Features

ACCOUNTING

One of the key components of the TMS is the accounting module, which allows a complete reconciliation between travel warrants and invoices received from suppliers. This module also allows complete transfer of data to the accounting system, including price corrections or credited items.

Invoice reconciliation

  • Reconcile an invoice with the system data:
    • Create the supplier invoice
    • Retrieve warrants from the TMS and add them to the invoice (in batch)
      • by typing the Warrant number
      • by searching through Warrants with multiple criteria
  • Price corrections / adjustments on Warrants (with notes for supplier)
    • Compare prices between invoice and warrants in the system
    • Make price adjustments and flag them as either authorized or to be reviewed with the supplier
    • Look for other warrants for the same client (in case of price differences / possible errors)
  • Input warrants invoiced by supplier but not found in the system (to be reviewed with supplier)
  • "reconciliation Report":
    • Prints out the complete invoice information with all Warrants, prices and adjustments made
  • "Adjustment Report":
    • Report sent to the supplier to indicate differences between the invoiced prices and the original warrant prices, and warrants that were not found in the system.
  • Workflow-based invoice status: new, under revision, completed, exported.
  • Search feature for invoices: by date, period, range, supplier, status, others.
  • Create "Crediting invoices":
    • Create price adjustments (credits) on warrants already reconcilied
    • Adjustments will be exported to the accounting system
  • Editing of accounting chart:   View Screenshot
    • Edit Services (Activity centers) and Expense codes, create the required links between both
    • Set taxes (GST/PST) and recovery percentages for each account
    • Link accounting codes to travel types independently (services and expense codes)

Export to accounting system

  • Export one or multiple invoices to the accounting system
    • By accounting period
    • By selecting individual invoices
  • Validation against period closing delay
  • Export "credit card" type invoices (paid to employees)
    • These invoices are created automatically at Travel Request time – a single review action is required before exportation.
  • Export of accounting entries required for re-invoicing warrants (to a third party or to the client)
  • Management of export files
    • Centralized "workgroup" folder for export files
    • List of exportations done, preview of the export files