quicktrav accommodation vouchers for windowscust.qvch.co.za/manuals/quicktrav vouchers.pdf · the...

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© Quick Software, 2006

QuickTrav Accommodation Vouchers forWindows

Version 1.x (32 Bit)© Quick Software CC, 2006

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Table of Contents

Contents List 4Land Arrangements and The travel Agent 5Voucher Capture and Printing 6 Capturing New Vouchers 7 The Voucher Register 11 Editing Existing Vouchers 12 Copying and Pasting Vouchers 15 Printing Vouchers 16 Voiding Vouchers 17 Voucher Statuses 18 Standard Voucher Listing Reports 19Referral Commission Receipts 20 Capturing New Receipts The Receipts Register 22 Reversing Receipts 24 Printing Receipts 26 Voiding Receipts 27 Receipt Statuses 28 Standard Receipts Listing Report 29Setup 30 System Setup 31 Action Authorities 40 Users and My Preferences 41 Branches and Divisions 42 Global Tables 46 Company Tables 47 Supplier Setup 48 Clients 50 Remote Printers 52 Inter Module Data Messaging 53 System Features and Components 54 Installation 55User Login 56Enquiries 57Month End 58Technical Overview 59 Technical Overview - Transaction Registers 60 Technical Overview - Masterfiles 62Did you know? 64Definitions 65Contact 66

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Contents

QuickTrav Accommodation Vouchers

QuickTrav Vouchers provides an easy and cost effective method for travel agents to fullyautomate the issue of land arrangement vouchers, the collection of referral commission andthe checking and the finalizing of bill backs.

This is a beta document that has not been proofed or approved for release.

Land Arrangements and the Travel AgentFeatures and Components

InstallationSetupUpgrading from DOS

User Login

Voucher Capture and PrintingReferral Commission Receipts EnquiriesMonth EndData Diagnostics

ConceptsForeign currency handlingInternal Invoices / Credit Notes

Technical OverviewDid you know?Troubleshooting

QuickTrav Common ModulesDefinitionsContact

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Land Arrangements and the Travel Agent

The typical workflow in a travel agent in respect of land arrangements would be asfollows:

· The client orders land services such as accommodation from the agent.· The agent confirms availability with the supplier and issues a voucher to the client for

the required services.· The client presents the voucher to the supplier who delivers the specified services to

the client.· The client either settles the supplier directly and the agent bills and collects an agreed

referral commission * from the supplier (direct settlement voucher) OR the client paysthe agent and the agent pays the supplier less the agreed commission * (bill backvoucher).

* Commission may take the form of a percentage of the value of the booked services or afixed booking fee.

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Voucher Capture and Printing

The Voucher RegisterCapturing New VouchersCopying and Pasting VouchersEditing Existing VouchersVoiding VouchersPrinting VouchersStandard Voucher Listing ReportsVoucher Statuses

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Capturing New Vouchers File \ , OR

Use the button on the Menu bar or via the voucher register.

Booking Details Tab:

Issue Date Date voucher is issued- Must be within the branch's current period.

Consultant Consultant issuing the voucher - Validated from branch table of consultants

Our Ref Agency's internal reference Forced capture can be specified via the System Setup \ Vouchers.

Supplier Supplier providing the services - Validated from branch table of suppliers- Defaults service type and sets contact details- Activates foreign currencies, rate and exchange rate as well asextras limit currency based on supplier setup

Supplier Ref Supplier's booking confirmation numberService Type of service being provided

- Validated from company table of service types- Sets arrival and departure text based on service type setup - Sets internal overnight flag used to auto calculate duration from in/ out dates- Defaults unit and duration inputs

Pax Name Name of passengers that will be utilizing the booked services- Defaults the number of pax based on the name using "+", "&", "\"as name breaks and Xn where n = number of pax.

Use of "/" as a name break in determining the no of pax can beactivated under "My Preferences" for each user.

Pax Number of passengers in party

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Client Code Client Type (Debtor or Leisure) and Account CodeIf using internal table of clients and based on the client setup- Sets Order No / Client Ref input option on / off- Loads client credit card details for optional selection underpayment details- Defaults voucher special instructions with client standardinstructions

System Setup \ Clients allows the client code format to becustomized, free format client codes (as opposed to tables) to beactivated and forced capture to be activated.

Order No Client Order NumberMay be optional depending on client setup

Client Ref Client 2nd referenceMay be optional depending on client setup

Arrival Date Date service are to commenceThe text will vary according to the service type selected (e.g. CheckIn)- Sets the duration based on arrival and departure dates and thetype of service

Arrival Time Time pax is expected to arriveOptional

Arrival Flight Flight number on which pax will arriveOptional

DepartureDate

Date services are to ceaseThe text will vary according to the service type selected (e.g. DropOff)- Sets the duration based on arrival and departure dates and thetype of service

DepartureTime

Time pax must departOptional

DepartureFlight

Flight number on which pax will departOptional

Units Number of units bookedThis will relate to the type of service being booked (e.g.Accommodation will relate to number of rooms, Car hire to numberof cars, etc)

UnitDescription

Description of the units bookedThis will relate to the type of service being booked (as above)

Duration Number of nights / days specified units are being booked for- Default values inserted based on arrival and departure dates andthe type of service being booked

ForeignCurrency

The currency in which the services must be paid and in whichthe commission will be earned.- Only applicable to suppliers that have been setup as foreigncurrency suppliers- If the supplier is a multi currency supplier, the currency will defaultto the supplier's default currency and the currency dropdown will beactivated to allow the user to select the required currency.- Sets the exchange rate to the closest rate of exchange for theselected currency

Foreign Rate The unit rate for the booked services in foreign currency,inclusive of any VAT- Sets the local rate based on the rate of exchange

ExchangeRate

The rate of exchange to use to convert the foreign unit rate tolocal currency.

