/PROG_HDR/

Program Description:

This program is used to post the Accounts Receivable Transactions to the General Ledger.

WARNING: This program requires exclusive use of the A/R files. This means that while this program is running, no one can use the booking or A/R system.

/SCREEN1/

Program Operation:

Enter the cut-off date of the A/R transactions to post. All transactions with a posting date before or on this date will be consolidated into one transaction and posted to the General Ledger.

If you answer yes to the second question, Re-read all G/L information, The G/L numbers will be re-read from the tour headers before posting. You wont have to do this, unless a tour header contained the wrong G/L information and was corrected after bookings were made. If you answer Yes to this question, you can be sure all the current tour G/L information will be used, but this program will run considerably slower because for each transaction, the booking, and then the tour header must be read.

Before you run this program, it is important that the range of dates to be posted all fall within the accounting periods specified in the G/L accounting period file.

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The following is a review of all the possible transactions to be posted from the A/R system, and where the A/R account number is read for each transaction.

A description of the accounts used for A/R follow:

Accounts Receivable - Amount due from accepted tours

Customer tour prepayments - Sales made, to be recognized on departure date

Income - Earned income (departed)

Unearned Receipts - Take Customer prepayments - A/R

Booking accepted by agent (status = "OK" or deposit received):

Trx date A/r acct Accounts receivable (from tr hdr) amount

G/l acct Unearned Sales (Tour hdr)

Booking amount adjusted (price change):

Trx date A/r acct Accounts receivable (from tr hdr) +/-amt

G/l acct Unearned Sales (Tour hdr)

Money received (Deposit and final payment):

Trx date Cash a/c Checking account (from cash posting) amt

A/r acct Accounts receivable (from tr hdr)

MCO received (Deposit and final payment):

Trx date MCO a/c MCOs Receivble (From mco posting) amt

A/r acct Account receivable (from tr hdr)

MCO Payment received from carrier:

Trx date Cash a/c Cash (From cash receipts) amt

MCO a/c MCO Receivable (From cash receipts)

Trx date MCO a/c MCOs Receivable (From mco posting) amt

MCO Var. Gain/Loss on MCO variance (a/r control)

Tour departs:

Dpt date P/p acct Unearned Sales (Tour hdr) amount

Inc a/c Income from tours (from tr hdr)

Cancel booking (with refund):

Trx date a/r acct accounts receivable (from tr hdr) amount

xl acct Cancellation charge (from A/R control)

Trx date p/p acct Unearned Sales (tour hdr) amount

a/r acct accounts receivable (from tr hdr)

Pymt date a/r acct accounts receivable (from tr hdr) amount

cash acct Checking account (from refund proc.)

Credit memo:

Trx date Exp acct Miscellaneous expense (cr ent) amount

a/r acct Accounts Receivable - tours (tr hdr)

Debit memo:

trx date a/r acct Accounts Receivable - tours (tr hdr) amt

Inc acct Income account (dr/cr entry)

Note: Refunds are not posted until the checks are cut. This is done because the pending refunds are usually not material and the amount is accuratly reflected in a smaller A/R amount. If this adjustment is required, check the pending refunds in A/R refund review and enter a manual G/L entry (remember to reverse the transaction in the next period).

Note: If any of the tour header accounts aren't entered in the tour's header, then the default account in the A/R control file will be used.

Note: Any transactions entered after the departure date are handled exactly as in these examples, with the following exception:

Any adjustment to the tour price is balanced with a departure date adjustment. Since the departure date has already passed, the entry is done in the period of the departure date. This adjusts the prior period's amounts to the correct values.

Note: All the account numbers are supplied at the point of entry, so it is important that the tour headers and the control file information are accurate.