Produce an Adjustment Statement for the supplier, indicating price differences, credits that are claimed and warrants not found in the system, all with accompanying notes
• Input reservations invoiced by the supplier, but not found in the system (to be reviewed with supplier)
• Print out a Reconciliation Report, with complete invoice information, warrants, prices and adjustments
• Workflow-based invoice status (open, under revision, completed, exported), with the possibility to revert to a previous state.
• Search invoices by supplier, date, period, status, and other criteria.
• Create Credit notes, or apply credits to previously reconciled warrants
• Automatic detection of credits that can be claimed on reservations that were cancelled

Integrate with your accounting system

• Export invoices to your accounting system
  • Export individually or grouped by accounting period or other criteria
  • Export accounting entries required for re-invoicing warrants
  • Possibility to transfer invoice data into multiple financial entities
• Management of export files
  • Centralized "workgroup" folder for export files
  • History of exports with preview of raw data

Edit accounting data

• Edit your chart of accounts:
  • Services (activity centers/departments) and Expense codes
  • Links between both for account validation
• Link accounts/codes to Travel types
• Configure taxes (multiple levels), taxation rules and tax recovery by account