Under normal circumstances, the consultant will insert the correct accounting inform ation into the ticket and the automatic invoice will be generated immediately.
In practice, errors may be made while entering the accounting information or the accounting information may be omitted in error. This will cause the automatic invoicing process to fail with an error message explaining what information was incorrect.
To correct the error(s), select , File, Automatic Invoicing, 
or select the 
icon from the Main Menu Toolbar.
You are presented with a spreadsheet of the automated tickets that have been successfully imported form the reservation system ticket printer. The Column “Status” represents the status of the ticket. If the ticket was successfully invoiced the “Status” will be AUTO INVOICED and the invoice number will appear in the “Invoice” column.
Several buttons are available to action (Note that they are explained in greater detail below):
Edit Accounting : This will open a screen which contains all the necessary accounting information, which the user can enter as a string (old dos version) or alternatively select from the drop down menus.
Invoice Manually : This will copy all the ticket and accounting information into a new invoice to be completed and saved.
Flag as Manual : This will create a flag to indicate to the program that the user will do a manual Invoice at a time convenient to the user. (Note that this feature will “disable” the ticket from the Monthend Checks)
Ignore Ticket : This will flag the ticket as Ignored. (Note that this feature will “disable” the ticket from the Monthend Checks).
Print Invoice : Provided that the ticket is has an allocated invoice number, the system will open the Invoice Print screen.
Search : This handy feature will allow for a search via numerous selection options Check : This will show a summary of all missing/incorrect acc ounting information.
Close : This will close the Imported Ticket History Register.
Edit Accounting
If an error occurred, the invoice number will be marked “Acc ounting Error” and requires attention.
To correct the error proceed as follows:
- Use the <Arrow Keys> on your keyboard to move to the problem ticket, alternatively click with your mouse button to highlight the line.
- Select the
button, which will open the following screen to change the accounting information :
Invoice Header Information :
| Branch | Enter / select the Branch |
| Division | Enter / select the Division |
| Consultant | Enter / select the Consultants code |
| Client Type | Enter the client type : Debtor / Leisure |
| Client Name / Code | Enter / Select the Client Name or Code |
| Client order | (Optional) Enter the order number |
| Invoice Message | (Optional) Enter a invoice message |
| Apply to All * un-invoiced tickets / Apply only to ticket | This Feature will allow the user to add the accounting information for all the tickets that was imported from the |
| particular PNR, or alternatively only add it to the one ticket only. | |
| Edit accounting info | When the accounting information is entered her as opposed to in the reservation system, you must NOT enter the Galileo/Amadeus/Worldspan Code (e.g. DI.ft- ) when capturing the accounting info. |
Ticket Information
This tab will display a summary of the ticket information that was imported into Windows Invoicing.
The 
will display a summary of all the ticket information, for the highlighted ticket :
Service Fees
| All Fields | Apply service fees to every sector as shown on the air ticket |
| Item | If more than one service fee will apply, the system will show item numbers for each fee charged |
| Type | Enter the service fee type |
| Excl Amount | Enter the cost of the Service fee excluding of VAT |
| Vat | Enter the vat on the cost of the Service fee. |
| Incl Amount | This will now display the total of the service fee that must be collected from the client. |
| Apply per |
|
| Merge | Provided that the same payment method is selected, the system gives an option that the air tickets and service fees be m erged as one line item on the invoice. |
| C.Card | If the service fees is paid by credit card, the system will require the settlement to be specified. Note that the settlement types must be setup first |
| Settlement | The settlement type will determine how the credit card will be charged : E.g Travelbuy etc |
| Do not apply | If Automatic Service Fee Rules Sets is activated. The “do not Apply” check box will temporarily disable the rules for this particular invoice only |
| Invoice Manually | In certain circumstances, you may wish to invoice the ticket manually (eg. if you want to put land arrangements on the same invoice). Tick the check box to instruct the program not to invoice the ticket automatically |
| Each ticket on separate | Force one invoice per ticket |
| invoice | |
| Suppress printing of invoice | Will suppress printing of invoice |
| Consolidated Invoice | Will consolidate document, which will hide Service fees or land arrangements |
| Principal | Enter the principal code (eg. Avi – Avis Car Rental). If you don’t know the principal code, it may be looked up. |
| All Fields | |
| Excl Amount | Enter the cost of the land arrangement exclusive of vat. This must be determined from the principal’s invoice |
| Amount Vat | Enter the Vat on the cost of the land arrangem ent. This must be determined from the principal’s invoice |
| Incl Amount | This column now displays the total of the land arrangement that must be collected from the client. |
| Excl Comm | Enter the commission exclusive of vat, earned by the travel agent on this land arrangement. |
| Comm Vat | Enter the vat amount on the commission. |
| Incl Comm | This column now displays the total of the commission that must be deducted from the principals totals |
| Due | This column now displays amount payable to the principal. This equals the amount charged to the client less your com mission and vat on commission. This is the amount of your cheque payment to the principal and is the amount payable that will show on the remittance advice that will be printed. |
Saving the invoice :
Proceed through this step, entering on the 
when you are 100% satisfied that it is correct. The system will reattempt to invoice the ticket and any other information specified.