Reconciliation Report

In this article, we will be reviewing the reconciliation report. We will describe how to post your day’s transactions into the reports, what is on the reconciliation report, and how to interpret the information on the report.

Posting

When you are ready to finish your day and create a reconciliation report, you must post the day’s transactions. This will lock down all the information that has been created since the previous posting. After you post the day, it’s no longer possible to make changes to an invoice, such as reversing a charge.

Automatic Posting

  1. Tools > Accounting > Posting.
  2. Check the Automatic Post Daily Batch.
  3. Set the time of day, generally after closing time.
  4. Click OK.

Manual Posting

  1. Click Tools > Accounting > Posting.
  2. Click Process Current Batch.
  3. Review to be posted items, click Apply at the bottom of the page to post.

Access the Reconciliation Report

To access the reports from within the program:

  • Click View > Web Reports

To access the reports from any browser connected to the internet:

  1. Go to blueskybooking.net
  2. Client portal>reports
  3. Log in

Once you are in the reports page, click “reconciliation report” under the “Accounting” heading. Select the date range that you would like to view the reconciliation report for.

Reconciliation Report

The first heading is “Summary,” which describes which postings are being displayed, and when the reconciliation report was generated.

The next heading is “Sales.” This is where all your sales are listed, grouped together by inventory item. If you click on the name of the item, it will take you to it’s sales report for this posting. Here, you can click on the invoice number to view the invoice report of individual sales. Back on the reconciliation report, the Account column shows the accounting number assigned to this inventory item. The Quantity column shows how many of each inventory item was sold. Gross shows how much money was collected for the quantity sold, discount shows any discount given on the sale of these items, and Total displays the sale amount minus any discounts. The totals are listed at the bottom under “Canadian Dollars.”

Next, the taxes charged on the sales are displayed.

The next heading is “Payments.” It displays all the payments that were used during the day, their account numbers, the number of times these payments were used, and the totals.

Next is the “Deposits/Closed” heading. If a deposit or partial payment is made on a sale, the invoice will be displayed under this heading. Clicking the invoice number will take you to it’s report. The sales column shows the price of the original sale, and the taxes column shows the taxes charged on this sale. The Payments column shows how much of the invoice was paid for, and the balance column shows how much remains unpaid for on the invoice.

The last heading will be “Canadian Dollars” (Or US dollars, or both if you accept both currencies.) Under this heading you will find the totals for Sales, Taxes, Payments, and Deposits/closed. The sum of the Sales and Taxes will equal the sum of payments and deposits/closed. Payments will show in brackets. The Deposits/Closed totals will show the sum of all unbalanced tickets. If you collected deposits on bookings during the day, this total will show as a positive (without brackets). If you have left bookings with balances owing, it will show as a negative (with brackets). If you have collected deposits and also have bookings with balances owing, the sum of these will be displayed. For example, if someone makes a partial payment on flight, that day the balance owing will show up as a negative value under the deposits/closed column. If that balance owing is paid off the following day, it will show as a positive value under the deposits/closed column. The two days then balance each other.

 

The last row is “Balance” and shows that the sales and taxes are equal to the payments and deposits/closed.

It’s important to note that tickets left completely unpaid, and without a deposit, will not be posted, and thus will not appear on the sales or reconciliation reports. The only time an invoice is posted, is when there is a payment, partial payment or deposit entered.  Even if a passenger has been checked in and boarded in the system, if there is no payment whatsoever, the billing is left un-posted. To view these unpaid bookings, go back to the main reports page, and select the report called “Outstanding booking report” under “Accounting.”

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