Foreign Exchange HandlingInclusiveRate / Unit

The unit rate for the booked service in local currency,inclusive of any VAT- Sets the foreign rate based on the exchange rate

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Unit Rate Vat The VAT% applicable to the unit rateIf a foreign supplier, requires the input of a %, otherwise requiresthe selection of a local vat code from the VA tables.

PaymentMethod

The method of payment for the booked services- Validated from company table of payment methods (all paymentmethods must be classified as bill back or direct settlement whencreated)

Payment ofExtras

The method of payment for any services provided over andabove those booked- Validated from company table of payment methods (all paymentmethods must be classified as bill back or direct settlement whencreated)

Extras Limit The maximum amount that the agency will be responsible forover and above the booked services- Only applies if payment of extras is specified as a bill back to theagency- if a foreign currency voucher, the extras limit may be specified inforeign or local currency

Credit Card Details of the client's credit card to be used to settle thevoucher- Optional

ValueSummary

Displays the maximum value of the voucher split into booked andextra services in both local and foreign currency (if applicable).

NotePad 1. Special Instructions pertaining to the voucher (4 Lines x 80chrs)2. Private administration notes (unlimited)3. Void reasons (only applicable when voiding a voucher)

Client Savings TabIf client savings has been activated under the System Setup \ Clients, a Client Savings tabwill be included in the voucher. Clicking on the tab will swap the payment method and valuesummary sections with the client savings section as indicated below:

Client savings simply involves specifying the standard or rack rate in the voucher currencyand a reason for the difference between this rate and the rate used. The reason is validatedfrom the company table of client savings reasons. Client savings information may be optionalor forced depending on the system settings.

Commission TabA Commission tab is included in the voucher to display the commission base and calculation.Clicking on the tab will swap in the commission section as indicated below:

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The commission calculation will default to the supplier's default commission base anddepending on the System Setup \ Suppliers may include the following types of commission:1. Commission % 2. Fixed Booking Fee3. Star Rated Booking Fee (Local suppliers only)

Save OptionsDepending on the System Setup \ Vouchers the user may simply be presented with a single "Save" button which will accept, close and print the voucher.

If "Save as Draft" option has been turned on, two buttons will be presented:Save as Draft (Used to save the voucher as a draft so that it may be opened later on aedited)Accept, Print and Close (as indicated)

Draft vouchers may be printed but will include a big red draft stamp and month endcannot be run while draft vouchers exist.

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The Voucher Register File \ or

Click on the on the button bar

The Voucher register lists all vouchers issued for the current branch using QuickTrav DataBrowser.

Create a New voucher (also insert key). Open the currently highlighted voucher (also enter key or double click). Open the voucher POD (Proof of Delivery) / Invoice. Void the currently highlighted voucher (also delete key). Copy the currently highlighted voucher to the clipboard (copies a pointer). Open a new voucher and paste the contents of the voucher in the clipboard into it. Print the currently highlighted voucher. Print the standard voucher audit trail listing Report. Open the register Search window. Open the browse view manager (also click on item counter). Display creation / last update information for the current voucher. Check voucher register for month end conformity.

Close register (also escape key).

Remember that further standard browser options are available by Right Clicking anywhereon the register.

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Editing Existing Vouchers

Saved vouchers will only be editable under the following circumstances:

1. Save as Draft option activatedOpen vouchers (those saved as draft) will be editable and once accepted will not be editableexcept for the private admin notes.

2. Re-open voucher option activatedVouchers on hold (accepted but no POD/Invoice) may be reopened subject to passwordcontrol via the "Re-open" button in the voucher. A voucher may be re-opened up to ninetimes and each time it is allocated a revision number which is added to the voucher number(e.g.: 002578/3).

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In all other cases, once a voucher has been saved it cannot be edited.

Once a direct settlement voucher has been saved, a new "Ledger" tab is added to thevoucher when opened for viewing. This tab displays all accounting transactions for thevoucher (invoices, credit notes and receipts).

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Copying and Pasting Vouchers

Any voucher in the voucher register may be copied to the clipboard so that it is available topaste into a new voucher. Copying to the ClipboardOpen the voucher register, highlight the receipt to be copied and click the copy button or

use the Edit \ menu option.

Pasting from the Clipboard To create a new voucher with the contents of the clipboard, open the voucher register and

click the paste button or use the Edit \ menu option.

Select 'Yes' to open a new receipt with the contents of the clipboard automatically inserted

You may also paste the clipboard voucher into a voucher that you have already opened(provided it is new or editable), via the Edit \ Paste Voucher menu option.

Vouchers may be copied and pasted between branches

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Printing Vouchers

Vouchers may be automatically printed on accepting the voucher or at any time from the

voucher register using the / buttons.

The standard QuickTrav Document Reporter interface is used and provides for the selection ofa voucher template to use for printing the voucher and the option to include the rate on theprinted voucher (the template defaults to the one defined in the branch \ printing andemailing setup).

Open vouchers will print with a "DRAFT" stamp and voided / unused vouchers will printwith a "VOID" stamp.

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Voiding Vouchers

Vouchers may be voided by using the / buttons in the voucher register. Thevoucher is opened ad normal, except that the notepad defaults to the "Void Reason" and a"Void" button is included.

A reason for the voiding must be inserted in the voucher notepad before the voucher can be

voided by clicking the button.

When a voucher is voided, the system checks whether or not any commission invoice entrieshave been generated for that voucher and, if so, automatically creates the necessary creditnote reversals.

Vouchers that have receipt allocations cannot be voided (a receipt indicates the validity ofa voucher)

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Voucher Statuses

N New New unused voucher BlackO Open Voucher is still open for editing MaroonH Hold Voucher closed but no POD/Invoice Light BlueF Hold! Voucher closed and POD/Invoice is still open Light BlueC Closed Voucher and POD/Invoice closed Navy BlueU Unused Voucher voided as unused by system at month end PurpleV Voided Voucher voided by user Purple

Right click on the status column in the voucher register and select "What's this?" from themenu to display the above status summary.

