Using an Agency Credit Card for Payments - TRAMS, Inc.

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Introduction:Using the agency credit card to pay for either agency expenses, or vendors for a client’s travel reservation is a commonpractice in some agencies. This is a reference guide covering some of the most common agency credit card issues.This guide outlines the following topics: Section 1 - Using the Agency Credit Card to Pay Vendors for Client Reservations‣ Scenario One - When paying the vendor the gross amount of the trip and billing the client.‣ Scenario Two - When paying the vendor the net amount of the trip and billing the client.‣ Scenario Three - When the client payment is closed with the agency credit card. Section 2 - Using the Agency Credit Card to Pay for Agency Expenses‣ When accounting for the expense on a cash basis.‣ When accounting for the expense on an accrual basis. Section 3 - Using the Agency Credit Card to Pay for Group Expenses Section 4 - Paying the Agency Credit Card Bill When There is a Credit BalanceSYMBOLS USED:Notes: This is a special note on the transaction; it may answer a common question or point out apotential mistake to watch out for.Choice: This symbol means there is a choice that the user can make. There are two ways to accomplishthe goal, and the user must make a choice on how to best handle the issue within the agency.Pros and Cons: This symbol means that there will be pros and cons to the differentscenarios. A list of pros and cons will help you choose the scenario that fits your agency’s needs.Page 2 of 25 7/31/2009
Section 1 - Using the Agency Credit Card to Pay Vendors for ClientReservationsScenario One: Client pays the agency with cash or check; agency pays the gross amount to the vendor withthe agency credit card.1. Create a Sales Invoice, on booking one show the “Submit To” field as Supplier with no commission.• If the invoice is issued in the CRS, there will be one booking showing the total sale and the commission.You can copy the booking, change to Commtrack and remove the total fare. Next modify the originalbooking and remove the commission.2. Create a second booking for the commission amount only, the “Submit To” field can be Supplier or CommTrack.• A Supplier booking will account for the Sale and commission in the same month and the commissiondue will be on the Vendor Balance Report.• A Comm Track booking will not account for the commission until it is received and applied to the CommTrack booking.3. Close the client side of the invoice with the client’s payment of cash or check, entering a Payment Received.4. Enter a Payment Made to the Vendor for the Gross amount of the Sale, Pay Method: Other• It is helpful to put the Invoice Number and Passenger Name in the Remarks field to match with thepayment on the credit card statement.Page 3 of 25 7/31/2009
Page 1: Using an Agency Credit Card for Pay
Page 5 and 6: Scenario Two: A Client pays the age
Page 7 and 8: Airlines Reporting CorporationAgent
Page 9 and 10: Scenario Three:Client pays the agen
Page 11 and 12: Time Saving Tip: Use Pay Codes to h
Page 13 and 14: Option Two: A Negative Client Vouch
Page 15 and 16: Pros and Cons: Scenario ThreeOption
Page 17 and 18: Scenario Two: Accounting for expens
Page 19 and 20: Section 3 - Using the Agency Credit
Page 21 and 22: Section 4 - Paying the Agency Credi
Page 23 and 24: To pay the $265.00, but account for
Page 25: NOTES______________________________

Using an Agency Credit Card for Payments - TRAMS, Inc.

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