Departure - Finance

The finance tab is where financial arrangements are recorded for this Departure/Trip

Charges | Discounts

The Charges | Discounts screen lists some standard charges or discounts which could apply to all Bookings on this Departure.  

The information showing here comes directly from the Trip Master that this departure is based upon, but you can add, amend or delete items as required.

In the example above, as the Base Trip Cost has a tick on "Included", any bookings made based on this departure will have that Cost of $1566 applied to their booking.

The other entries, for e-Bike upgrade, single supplement etc will all be available to add onto each client's booking via the " + Cost" button, but will not be automatically entered.

Deleting Charge items

Charge items which won't be used on this departure can be deleted, if required, by clicking the - button beside each record.  

• To delete a cost, click the 'Delete' button to the righthand side of the cost 

Add a Charge | Discount item 

•  Click the + cost button

• Select a Charge Description from the drop down list
• Enter the price you will charge for this item, and if desired, what the "finance" price of this item is
• Tick the Charge for this item tickbox if this cost is to be charged to the client
• Tick the Add to Each Booking tickbox if this cost is to be included for any bookings made based on this Departure.  If there is a tick in the Included box, then any bookings made based on this departure will automatically have this cost line added to their booking.  
• Tick the box if this agent commission needs to be calculated included in the base cost
• IF the Accounting ( Xero API ) Advanced Module has been activated by Creative Technology for your Odyssey set-up, there will also be a General Ledger account code drop down list.
• Note: that a cost can be a negative number, e.g. -150.00 in order to show a discount
• Record any explanatory notes in the Notes field.  e.g. "Apply this discount if the customer has booked with us on previous occasions" 

To amend an existing Charge | Discount

Make changes to any Charge | Discounts by clicking once on the entry

Where Charge | Discount items have been pulled through from the master without a rate, enter a rate in the Rate (either inclusive or exclusive of GST) column where it is applicable to this Departure, and a Quantity.   

What if none of the charges are what I want, and I want to start again?

From the Charges | Discounts screen, hit the start over button

Paying for

To make one person the payer for all people on the Departure, on the Departure tab select the person, then go to the Finance|  Paying for tab.  Click the Paying for all button.  

The Hover text shows that when you press the button, all of the other Clients on the same Departure, will all have their Paid By records change to be the person you are currently viewing.

Client Summaries

This screen provides you with a summarised breakdown of all costs associated with the Departure, right down to each Booking level.   The client values are all that the client ever sees.

This view provides a summary of each client/booking's costs, including the standard charges, and bike, providers, and movements costs, which are subtotalled.  A deposit required value is show, along with a paid figure, and a balance figure.  

There is an icon to indicate the trip organiser, and each PAYER is indicated also.  

Finance Details

Values:

• The client values are all that the client ever sees.
• The finance costs are the standard retail costs of the charge, what the Finance team would normally expect the client to be charged
• Where base trip costs include accommodation and movements etc, then the breakdown of those charges is shown on the finance view of the finance layout
• Wholesale figures are not reported anywhere, only stored on the provider product

This view provides a GST Inclusive detailed breakdown of each client/booking's costs, including the standard charges and or discounts, and bike and extra costs, each provider type, and each movement type. 

Then there is a subtotal of the various elements, plus a grand total which includes the various elements + the charges/discounts. 

Followed by the deposit required value, along with a paid figure, and a balance remaining figure.  

There is an icon to indicate the trip organiser, and each PAYER is indicated also.  

There is also a view to a Pivot table.  Learn more about this Pivot table Here.   Learn more about understanding Pivot tables Here

This layout can be viewed for the client values, or finance team values. To learn more about the the Finance Details | Client Values vs Finance values, click Here

Finance Notes

If any Finance notes have been recorded for any bookings on this trip, the Finance Notes button will appear.  Clicking the Finance Notes button opens a new pop up window where you can view all Finance Notes written at Booking level on this Departure

On Departures whose pricing model is Quoted, there are two additional buttons on the Client Summaries and Finance Details tab to assist you with entering values.

• The fill right button allows you to copy all sub total values into the quoted fields on all bookings on this Departure

• Using the fill down button, you are able to apply the quoted value to all other bookings on this Departure

You are then prompted to enter the value to use for all bookings on this departure, and then click Apply

To carry on making your Departure please follow the 'Related articles' links below to add Resources, Providers and Movements, Paperwork and emails.