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Standard Voucher Listing Reports

Besides the voucher query module and the reporting capabilities of the voucher register viewmanager, the voucher register provides a standard listing report that should be printed andfiled for audit trail purposes at month end.

Click the / button to access the standard register report options.

Again, the standard QuickTrav Document Reporter interface is used and provides for theselection of a dater range for inclusion in the report.

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Referral Commission Receipts

The receipts registerCapturing new receiptsReversing ReceiptsPrinting ReceiptsVoiding ReceiptsStandard Receipt Listing ReportReceipt Statuses

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File \ or on the button bar

The Receipts register lists all referral commission receipts issued for the current branch using QuickTrav Data Browser.

Create a New Receipt (also insert key) Create a New Receipt Reversal Open the currently highlighted receipt (also enter or double click) Print the currently highlighted receipt Print the standard receipt audit trail listing Report Open the register Search window Open the browse view manager (also click on item counter) Display creation / last update receipt information

Close register (also Esc key)

Remember that further standard browser options are available by Right Clicking anywhereon the register.

Special ColumnsType Receipt (Rec) / Reversal (Rev)Allocated Amount credited to the suppliers debtor account.

Amounts in brackets represent a debit to the accountComm AdjGross (Incl. VAT) commission adjustments processed in the current

receipt.A positive amount represents an increase in commission and vice versa.

Open Amounts not allocated to specific vouchers.Banked Actual amount banked

A positive amount represents banking while a negative amountrepresents a reversal

Allocated + Comm Adj + Open = Banked

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Reversing Receipts File \ or on the button bar

Click on the button on Menu bar or via the receipts register.

The reverse receipting process involves unflagging paid vouchers incorreclty being "paid" bythe supplier payment. Direct commission adjustments can be made for small differences between the voucheramount and the receipt amount (subject to system limit settings and password control).

Date Date of receipt- Must be within the branch's current period

Supplier Supplier from whom the commission was received- Validated against the branch table of suppliers- On selection, displays unpaid amounts available for payment,updates the allocation summary and updates the supplier balancesummary

Dep Ref Internal banking referenceBanked Amount to be banked in local currencyUn-Allocated Amount, in local currency, that is not be allocated against any

specific voucher. To Allocate Amount to be allocated to vouchers (Banked less Un-Allocated

amounts)Allocated Amount currently allocated to vouchersAdjustments Gross commission adjustments allocated to vouchersDifference Amount still to be allocated. This must be nil before the receipt can

be accepted.SupplierBalance

Reflects the balance on the supplier's account before this receipt, theamount to be credited to the account by this receipt and the balanceafter this receipt

BrowseUnpaidAmountsbrowse

Displays a list of all unpaid amounts for the specified supplier.As items are allocated to the current receipt, the Adjustment andBanked columns will be updated accordingly

ButtonsSave Allows the receipt to be saved as a draft for later editing.

- Month end will be blocked if any open receipts exist

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Accept Accepts and closes the receiptAuto Flag Automatically allocates the item to the current receipt (exact match)Manual Flag Opens the receipt allocation window to allow manual capture of

receipt amounts against the charge.Voucher Opens the voucher for viewingInvoice Opens the POD/Invoice for viewing or for Re-Invoicing

Flagging Receipts

Should the voucher commission charge match the receipt exactly, it can be automatically

flagged to the current receipt by highlighting it and clicking the button.

Should the difference between the amount due and the amount paid exceed the system limit,a note to that effect will be displayed and the allocation will not be able to be saved unless apassword has been setup and it is correctly entered.

Big variances should be investigated and if necessary the voucher should be re-invoiced byclicking the "Invoice" button to open the POD/Invoice and then clicking the "Re-Invoice"button.

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Printing Receipts

Receipts may be automatically printed on accepting the receiptr or at any time from the

Receipts register using the / buttons.

The standard QuickTrav Document Reporter interface is used and provides for the selection ofa voucher template to use for printing the voucher and the option to include the rate on theprinted voucher (the template defaults to the one defined in the branch \ printing andemailing setup).

Open receipts will print with a "DRAFT" stamp and voided / unused receipts will print witha "VOID" stamp.

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Voiding Receipts

As receipts are accounting source documents they cannot be voided once accepted and musttherefore be reversed.

Open receipts without any allocations may however be voided by opening the receipt andclicking the void button.

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Receipt Statuses

N New New unused voucher BlackO Open Voucher is still open for editing MaroonC Closed Voucher and POD/Invoice closed Navy BlueV Voided Voucher voided by user Purple

Right click on the status column in the Receipt register and select "What's this?" from themenu to display the above status summary.

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Standard Receipts Listing Report

The referral commission register provides a standard listing report that should be printed andfiled for audit trail purposes at month end.

Click the / button to access the standard register report options.

Again, the standard QuickTrav Document Reporter interface is used and provides for theselection of a dater range for inclusion in the report.

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Setup

System Action Authorities

Users and My Preferences

Branches and Divisions

Global Tables

Company Tables

Branch Tables+ Suppliers+ Clients (Debtors and Leisures)

Remote Printers

Inter-Module data messaging

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System Setup

Setup \ System \ The system setup contains settings that affect the behavior of the application as a whole

General

RegisteredBusiness Name

This is the name under which the application has been licensed and is noteditable.This name is printed on all documents and reports.

Group Name Optional group name which, if specified, will be printed after the registeredbusiness name on all documents and reports.

Trade Name Optional trading name which, if specified, will be printed after the registeredbusiness name on all documents and reports.

