The Invoiced Transaction Payments Extract is a new extract designed to show the user the values of bookings done during a definable period of time and have that information exported to a file which can then be loaded in third party applications such as Microsoft Excel.
To access this option select Reports -> Data Extract -> Invoiced Transaction Payments Extract as shown below:
You will then be presented with the following criteria screen. Click on an option for more information regarding it.
An explanation of each option is given below :
Invoice Date
Range
A period of time can be defined in this area to catch all invoice documents
done between and including the dates selected. These documents are then linked
back to the transactions which they belong and values are taken from the transaction
amounts. It is important not to confuse this with the invoiced amount, as in
some cases these values differ.
Travel Date
Range
A period of time can be defined in this area to catch all transactions which
have a departure date between and including the dates selected, these transaction
values are then exported into the resulting CSV file.
Extra Details
(on / off)
If Extra details is on then the following fields will also
be exported with the CSV file:
Departing From - selecting this option may slow the report generation down as
the system needs to dig somewhat deeper into the database to establish the first
departing sector.
Class - The class of travel if the transaction supports it.
Cost Center - The cost Center for the transaction if it is supported.
If Extra details is off then the report is produced without
these fields.
Report booking ref. (on / off)
If Report booking ref. is on then the transactions booking
reference will be displayed. Otherwise this column is not shown.
Report account
code (on / off)
If Report account code is on then the report will link the
transaction back to the client to establish the account it belongs to, using
this option may slow the report slightly.
Accounts - Name
Search
Enter the code of an account to jump directly to it.
Accounts - List
The list of accounts in the Traveller system for the current branch, the user
may select or unselect specific accounts to taylor the output to what they require.
This list may be sorted by clicking on any of the headers.
Accounts - Select
All
Ticks every account.
Accounts - Toggle
All
"Toggles" every account, Toggling means every account which is ticked
becomes unticked, and every account that is not ticked becomes ticked.
Accounts - Clear
Unticks every account.
Exit
Exits the report without producing any output, returning you to the main
menu.
Ok
Launches the report with the selected criteria, you will see the following happen
:
Save CSV File (click image to enlarge)
Using the standard windows save dialog which appears, select a location to save the CSV file. This should be a place you will remember and one which you are able to use when opening in your third party application.
Please wait
- Reading data from database
At this point the system will be gathering the information required to produce
the report and building temporary tables to then refine this data to return
what you have requested.
Please wait
- Processing Data
A progress bar will appear to indicate the time left. At this point the system
will be sorting, filtering and refining the tables explained above and placing
this into the CSV you originally chose.
Below is a screen shot of the output once loaded into Microsoft Excel, click the image to enlarge and get a clearer view. In this example we have used the "auto filter" option to allow us to isolate specific records and perform mathematical operations upon them.
The formatting of the CSV file is not something Micros|Travel would be able to help you with, but the data returned should be accurate and complete, if there are queries involving this aspect then please do not hesitate to contact us.
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