The Reconciliation Module is a feature that allows you to keep track of bookings that require reconciliation and helps you request invoices from venues/suppliers to facilitate the reconciliation process. This user guide will provide you with step-by-step instructions on how to use this module effectively.

TABLE OF CONTENTS

• RECONCILIATION MODULE
• SENDING INVOICE REQUESTS TO VENUES
• UPLOADING INVOICES 
• RECONCILING BOOKINGS
• COLOUR SCHEME 
• SEARCH BAR

RECONCILIATION MODULE

• You will find the Reconciliation module on the left-hand side menu.

• If you are reconciling a specific booking, you can use the Booking reference field on the top and type in its reference number. To access multiple bookings that haven’t been reconciled you can skip this step.

• The system will default the Consultant to All, and it will show you all the bookings that haven’t been reconciled within the date range.

• By default, the date range will extend one month prior to the current date when accessing this module.

• You can also select a department and define the date range for the system to pick up the bookings that need to be reconciled. 

• Additionally, you can filter your search by booking type ("Event" will be selected by default), reconciled status, and, on the right-hand side, you can select a specific client, venue, supplier, venue group, affiliation, or owner group if needed.

SENDING INVOICE REQUESTS TO VENUES

To send invoice requests from GRATIS to venues, follow these steps:

1. Scroll down the page to find the default text.
2. Agent name, venue/supplier name, client name, and all the booking-specific information will be automatically populated by the system.
3. Add a message to the venues in the box below the default text, if needed.
4. Select the venues you want to send the invoice request to from the list below the Message box.
5. Click Send on the right-hand side to send the invoice request to the selected venues.

• If you select multiple bookings to contact the venues requesting the invoice, and you add a message to the Message box, the message will be sent to all venues selected. 

• If you only need to contact some of them, you will have to untick the Accounts Contact box in the venues you don't want to contact.

• Additionally, you can tick the box under the Venue/Supplier Contact to send the invoice request to the person who dealt with that booking as well.

Tip: Right next to the Accounts Contact column you will find the Number of Previous Requests column that will show you how many requests were sent to that venue. If the number is much higher than 3, we suggest you contact the venue directly.

UPLOADING INVOICES 

To upload electronic copies of invoices, follow these steps:

• Click on the File Bank tab.

• Upload the invoice.

• Select the Reconciliation Invoice option in the File Type field.

• If needed, add more than one invoice and the files will be pulled through to the reconciliation tab.

RECONCILING BOOKINGS

To reconcile bookings, follow these steps:

1. Locate the booking on the list or search for it using the filters available on this page.
2. Click on the banknote icon to open the reconciliation screen.
3. Update the venue and client A/C Code manually if needed.
4. Set the booking to Reconciled, Part Reconciled, or On Hold.
5. Amend the numbers, items or rates on the charges table if needed.
6. Click on Re-calculate to be sure that the new rates match the amount on the invoice.
7. Check if the rates are inc or ex-tax, the commission rate, and add more lines in the charges section if needed.
8. If you have added the invoices to the File Bank, the files should appear at the bottom of the page. If not, you can add the files or the lines with the invoice information at this stage.
9. Click on Save Changes to save the updates you made.

COLOUR SCHEME 

If the booking is Reconciled, it will turn to Green in the system. Yellow means Part Reconciled and Red means On Hold.

• The Reconciliation Module is an essential feature that streamlines the reconciliation process for your bookings. By following these instructions, you can easily reconcile your bookings, send invoice requests to venues, and upload invoices to the system.

SEARCH BAR

You can also find a specific booking by entering the reference number in the search bar above the bookings table. In some cases, you may see multiple bookings in the search results, but the search bar will help you quickly locate the correct one. Be sure the selected date range includes the booking's arrival date.