CountryLocation

The country in which the application is being run from (defaults to SouthAfrica). This setting is used in determining supplier contact numbers.

InternationalDial Code

Dial code to use when dialing an international number (i.e. in a countrydifferent to the specified country location - Defaults to 09 for dialing out ofSA)

Local CurrencySymbol

The currency symbol matching the specified currency (defaults to R forRand). This symbol is used on documents to precede local totals.

AccountingCurrency

The local reporting currency (defaults to ZAR for South Africa Rand). Allforeign currencies will be converted into this currency and all reports will belisted in this currency.

This must not be changed after transactions have been captured orimported

Force captureof Debtor andSupplier Vat

This function will force every Debtor and Supplier to have their Vat Noentered on their respective setups.

Vouchers

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Void Password An optional password to void a voucher.Nil VoucherPassword

An optional password to issue a nil rate / value voucher.

Force "OurBooking Ref"?

An optional switch to force consultants to enter an internal bookingreference when capturing vouchers. This could be used for manual bookingfile numbers or PNRs.

Allow autoupdate ofexchange ratesfrom withinvoucher?

An optional switch to automatically update the foreign exchange rates tablewith rates captured by consultants in the voucher register. This isrecommended if you are not going to appoint a staff member to update theexchange rates table on a periodic basis.

Allowable daysdifferencebetween issuesand ROE date

Foreign vouchers will automatically use the rate in the foreign exchangerates table closest to the issue date for the specified currency. This settingdetermines the warning period for "out of date" exchange rates. The defaultsetting is 7 days which allows a once a week update from the banks(recommended).

Provide 'Saveas Draft'button

Used to save the voucher as a draft so that it may be opened later on aedited

Allow Pendingvouchers to bere-opened

Used to re-open vouchers, and make the necessary changes.

Password toreopen pendingvouchers

Password to re-open vouchers.

Vouchers #2

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Allow NilCommissionvouchers ? Password tosave Nill CommvouchersPrint Full ConsNamePrint Cons namein Authorised by Select divisionPassword tooverride DateRestrictions

Receipts

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Adjustment /Write off Limit

The maximum commission amount that a user may simply write off when areferral commission receipt differs from the amount invoiced.

OverridePassword

An optional password to override the write off limit. If not specified, thequick adjustment can never be more than the specified limit and the originalinternal invoice will have to be reversed and a new invoice generated.

Suppliers

Supplier CodeFormat

This is a picture string that controls the format of the supplier codes. Thedefault is "!xx" which indicates a three character alpha numeric code withthe first in upper case and the second two in lower case (QuickTravCreditors)

SupplierPassword

An optional password to access supplier editing. If not specified, will dependon user authority level or whether user is a supplier administrator.

Administrators A list of user codes that may access supplier editing without entering thesupplier access password.

Activate Fixedbooking Fees?

An optional switch to activate fixed booking fees as an alternate method ofcharging referral commissions. If this is activated, the supplier billingmethod may be changed from a commission base to a fixed fee base.

ActivateSupplier Offices?

An optional swithc

ActivateSupplierproducts ?

An optional switch that will activate supplier products, e.g. Accommodation,Carhire etc.

No of addresslines to be forced ?

Indicates the minimum number of lines to be forced when caputring a newsupplier, client.

Activate StarRatings?

An optional switch, if fixed booking fees have been activated, to activate astar rated method of applying fixed booking fees to local suppliers. Thisallows a table of star ratings with corresponding booking fees to be definedand suppliers to be flagged accordingly. The benefit of using star rates isthat if global changes can be made to the fixed fees without changing eachsupplier setup.

Use safe modewhengeneratingdebtor'sreports?

An optional switch that will check all balances included in the suppliermovement and ageing table to the underlying transactions whenever areport is generated using the movement and ageing table.This should only be included in the initial take-on or upgrade from DOS or ifdata corruption problems are being experienced.

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Clients

Quick TravCompatibleCodes

An optional switch to indicate whether the system codes must validateclient codes in all the various QuickTrav programs

Client Accountcode format

This is a picture string that controls the format of the client codes. Thedefault is "!99999" which indicates a six character alpha numeric code withthe first in upper case and the last five numeric (QuickTrav debtors)

Client PasswordAn optional password to access client debtor and leisure account editing. Ifnot specified, access will depend on the user authority level.

ClientAdministrators

This function will allow the specified user codes, full access to the clientssetup screen, in order to change, delete or create client accounts.

Use internaltable of clientaccounts?

An optional switch to indicate whether the system must validate clientcodes in the vouchers against a table of clients as opposed to allowing freeformat codes.The latter would only normally apply to clients using external invoicingmodules.

Allow blankcompany codesin vouchers?

An optional switch to make the capturing of client debtor and leisure codesoptional.

Activate clientsavingstracking?

An optional switch to activate client savings data in the voucher capture. Ifthis is turned on, an extra tab appears in the voucher capture screenrelating to standard (rack) rates and reasons for the difference to the actualrate used.

Force clientsavingstracking?

An optional switch, if client savings have been activated, to force users tocapture standard rates and reasons in the vouchers.

Data Files

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DisableAdvantageServer?

An optional switch to disable the use of Advantage database server ifrunning under a network environment. This switch should always be offunless specific problems are being experienced.

Force use ofAdvantageserver?

An optional switch to prevent the application from running unless it can findAdvantage database server running on the network.

Help Filesfolder

The location of all QuickTrav help files applicable to vouchers. QuickTravmodules share some of the common help files and this option allows asingle installation of all help files as opposed to installing the common helpfiles in each application folder.

Data Links

User DatabaseFolder Help FilesFolder

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DictionaryFolder

Printing / Email

VoucherTemplateFolder

The location of the voucher template DFF files used for the various voucherprint layouts. The branch setup uses this folder when validating the defaulttemplate to use for each branch.

