Can I get my bookings out of the system into a spreadsheet for my accountant?
General QuestionsCan I get my bookings out of the system into a spreadsheet for my accountant?
Can I get my bookings out of the system into a spreadsheet for my accountant?
Yes, you can. Most travel agency software lets you take the bookings you see on screen and download them as a spreadsheet file, so your accountant can open them in Excel or a similar program without needing a login to your system.
Usually you filter the booking list first, by date range, by supplier, by the staff member who made the sale, or by booking status, and then export only what is showing. The file normally carries the things an accountant asks for, such as the booking reference, the travel date, the customer name, what was sold, the amount owed to the supplier and the amount charged to the customer, so the commission or markup on each line is easy to read.
There are limits worth knowing before you rely on it. Exactly which columns you get depends on your plan, and on what the supplier gives back in the first place, so a detail an airline or a hotel never returns cannot appear in the file. A direct link into accounting software is a separate matter again, and whether that is possible depends on the package you are on and on the accounting product you use, so please do not assume it is included.
The sensible next step is to run one export for a recent month, show the file to your accountant, and tell us which columns are missing before you build your month end routine around it.
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