Guide Sales Ledger

Reconcile guide payments and settlements in Tourpaq Office Finance. Filter by payment period, guide, resort, and payment method. Review debits/credits, extras, and export XLSX for accounting.

The Guide Sales Ledger is a finance report for guide payments.

Use it to reconcile what guides collected, what was refunded, and what must be settled for guide settlement.

It is typically used by finance teams, destination managers, and administrators.

Overview

The report consolidates debits, credits, extras, payment methods, and resort activity for a selected period.

Use it to:

• Verify guide transactions

• Reconcile amounts handed in by guides

• Check extras sold per guide

• Track revenue per resort

• Audit guide-related financial activity

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

You can use the fields to find missing references, validate amounts, and spot abnormal activity.

Preconditions

Before working with the Guide Sales Ledger:

• You must have an active Tourpaq Office user with Financial permissions (or admin access).

• A System Administrator must enable access to Guide Sales Ledger in user permissions.

Enable Guide Sales Ledger in user permissions (Finance) to access the report.

• Guide transactions (debit/credit entries) must already exist for the period.

• Bookings, extras, and supplier mappings must be configured correctly.

• You must know the payment period you are reviewing.

• Familiarity with debit/credit/balance helps.

How it works

Filter guide transactions by payment period, guide, resort, and payment method.

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, guide), OTHOUTG (other refunds, guide).
Display	Applies filters.
Clear	Resets all filters to default.

If you need to create a booking payment (not guide payment), use Payment Registration.

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.	Committed
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 connected extras and details.

• Extra name

• Allotment date

• Number of adults and children

• Price per adult and child

• Creditor name

• Supplier name

Totals and 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

Totals are grouped by currency. Each currency has the same structure:

Example:

• Currency: for example THB, DKK, EUR.

• Debit: all debit transactions in that currency.

• Credit: all credit/refund transactions in that currency.

• Balance: debit minus credit in that currency.

2. Exporting data

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

The export includes:

Export the filtered Guide Sales Ledger results to XLSX for accounting and reconciliation.

• All displayed columns

• Raw values (no rounding)

• Totals per currency

• Filters applied

This file can be used for:

• Accounting

• Auditing

Typical flow

1

Select payment period

Choose the dates where the guide payments were registered.

2

Narrow down filters

Filter by Guide, Resort, and Payment method.

Use Allotment period if you need to match a departure date range.

3

Review transactions

Check debit/credit values, commission status, deposit status, and payment method.

4

Expand extras

Open the details row to review connected extras, suppliers, and prices.

5

Review totals

Validate that totals and balances match the expected settlement per currency.

6

Export

Export to XLSX for bookkeeping and internal audit.