CommissionInvoice /StatementAddress

Enter the number of columns to be displayed of the Address when viewingin register format.

Print ImagesFolder

The location of all bitmaps (system and company logos) to use whenprinting documents. In a multi QuickTrav module installation, this avoidsduplicate installation.

Email serverAddress

The IP address of the email server. This is only required if the emailingfunctionality is required in the application. Note: Without this, error logs cannot be auto sent to Quick Software.

Graphics serverURL

The location of all bitmaps (system and company logos) to use whenemailing documents so that these graphics may be automaticallydownloaded by the mail recipients email application.The default is http://www.quicksoftware.co.za/accvoucher

MAPIApplicationFolder

Obsolete: The location of the external mail application.

IncludePrintersdetected byWin NT LANmanager?

An optional switch to include those printers not specifically installed on eachPC but auto detected by Windows as available on the network.

Allow HTMLvoucher formatfor Emailing Auto Email oferror logs.

An optional switch to automatically mail any system error logs to QuickSoftware. Please leave this ON unless it is causing problems in which casewe would like to know about it!

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Security

System SetupPassword

An optional (recommended) password to access this setup.

Branch AccessPassword

An optional password to access the branch and division setup.

GlobalMasterfiles

? <System Information>

Startup Folder Location of the application exe file (wsv.exe)DatabaseFolder

Location of the internal database

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Temp Folder Temporary folder in use for the current user. Each user must have full access rights to this folder otherwise

printing, exporting and various other features will not work.Users table The table being used to validate user codes on login. (in almost all

situations this will be qmenu.dbf which belongs to QuickTrav User Admin)Data Transferprinting active?

Indicates whether data transfer (remote) printing is active. This is activatedwith the 4th parameter to the executable.

Mail errorreports to QS?

An optional switch to automatically mail any system error logs to QuickSoftware. Please leave this ON unless it is causing problems in which casewe would like to know about it!

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Action Authorities Setup \ System \

Access to most procedures in the application is restricted on a security level basis. Eachprocedure has a default security level which may be edited under the Action Authority setup.Users that do not have the required security level clearance will be unable to access therespective procedures (in most cases, menu options are simply disabled but in some casescertain options are not displayed at all). User security levels are managed by QuickTravAdministrator.

Passwords, where applicable, are the highest form of access security. Where both passwordsand security levels are in place, the security level is checked first.

The descriptions may be changed to suite your understanding and although action authorityrecords may be deleted they will automatically be recreated on first user startup. The deleteoption has been provided for removal of obsolete actions.

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Users and My PreferencesUsers

The application uses the user setup under QuickTrav User Administration.

My Preferences

Setup \

These settings apply to the user code used to login irrelevant of the PC used.

Show tablenames inregisterbrowses?

An optional switch to show the name matching the masterfilecodes as opposed to just the code in all transaction browses.Turn this off if speed is an issue.

Browse Gridstyle

Sets the grid line style in all browses.

General Printer This is the last printer used for general reports and will be thedefault printer the next time any report is printed. This setting isautomatically changed every time a report is printed. (does notaffect the voucher printer)

Email Address The "from" email address when sending emailsInterpret "/" aspax name break

Many users are used to GDS method of separating pax nameswith a "/". Check this option to do so when determining thenumber of passengers from the name in voucher capture

"?" SystemInformation

Displays system settings specific to the current user.+ Timer checks

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Branches and Divisions

Setup \ Company \ or on the button bar

The branch register lists basic details for all branches setup in the application. Divisions aredefined from within each branch.

Any details contained in the branch setup used for printing vouchers will be overridden ifspecified in the division setup (i.e.: the division settings take preference over branch settingsand branch settings will thus only be used if the division settings are blank).

General

Contact Detailsand Addresses

The contact details to be printed on vouchers.

Registrationnumbers

If an IATA number is specified, the IATA logo and the specifiedregistration number will be printed on vouchers.The VAT registration number to be printed on referralcommission tax invoices.If ASATA member is ticked, the ASATA log will be printed on thevoucher.

OtherInformation

Specify the prefixes that may be used for debtors and leisureaccounts respectively.

Printing and Emailing

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Default vouchertemplate

Specify the default voucher template (located in the vouchertemplate folder specified under the system setup - printing andemail) to use,

This template will only be used if the user has not previouslyprinted a voucher in which case the last template used will be thedefault.

Show name onvoucher?

An optional switch to include the branch name after theregistered name (and trade name if specified) on all documents.

Doc Logo 1 Optional specify the bitmap to use as logo 1 in the voucherheader.

Fix Aspect? Check this to print the logo using the original aspect ratio (if thisis not checked the logo will be resized to fit into the availablespace in the voucher)

% Specify the percentage of available logo space to use in thevoucher header (in some cases 100% causes the logo border tomerge with the document header frame and a lower % can beused to overcome this).

Left / Right Select the logo placement on the voucher header - left (nameand details will be to the right) or right (name and details will beon the left)

HTML Specify the logo width and height in pixels to use when emailinga voucher. If not specified, HTML will use the original bitmapsize.

Doc Logo 2 Optional specify a second logo to use in the voucher header. Thisis useful if an agency belongs to a group but also has its ownlogo.

<Logo 2settings>

Same as for logo 1 above.

Doc header Optional specify a bitmap file to use to replace the entire voucherheader. If specified, the logos, company name and details willnot be printed. The settings are basically the same as for thelogos.

Report Logo Optionally specify a logo to use for all internal reports (i.e.: excluding vouchers)

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StandardVoucherMessage

Optionally specify the general terms and conditions (4 lines x 80chrs) and / or a single line (80 chrs) footer to be printed onvouchers.Use the drop down to swap between the two.

These settings may also be defined at a company (i.e.:applicable to all branches and divisions) via the setup \ companymenu. As with the above the company settings will only be usedon vouchers if both the branch and division settings are blank.

