Checking of Tour Account (Account for Cash handling document, Advance payment account) Tour Operations.

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Presentation transcript:

Checking of Tour Account (Account for Cash handling document, Advance payment account) Tour Operations

Who compiles? Who controls? Usual term – two days after return (or as agreed) Compiles: Tour Manager (instructed by Organizer) Controls: Tour Organizer, Bookkeeper (accountant), Boss.

Types of Accounts Simple (inner) account –handy –grey Advance payment account –complicated –suited for official use Book-keeping experiments

To account for? Cash handling document (also - when paid by card:) Which documents can confirm expenses? Cheques Receipts Tickets … Small enterprises create problems by shunning preparation of Cash handling document

Cash handling document Groups of expenses Sum (book-keeping currency or issued currency) Real expenses (After tour) Difference + or - TOTAL : grouped by issued currencies Total : grouped by issued currencies, or summary in book- keeping currency (To repay) TOTAL: in book-keeping currency Signature

Cash handling document Groups of expenses Sum (book-keeping currency or issued currency) Real expenses (After tour) Difference Fuel500 GBP (510 LVL)+ or - Hotel X TOTAL : grouped by issued currencies Total : grouped by issued currencies, or summary in book- keeping currency (To repay) TOTAL: in book-keeping currency Signature

Simple (inner) account All payments by Tour Manager during the tour (cash or card) Grouped by rows in Cash handling document Documents confirming expenses are numbered and attached to A4 lists named after rows in C.H.D.

Advance payment account Special paper form (or electronic form) acc.to Latvian bookkeeping rules Grouped by currencies, then time of payment (accurate to minutes) Documents confirming expenses are numbered and (usually) attached to A4 lists Parallel to Advance Payment account usually Simple account is demanded - for C.H.D. No corrections (on paper form)

Handling of cash Returned by remaining currencies Notes and coins are returned Sum transferred to T.Managers account is returned in cash Sums returned (when in different currencies) are added up converted into Lats or book-keeping currency by exchange rate set by Latvian Bank

Currency rates In both types of accounts recalculations differ When Advance payment account is prepared, payments are converted into local currency (Lats) or book-keeping currency by exchange rate set by national Bank at the day of actual payment When Simple account is prepared, it is possible: –To convert payments into Lats by LB rates –To convert payments into Lats by currency bying rates (proved by exchange / ATM slips)

Documents certifying payments Cheques –Latvia: with Requisites (Reg.Nr.) and stamp on reverse –Outside Latvia- no stamps, no Requisites Currency exchange documents dont certify payments

(Foreign) Parking payments may be certified by unnumbered (xeroxed ) papers with sums marked in handwriting… No receipt- no payment ! Card payment slip (no cheque) – no payment ! In case of doubt consult previous Accounts !

Payments without Receipts In case of need payment may be certified by Statement undersigned by Manager and two uninvolved witnesses (LR Civil Law)

Means of control Comparing with previous accounts –By the look –Calculation of fuel consumption –Calculation of distances –Timing of receipts

Means of Control 2 When? Profilactic measures New employee (Tour Leader) Profits less then planned / No Profits