Airline Payables

The system is designed to provide considerable flexibility in handling airline payables. Most of the forwarders using the system pay the airlines through the CASS system. Payables can be created directly to the airlines whether the CASS system is used or not.

Airline system data is stored in the main system data file accessed through the General Ledger Menu.

In the airline database there are two fields for payables. The A/L VENDOR # is the vendor number of the airline when paying the airline directly. The REPORT VENDOR # is the vendor number when paying through the CASS system. If these fields are not filled in a default vendor number is used (usually vendor 1).

The creation of airline payables is determined by a number of fields. If the "REPORT" field on the invoice edit screen is "Y" then the payable is posted to the Sales Report system using the REPORT VENDOR #. If the field is "N" then there are two possible ways the payable can be posted depending on the system flag AWPOOPT. Normally a payable is posted to the Sales Report system just as with a reportable awb except the A/L VENDOR # is used. If AWPOOPT is Y then a payable is created directly in the A/P system rather than in the sales report system.

Sales Reporting System

Menu options are provided to edit airline payable data, print reports and select payables for payment. Adjustments can be made whether the fiscal period is open or closed and whether the awb has been selected for payment or not.

Editing Payables

You can expand an individual awb to edit the accounting data if the fiscal period is open and the payable has not been selected for payment. If the period is closed or the payable has been selected you can create offseting transactions in the current period. The first credits the original transaction. The second can be edited to have the correct data. Selecting both for payment creates a payable with the correct net difference.

Selecting Payables for Payment

Dealing with airlines on CASS:

Although some of the CASS changes have caused some problems in accounting, the automated feature more than compensates for the problems.

You can get now get your data from CASS via e-mail. This is automatically processed and an exception report is printed showing just the items where your Sales Report differs from the airline data.

For an entry on the exception report, if CASS is correct the Sales Report Edit is used to change your records. If your records are correct you can send an e-mail with all the exceptions and the reason your records are correct to CASS.

You then pay them the amount given on your sales report.

There are a number of advantages to this: -Only exceptions have to be dealt with. -Accounting does not have to do the reconciliation. It can be done by people in operations, thus eliminating phone calls. -The data is handled through automated e-mails using standard record formats so that human error (digit transposing, etc) are minimized. -The Sales Report Programs are already designed to create a single CASS payable for all the AWBs in a period.

Dealing with Non-CASS airlines:

The best way to deal with non-CASS airlines is to post all payables to the Sales Report. AWBs that are marked as non- reportable will show up with the airline as the vendor (if the data is correctly set up in the Airline Data File). If you receive a report by period from the airline you can still use the regular reporting and selecting all AWBs in a period the same as for CASS except specifying the airline vendor number.

The more common situation is that you get a statement with a number of AWBs that does not correspond to any period. In this case you can select just these AWBs for payment and still create a single payable to the airline.

To select the AWBs, use the Sales Report Edit for a single airline. F16 is used to mark any AWBs to be paid. After all AWBs are selected, pressing F1 automatically takes you to a screen where you can set up the payable. You can enter the description at this time (such as the airline statement number since it is right in front of you!).

There are advantages to handling non-CASS airlines this way:
-Creating a single payable for multiple AWBs.
-Any changes are made at the Sales Report level so that tracking and reporting show correct data.
-Any corrections, and creating the payable, can be done by operations people not by accounting, reducing the number of phone calls.
-All AWB data is in a central location (the Sales Report Function). This means that there is only one place to look if there is any question about payment of an AWB. You don't need to figure out if it was reportable or not.

One entry in the Trade Accounts Payable is created for the payables selected.