Divisions

The division setup is a limited version of the branch setup and the following details may bespecified for each division:

+ Contact Details and Addresses+ IATA number+ Printing and emailing setup

ImportThis section is used to import data from a DOS voucher installation. Refer to Upgrading fromDOS.

Data Links

QuickTravinvoicing

Optional specify the QuickTrav Invoicing folder related to thisbranch. This is used to import directly from Invoicing in certainmasterfile registers (contacts and consultants)

Other

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OtherInformation

Specify the prefixes that may be used for debtors and leisureaccounts respectively.

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Global Tables

Setup \ GlobalGlobal Tables refer to external data applicable to the entire application.

Credit Cards

Foreign Currencies

Continents

Countries

Vat

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Setup \ CompanyGlobal Tables refer to internal data applicable to the entire application.

Client Savings

Payment Methods

Service Types

Star Ratings

General Terms and Conditions

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Supplier Setup

Setup \ Contact \ Each branch maintains its own register of suppliers and the register shown is that of thecurrently logged branch.

Code and NameCode A unique code for the supplier.

The code format is defined under the system setup -suppliers. Codes imported from DOS vouchers can be changedand / or merged by the supervisor using the button andunused codes can be automatically removed using the buttonin the supplier register browse button bar.

Name Supplier NameActive Indicates whether the supplier is active or not. Use this to

remove suppliers that cannot be deleted from the selection listsin other forms.

GeneralGroup Optional group to which the supplier belongs. Groups can be

created or edited by clicking on the "Groups" button in thesupplier browse.

Service Type The type of service provided by the supplier. This is used as thedefault service type in voucher capture.

Dom/Int Indicates whether the supplier provides local or internationalservices.

Country Country in which the services are providedIATA Reg No Optional IATA number of the supplierContact Details Do not include dialing code in the telephone and fax numbers

as these are automatic based on the supplier country. Dialingcodes can be removed by the supervisor from data importedfrom DOS vouchers using the button in the supplier registerbrowse button bar.

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Addresses The postal and physical addresses to be printed on vouchersunder supplier details.

BillingDefault CurrencyThe default currency in which vouchers for this supplier are to be

issued. This currency is automatically inserted in new vouchersfor the supplier.

Lodge CardsAccepted?

Indicate whether the supplier will accept payment via a clientcredit card lodged with the agent.

Comm Method The commission method for the default currency. This will bedefault to "Commission percentage" and will not be editableunless fixed booking fees have been activated under the systemsetup - suppliers.

Comm % Applicable if "Commission Percentage" is selected as thecommission method.Enter / Select the percentage of the net value of booked servicesto charge the supplier.

Booking Fee Applicable if "Fixed Booking Fee" is selected as the commissionmethod.If the default currency is a foreign currency, select the currencyof the booking fee (local or international) and specify the agreedfee.

Star Rating Applicable to local suppliers if "Star Rated Booking Fee" isselected as the commission method.Select the applicable star rating from the drop down list.

Other CurrenciesIndicate other currencies in which vouchers may be issued forthe supplier (same setup as above)

If only one currency is specified, that currency isautomatically inserted into new vouchers and cannot be edited,otherwise the default currency will be inserted and the user canselect which currency to use.

Referral Comm.Invoice Method

Select the method the system must use to invoice the supplierfor referral commission.Automatic: Internal commission invoices will be automaticallygenerated for all direct settlement vouchers with departure datesin the current month when month end is run.Manual: Commission invoices for direct settlement vouchersmust be manually created before month end can be completed.

StatementCurrency

Select the currency in which referral commission statementsmust be issued for the supplier.Local: All amounts will be in the local currency using exchangerates specified in the vouchers. Foreign amounts, if applicable,will be shown as memo items.Foreign: The statement will be divided into separate sections foreach currency used.

Tax InvoiceRequired?

Indicates whether the supplier requires a tax invoice.

VouchersThis is a direct extract from the branch's voucher register and lists all vouchers issued for thesupplier. Vouchers can be opened from this browse by double clicking.

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Clients

Setup \ Contact \ Debtors … \LeisuresEach branch maintains its own register of client debtors and leisures and the register shownis that of the currently logged branch.

Code and NameCode A unique code for the Debtor/Leisure.

The code format is defined under the system setup -suppliers. Codes imported from DOS vouchers can be changedand / or merged by the supervisor using the button andunused codes can be automatically removed using the buttonin the Debtor/Leisure register browse button bar.

Name Debtor/Leisure NameActive Indicates whether the Debtor/Leisire is active or not. Use this to

remove suppliers that cannot be deleted from the selection listsin other forms.

GeneralGroup Optional group to which the Debtor/Leisure belongs. Groups can

be created or edited by clicking on the "Groups" button in theDebt0rsupplier browse.

Service Type The type of service provided by the supplier. This is used as thedefault service type in voucher capture.

Dom/Int Indicates whether the supplier provides local or internationalservices.

Country Country in which the services are providedIATA Reg No Optional IATA number of the supplierContact Details Do not include dialing code in the telephone and fax numbers

as these are automatic based on the supplier country. Dialingcodes can be removed by the supervisor from data importedfrom DOS vouchers using the button in the supplier registerbrowse button bar.

Addresses The postal and physical addresses to be printed on vouchersunder supplier details.

Voucher Message

Credit Cards

If using Internal Clients: Setup \ Debtors … \Leisures -> Open Client and Click "CreditCards" tab

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Credit card functionality is only available if turned on in the general system setup.

If using internal client tables, credit cards are setup under each client. If using QuickTravInvoicing tables (which do not cater for credit card information per client), credit cards aresetup in the client credit card register. The only difference is that under the first option, theclient code is automatically inserted whereas under the second, it must be inputted /selected.

