CONFERMA File Upload
Uploading and reconciling the CONFERMA payment file.
You can upload your agencies CONFERMA statement 'StandardTransactionRecord' in Midoco Midoffice to reconcile the transactions settled on CONFERMA issued virtual cards.
The CONFERMA statement replaces the suppliers invoice. However, the CONFERMA statement does not contain taxes and thus does not create journals for input tax.
There are some constraints to the file structure. Also, uploading a CONFERMA Standard Transaction Record 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
Electronic Supplier Settlement
Description
Setup
- create a supplier in Order Master Data → Supplier called 'CONFERMA' and lock this supplier (so it is not selectable for items in an order)
- check your CONFERMA file for the information found in the field DeploymentClientID → set the value found there in the Agencies tab on this supplier and tick the checkbox for Electronic Supplier Settlement
- Your Unit (Master Data → Org. Unit Master Data → Attributes needs to have a Sell Item level attribute with the Attribute Name = DEPLOYMENTID (exactly in that spelling):
- Do a Cache Refresh (Quit and Start Midoco again)
The CONFERMA file requirements
The CONFERMA file which you can upload in Midoco is the file provided by CONFERMA as 'StandardTransactionRecord'.
CONFERMA provides the How To in this video:
The file:
- needs to be in the file format .csv
- needs to be comma separated
- text should not be in quotes
- date format needs to be dd.mm.yyyy or dd/mm/yyyy
- have a value in the field Supplier Reference for each transaction found in the file (makes matching easier)
- contain the following columns in exactly that header spelling (any spaces contained will be removed upon upload):
- Transaction ID (needs to be unique in the file)
- Transaction Account Amount (the charged amount)
- Transaction Account Currency Code (the currency of the charged amount)
- Deployment ID (this is the primary matching criteria)
- Deployment Client ID (this is your agencies identifier with CONFERMA which needs to be set up on the Agencies tab of the CONFERMA supplier)
- Supplier Reference (usually the booking reference with the supplier which is also found as Booking ID in Midoco with the item the transaction is expected to match to - matching criteria)
- Traveller Name
Ideally, the file:
- contains a unique Deployment ID for each transaction
- does not recycle a Deployment ID for multiple transactions (easier when booking but double the effort on reconciliation)
Midoco Item Requirements
Each item paid by CONFERMA should provide the Deployment ID as an item attribute (see Setup Step 3).
Please make sure that there is a 1:1 relation of the item to a CONFERMA Deployment ID. Using the same Deployment ID to pay multiple items may make life easier for the one that books/pays the service but poses a lot more workload on the person who is responsible for reconciling the CONFERMA statement.
The CONFERMA Deployment ID is transmitted to Midoco by e.g.:
- the AMADEUS Billback Process, which automatically creates Billback Remarks in the A.I.R. file that Midoco interprets
- a sell item remark GDS Remarks used in Midoco#Individual(OrderorItem)Attributes like:
- AMADEUS: RM*MIDATTR:DEPLOYMENTID:[value]/Sx
- please take care of providing a segement relation for this remark - it is vital to make the matching and reconciliation of the statement work
File Upload and Reconciliation in Midoco
Import the CONFERMA file by selecting the SourceSystem = CONFERMA, set the settlement date and find the file to upload. Go OK and afterwards you will find the file in your list of uploaded statements.
Proceed by checking the file by clicking on the still-gray check mark icon.
Midoco will now compare all the transactions in the file matching by Supplier Reference = Booking ID and Deployment ID information and show you the status and whether it was found or not.
The Status Codes are explained in this articles parent in Supplier Settlement#Status(Indicators).
Special to the CONFERMA file handling:
- The column 'Booking ID' in the Bookings tab shows the information found in the file in Supplier Reference. If that field is empty in the upload file we populate the Deployment ID in this field.
- You are able to split each transaction in the file (to cater for the fact that you may have paid multiple Midoco items with one Deployment ID)
- When finding multiple transactions having the same DeploymentID and/or the same SupplierReference we indicate that by the status
so you can check those transactions with care
After having checked all the transactions, having done any amendments that needed doing you can now book the statement on the Electr. Supplier Settlement tab.
Select the statement(s) you want to turn into accounting journals and hit the Book button