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Settlement & Reconciliation

Airplus Credit Card Statement Upload

Uploading and matching the AirPlus credit-card statement.

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Settlement & Reconciliation

Airplus Credit Card Statement Upload

Uploading and matching the AirPlus credit-card statement.

You can upload your agencies Airplus 'Customer Statement File'  in Midoco Midoffice to reconcile the transactions settled on Airplus issued virtual cards or Airplus Accounts.

The Airplus statement replaces the suppliers invoice. However, the Airplus statement does not contain taxes (VAT/GST) and thus does not create journals for input tax.

There are some constraints to the file structure. Also, uploading a Airplus Customer Statement File requires some initial setup which we´d like to get you acquainted with.


Midoco Mode


Midoco Mode

Mode 1: Mode based on billing documents without accounting functionality

Mode 2: Invoice-based mode with accounting functionality

Mode 3: Mode based on billing documents with accounting functionality

Scope of this directive

Supplier Settlement

Setup

  1. Please create a supplier in Midoco Order Master Data called 'AIRPLUS' and lock this supplier (so it cannot be set as a booking supplier for any service in an order):
  2. In the 'Agencies' tab of that supplier, please enter each of the Airplus 'Account No.' values found in your Airplus file in the first column for which you want to upload and reconcile transactions in Midoco:

    1. please make sure that you tick the checkbox 'Electronic Supplier Settlement'
  3. Please do a Cache Refresh (Quit and Start Midoco again)

Airplus 'Customer Statement File' Matching Criteria

The Airplus File expected for upload in Midoco is called 'Customer Statement File' at Airplus. (The Merchant Statement File will not upload in Midoco).

This files header names for the columns are:

Account No,Cardholder,Place,Invoice No,Invoice Date,Gross Amount,Item No,Type,Ticket No,Name,Routing,Merchant,Sales Date,Travel Date,Booking Class,Airline Code,Sales Currency,Net Amount (SC),Tax(SC),Billing Currency,Gross Amount (BC),Details,Employee No,Department,Cost Centre,Accounting Unit,Internal Account,DBI Date,Project No,Order No,Action No,Final Destination,Customer Reference,0-Invoice No,IATA No,VAT Rate,Fee Tag,Service code,Domestic Tag,Due Date,Additional Insurance,Service line1,Service line2,Service line3,Fees (Tax),A.I.D.A. Number,VAT Type

Out of those fields in the file, Midoco tries to find the corresponding item by reading the following columns (in this sequence):

  1. Ticket No. in combination with Type  ( currently under construction, is expected to be released 2025 )
    1. When the Type column contains the value 'FL' (flight) and the Ticket No. column does not start with the letter A, than the Ticket No. column contains the IATA ticket number or the low cost carriers filekey
    2. those are used for find the corresponding flight(tickets) in Midoco
  2. Customer Reference → booking reference/booking id of the supplier is expected
    1. this field often is empty unless you have a functionality in place at Airplus to copy the values of a specific DBI field into that column
    2. we highly recommend to define a specific DBI field with Airplus which they use to copy the values into Customer Reference
    3. this DBI field of course would need to be a mandatory one so it is provided for every transaction
  3. Action No (column AE) aka DBI/AK
    1. this column may contain the value also found in the orders item attribute called DEPLOYMENTID and is used for matching as well.

Example: You by a hotel service (so it does not have a ticket number) and you do not have the 'DBI goes Customer Reference' functionality in place with Airplus, you may find it hard to find a corresponding transaction in Midoco. In such cases you might need to edit the Airplus Customer Statement File prior to uploading it filling the Customer Reference field with information that allows for matching (e.g. the Hotel services booking id).

File Upload and Reconciliation

In Reconciliation -> Supplier Settlement -> Electr. Supplier Settlement

you can now upload the Airplus statement in csv-format by selecting the Source System = AIRPLUS_CSV (there is also a format AIRPLUS which is not in use any longer, please do not select that format):

The Airplus file can contain multiple purchase invoice numbers and currencies.

Upon upload Midoco splits the transactions in the file according to their invoice number and currency into separate statements:

After uploading the file we recommend to first perform a check on each of the statements which triggers Midoco to search for the corresponding services for each of the transactions.

This check is done by clicking on the grey icon in each of the statement lines. Once the statement was checked this check mark turns green

After checking a statement or at any time the user can access the ‘Bookings’ tab to see which transactions belong to that statement and to learn about the checking/matching result. The statement check brings you into the Bookings tab directly. You can access the transactions for a specific statement by either double-clicking that statement line or by clicking the folder icon in that statements line

Midoco indicates the check/matching result with a status:

The status indicator meaning is also described in our general supplier settlement handout Supplier Settlement#Status(Indicators).

Depending on the status indicator you can choose which transactions to reconcile and which ones to ignore (from creating journals) at the moment because you want to check with another team first.

Ignoring transactions from booking can either be done on a transaction-by-transaction process or using a multi-select option:

In case you find a difference between the purchase price found in the Midoco item and the purchase price in the settlement transaction which you accept (so the price in the settlement is ok and you want to amend the corresponding Midoco items purchase price) you can set that price from the settlement directly – you can chose which prices to amend in the related Midoco item:

Changing the Sales Price in Midoco of course results in the need to issue a new Sales Invoice.

If you need to split a transaction found in the Airplus statement to multiple items (one payment for > 1 service) you can do so by using our ‘Split’ feature:

When splitting a transaction you are prompted a dialogue where you enter the amount and the other booking reference to which this amount applies.

Example: I want to split the 378.00 GBP transaction into two portions because this transaction pays 2 separate services. 

The first service is the one the booking ID provided in the booking ID field for this transaction worth 200.00 GBP.

The second service has the booking ID 0815 worth 178.00 GBP.
This would result in the dialogue to look like this:

And after confirming the split with OK the resulting transactions are:

Finally:

For any transaction which has a corresponding Midoco item and where you are happy with amount found in the transaction on the settlement file you can create the accounting journals by selecting the settlement and hit the ‘Book’ button. You are prompted another questions for which of the transactions to create journals:

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