Client credit card records are used in new receipt capture to automate the insertion of creditcard numbers and expiry dates for the relevant client and credit card type.

Passengers

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Remote Printers

File \ Printer Setup \ Remote Printers

Refer to QuickTrav Remote Printers

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Inter Module Data Messaging

Setup \ System \ Inter-Module Updates

Refer to QuickTrav Data Messaging

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System Features and Components

Key Features· Multiple branches and divisions under each branch with optional individual document

layouts.· Access from remote sites via dial up connections with printing and reporting directly to

the remote sites.· Foreign currencies (both in issuing vouchers, billing suppliers for referral commission

and receipting such commissions).· User authority levels and password access · Powerful querying and reporting· Inter application masterfile maintenance

Main Components· System Settings (relate to the entire company (all branches) and to the platform on

which the application is being run)· User Preferences (relate to each individual user)· Branch and Division Settings (relate to the company infrastructure and document

setup for each branch and division)· Masterfiles (relate to each branch (contacts, etc) as well as global static/semi static

tables (foreign currencies, etc)· Voucher Register (register of all vouchers issues by branch)· Invoice Register (register of all referral commission invoices and bill back invoice

requests by branch)· Receipts Register (register of referral commission receipts by branch)

User Categories· Consultants (issuing of vouchers)· Accounts (maintenance of supplier and client masterfiles, issuing of referral

commission statements. processing of resulting receipts and finalizing bill backs andreporting)

· Maintenance (system tables and general masterfiles, backups, data integrity, etc)

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Installation

Although the application and its components may be installed under any folder/s, thefollowing folder structure is recommended:

Root: \voucher or \voucher\win (if converting from dos)

File Purpose Action / Folder wsv.exe Main application executable Copy to <root>windll.zip Zip file containing application DLLs Copy <root> or <windows

system folder> if stand aloneand unzip.

genmast.def Default global masterfile recordsauto imported on first startup andthen renamed to genmast.csv

Copy to <root>

wsvdff.zip Zip containing standard voucherprint templates.

Copy to <root>\template andunzip

wsvbmpc.zip Zip containing standard colourbitmaps required for voucherprinting.

Copy to <root>\bmp\colourand unzip

wsvbmpbw.zip Zip containing standard black andwhite bitmaps required for voucherprinting

Copy to <root>\bmp\bw andunzip

wsv.hlpqtquery.hlpqpj.hlp

Voucher help fileQuickTrav Queries help fileRemote printing help file

Copy to <root>\help or\quick\help if multi QuickTravinstallations.

qadmin.exeqmenu.exe

User management applicationQuickTrav User menus

Copy to \quick if not alreadyinstalled for other QuickTravapplications.

prnrecpt.exe QuickTrav Remote PC print receiverapplication

Must be installed and run oneach remote PC.

disponly.exe QuickTrav Print Dispatcherapplication

\quick\dispatch if multipleremote accesses.

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User Login

Each user must be assigned a unique global user code under the QuickTrav UserAdministrator.

Initial Login / StartupEach user must initially start the application specifying his/her user code, branch and divisionand whether to use remote printers or not.

<App Root>:\ wsv.exe <user code> <branch code> <division code> <Y/N>

wsv.exe /? Or /Help will display the application parameter help.

The login process can be done directly from the command prompt or setup via the user'smenu under QuickTrav User Menu.

Login as a different userTo log in as a different user without closing the application, use the File\Login as adifferent user or click in the bottom right of the application window.

Login to a different branch or divisionTo log in to a different branch and/or division, use the File \ Login to a different branch.

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EnquiriesVoucher RegisterReferral Commission Debtors Debtors Ledger Statements / Invoices Age Analysis Control Account Monthly Cover SheetTransactions

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Month End

The month end procedure involves:+ Running month end for each branch+ Backing up the application database+ Running month end for the company

Branch Month End (for each branch)· In the branch register, highlight the branch to be closed and click the "Month End"

button or the icon to activate the branch month end window. The current month for each branch is displayed in the browse.

· In the tasks group, check each of the three registers and click "OK".· If the branch month end can be run a message to that effect will be displayed

otherwise any errors will be displayed next to the relevant registers (e.g.: Opendocuments exist that must be accepted before month end can be completed.)

You can use the above procedures to check each register's month end status at anytime.

Month End Backup (supervisor only)This is the same as a normal backup except that it is accessed via the Options \ MonthEnd \ Month End Backup menu option and the backup extension is changed from"zip" to "M99" where "99" represents the month being backed up.

Application Month End (supervisor only)This procedure simply checks that the month end has been completed for each branchand then re-indexes and closes the current month for the entire application. A message detailing which branches are blocking the application month end will bedisplayed if applicable.

Month end backups and the application month end can only be run by theSupervisor as both these procedures involve logging out all users.

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Technical Overview

Transaction RegistersMasterfiles

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Technical Overview - Transaction Registers

Voucher Register (vouchers.dbf-autofilled)The voucher register stores details of referral and bill back vouchers for all branches. Each voucher has a unique identifying key made up of a fixed scope ("M"), the branch codeand a unique 6 digit number and is auto filled in blocks per the system setup (normally1000).Each voucher record has a one-to-many to one relationship to the transaction register(internal invoices, credit notes and referral commission receipts if a direct settlement)

Referral Commission Receipts Register (receipts.dbf-autofilled)The receipts register stores details of all referral commission receipts against directsettlement voucher charges (internal invoices). Each receipt has a unique identifying key made up of a fixed scope ("M"), the branch codeand a unique 6 digit number and is auto filled in blocks per the system setup (normally 500).Each receipt record has a one-to-many relationship to the transaction register (commissionreceipts).

