Guide Sales Ledger

The Guide Sales Ledger provides an overview of all payments registered by guides during the selected period. The page consolidates all guide transactions, including debit, credit, commission status, and settlement status, making it easier to validate and reconcile guide-related financial activity.

This page is typically used by accounting teams, destination managers, and administrators responsible for guide settlements.

Overview

The Guide Sales Ledger is a financial reporting module used to track and validate all payments, sales, and extras recorded by guides within a selected time period. It consolidates debits, credits, extras sold, payment methods, resort activity, and guide performance into a single interface.

This tool is essential for:

• Verifying guide transactions

• Reconciling amounts handed in by guides

• Checking extras sold per guide

• Tracking revenue per resort

• Auditing financial activity for a selected period

Purpose

The purpose of the Guide Sales Ledger is to ensure:

• Transparency of every transaction registered by guides

• Accuracy of payments received, refunds, or outstanding balances

• Consistency between bookings and guide-reported payments

• Support for accounting and commission validation

• Monitoring of guide performance and operational activity

By understanding each field, a user can analyze financial data, detect errors, confirm sales, and communicate efficiently with guides and accounting staff.

Preconditions

Before working with the Guide Sales Ledger, the following conditions must be met:

1. You must have an active Tourpaq user account (admin or guide) with access to Guide Sales Ledger. - For an Admin user to have access to the Guide Sales Ledger menu, after this feature has been activated, a System Administrator must grant certain permissions in the User section, to the user who wants to have access to the feature. The Guide Sales Ledgedr activation permission is in the Finance menu.

   
2. Guide transactions (debit/credit entries) must already be added by the guides in the destination.

3. Bookings, extras, and supplier mappings must be configured correctly in the system.

4. You must know the payment period and allotment period you are reviewing.

5. Familiarity with basic financial terms (debit, credit, balance) is recommended.

How It Works

1. Select Filters

Users can apply filters to narrow down results:

Payment Period	Defines when the payment was registered by the guide.
Allotment Period	Optional filter matching payments with specific departure date ranges.
Guide	Select a specific guide or guide team.
Resorts	Limit the view to one or more resorts.
Payment Methods	The payment method used. Examples: CHSING – Cash in guider OTHOUTG – Other refunds guider
Display	Display applies filters
Clear	Clear resets all filters to default

Table Columns Explained

Column	Description
Pay. Date	Payment Date
Method	Payment method used
Bkg. No	Booking number related to the payment
Departure	Departure date of the booking
Payment ID	Unique ID for the payment
Guide Team	The guide team linked to the guide
Guide Name	The guide handling the payment
Transport	Transport code for the booking
Debit	Amount collected from the customer
Credit	Refunds or adjustments
O.Amount	Original amount paid in basket in the chosen currency
Ad.	Number of adults in the booking
Ch.	Number of children in the booking
Tr.Code	Transaction Code
Comm.	Commited
Dep.Paid	Deposit Paid
Guide Payment Comments	Any comments added by guide or system
Resort	The resort where the payment was recorded
M.O.User	Manual Overview User - the name of the user who handles negative extra orders, for credit transactions.

Row Details

Each row can be expanded using the ▸ icon on the left. Expanded rows show the Connected Extras and information about it.

• Name of the extras

• Allotment date

• Number of the adults & children

• Price per adult & children

• Name of the Creditor

• Name of the Supplier

Totals & Balances

The Sales Ledger provides a consolidated financial overview of all debits, credits, and resulting balances grouped by currency. It helps users understand how much money has been charged (debit), refunded/credited (credit), and what the outstanding balance is for each currency and in total.

At the bottom of the page, totals are grouped by currency, and divided into three main categories repeated for each currency:

• Debit - Sum of all debit transactions across all currencies converted into the base currency. Debits usually represent charges, invoices, or amounts the customer must pay.

• Credit - Sum of all credits across all currencies, converted into the base currency. Credits usually represent refunds, discounts, or payments received.

• Balance - Total Debit – Total Credit, shown in the base currency. Represents the overall outstanding balance.

Each currency operates independently in its own ledger line.

Currency-Specific Fields

It shows the financial overview of all debits, credits and balances grouped by currency, each currency having the same field structure.

Example:

Currency	Debit	Credit	Ballance
THB (Thai Baht)	All debit transactions recorded in THB.	All credits/refunds/payments recorded in THB	THB Debit – THB Credit (in THB).
DKK (Danish Krone)	Charges recorded in DKK	Payments/credits recorded in DKK	Calculated balance in DKK
EUR (Euro)	Charges recorded in Euro	Payments/credits in Euro.	Balance remaining in Euro

2. Exporting Data

The Export button (top right corner) downloads the data in XLSX format.

The export includes:

• All displayed columns

• Raw values (no rounding)

• Totals per currency

• Filters applied

This file can be used for:

• Accounting

• Auditing

Typical Flow for Using the Guide Sales Ledger

A simple workflow to follow:

Step 1 — Select Payment Period

Choose the dates where the guide payments were recorded.

Step 2 — Narrow Down Filters

Filter by:

• Guide

• Resort

• Payment Method

• Allotment Period (optional)

Step 3 — Review Transactions

Check:

• Debit and credit values

• Commission status

• Deposit status

• Payment method

Step 4 — Expand Extras

Show more financial details of the Extra(s) by opening the details row.

Step 5 — Review Totals

Validate that:

• Totals match guides' delivered

• Balances are consistent with reports

Step 6 — Export

Use the Export button for:

• Bookkeeping

• Internal audit