Transaction Register (trans.dbf)The transaction register stores the following details for all branches:

+ Direct Settlement referral commission internal invoices, credit notes and receipts+ Bill back internal invoice and credit note requests

Each transaction has a unique identifying key made of a scope key (voucher type = bill back("B") or referral ("M")), the branch code, the transaction type and a unique 6 digit number.

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Except for unallocated referral commission receipts, each transaction is a child of the voucherregister and, if a receipt, a child of the receipts registers as well.

Notepad Table (notepad.dbf)The notepad table stores, amongst other items, the voucher special instructions (printed onthe voucher), private administration notes and void reasons (if applicable).Each voucher entry has a unique identifying key made up of a fixed scope ("Vch"), the branchcode and the voucher number.

Commission Debtors Movement and Ageing (movement.dbf)The movement tables stores a summary of the transaction movement on each supplierscommission debtor account per month per issue currency. This enables the system togenerate debtors control and ageing information far more quickly than if it had to scan thetransaction register (it only has to scan one record per supplier per month)Each record has a unique identifying key made up of a fixed scope ("M"), the branch code,supplier code, currency code and periodEach record contains a total turnover/commission/vat/transaction count accumulation as wellas per transaction type (invoice, credit notes, allocated and unallocated receipts) and theperiodic ageing from current to 150+ days.

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Technical Overview - Masterfiles

Branches (branches.dbf)The branches table stores details of all branches and divisions under each branch.

Section Branch DetailsUnique Key Fixed scope ("B") + unique 3 digit branch codeLinks one-to-many into divisions in same table

Section Division DetailsUnique Key Fixed scope ("D") + owner branch code + unique 3 digit division

codeLinks many-to-one into branches in same table

Contacts (contacts.dbf)The contacts table stores details of all external entities that do business with each branch ofthe company.

Section SuppliersUnique Key Fixed scope ("S") + branch code + unique max 10 digit supplier code

(user definable code picture string)Links one-to-many into supplier currencies

Section Client DebtorsUnique Key Fixed scope ("D") + branch code + unique max 10 digit debtor code

(user definable code picture string)Links one-to-many into client credit cards

one-to-one into notepad for standard voucher instructions for thisclient

Section Client LeisuresUnique Key Fixed scope ("L") + branch code + unique max 10 digit leisure code

(user definable code picture string)Links one-to-many into client credit cards

one-to-one into notepad for standard voucher instructions for thisclient

General Masterfiles (genmast.dbf)The general masterfile table stores details of various system, global and branch relatedsetups. Unique identifying keys are made up of the section scope, branch code (blank ifglobal or system) and a unique key.

Scope Description DefaultValues

Section Max KeyLength

# Remote printers System 3 A Action authorities auto (full) System 20 C Consultants Branch 3E Credit card companies auto (full) Global 3F Foreign currencies genmast.def Global 3

(Uppercase)G

Debtor groupsGlobal 3

L Client savings reasons Global 3P Voucher settlement (payment)

methodsauto (basic) Global 1

R Supplier groups Global 3S Service Types auto (basic) Global 3V Vat types auto (full) Global 3

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Y Countries genmast.def Global 3Z Continents genmast.def Global 3

Default values contained in the genmast.def will be imported into the general masterfilestable if the file is found in the application folder on first startup, if the application versionnumber has changed or if the exehist.dbf does not exist. After import, the file is renamed togenmast.csv.

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Did you know?

In edit forms, optional data capture blocks have a white background while

non optional blocks have a light blue background

You can log in as a different user simply by clicking the user icon at the bottom righthand corner of the application window or via menu File\Login as a different user.

System errors can be automatically emailed to the programming team at Quick Softwareby activating this option under the "?" tab in the system application setup. Anyone can emailsuggestions or bugs or questions directly to the programming team at Quick Software simplyby clicking on the "Email Quick Software" button at the end of the main window buttonbar (the program version, user number, etc is automatically inserted).

A backup is automatically kept at the end of each month in the application folder (namedwsvdb.m99 where 99 represents the month) and will remain there until the same month nextyear. Any backups can be emailed directly from the backup process simply by clicking the "Email"button after the zip file has been prepared.

You can display the application memory usage and run time in the application title bar bydouble clicking anywhere on the message bar at the bottom of the application window(double click again to remove).

Although masterfile entries cannot be deleted once they have been used in the transactionregisters or other masterfiles, they can be deactivated so that they do not appear in therelevant drop down selection lists.

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Definitions

Bill BackBranchDFFDivisionLANPicture StringReferrals

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Contact

Document Version 1.x (32Bit)

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Index

- B -Branches and Divisions 42

- C -Contents 4

- T -The Voucher Register 11

- V -Voucher Capture and Printing 6

- U -User Login 56

- I -Inter Module Data Messaging 53

- R -Remote Printers 52

- C -Clients 50

- S -Supplier Setup 48

- C -Copying and Pasting Vouchers 15

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- G -Global Tables 46

- E -Editing Existing Vouchers 12

- U -Users and My Preferences 41

- A -Action Authorities 40

- S -System Setup 31Setup 30

- I -Installation 55

- S -System Features and Components 54

- L -Land Arrangements and The travel Agent 5

- I -Index 4

- C -Company Tables 47

- P -Printing Receipts 26

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- D -Definitions 65Did you know? 64

- T -Technical Overview - Masterfiles 62Technical Overview - Transaction Registers 60Technical Overview 59

- M -Month End 58

- E -Enquiries 57

- R -Receipt Statuses 28

- C -Capturing New Vouchers 7

- V -Voiding Receipts 27

- C -Contact 66

- R -Reversing Receipts 24

- C -Capturing New Receipts

- T -The Receipts Register 22

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- R -Referral Commission Receipts 20

- V -Voucher Statuses 18

- S -Standard Voucher Listing Reports 19

- P -Printing Vouchers 16

- V -Voiding Vouchers 17

- S -Standard Receipts Listing Report 29

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