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EX - DMC/Partners Accounting

Purpose

The purpose of this SOP is to define the process of accounting for DMC (Destination Management Company) partners, ensuring accurate invoicing, payment, and documentation. DMC Partnership Management (from the EX side) are now regionally divided.

Responsibilities

The responsibility for DMC accounting lies with the EX Team.

Send DMC accounting-related emails to the Regional Representative.

JANE'S TOURS - SINGAPORE (Papasuki)

In Singapore we partner with a company called Jane’s Tours. She has picked some of the best licensed guides in Singapore. Whenever we use one of her guides, we pay her 10%.

All the guides are listed in our site with their emails/phone numbers for tour assigning and contacting but they all have her company’s bank details attached.

We send all payment directly to Jane and she organizes paying her guides on her end. https://aphub2.tipalti.com/dashboard/payees/information/user_92511/payments

Her accountant is called Ruth.

We also have some of our own guides in Singapore.

The following Singapore guides all work for Jane’s Tours:
Alice Goh
Carey Cookson
Elaine Low
Isabela Balassiano hahn
Joe Quek
Lim Gim Cheng
Shanti Bhattacharya
Swee Lin Khong

We keep track of what needs to be paid to Jane here: https://docs.google.com/spreadsheets/d/1AXv8dPInfoeC2aroXIEgZ3wZ4SyH1yd3aaEK8xXPddM/edit#gid=427410011

She zero out the payments in admin for all Jane's tour guides and add the tour amount to Jane in walked itemized so that when we dowload the CSV everything is set up correctly.

Accounting Process - other DMCs

Upon receiving an email containing an invoice from a partner, proceed with the following steps:

Tracker and drive

Screenshot 2023-08-10 at 11.32.45.png

Update the designated tracker with relevant details from the received invoice: Vendors / DMC Partners Invoice Tracking

Fill Applicable Fields: Fill in all necessary fields in the tracker
Save Invoice: Save the received invoice in the appropriate drive for future reference.

https://drive.google.com/drive/folders/1Z5lESmmbIWtlv76n_NbTzOFd1FquBf_d

Verify Tours: Cross-reference the number of tours mentioned in the partner's invoice with the information in Periscope or schedule walk to ensure alignment. https://app.periscopedata.com/app/contexttravel/1155536/DMC-PARTNERS---Feedbacks-and-Tours
Check Tour Prices: Validate the prices of each tour listed in the invoice against the information in the products database. If there is no info the product un admin check the prices on the PDFs saved in drive for each DMC.
Confirm Accuracy: Verify the mathematical accuracy of the invoice, ensuring that all calculations are correct.

Tipalti SOP

**This is for the use case of submitting one off invoices that need to be paid

** If your request is urgent and you need assistance in <24 hours, please send a message via Slack to Scarlett and Roshani

Step 1 - email invoices@contexttravel.com

Make sure you include:

Subject: DMC PARTNER NAME - MONTH AND YEAR - NUMBER OF INVOICE
Attach Invoice
Payment details, you usually find them in the invoice except for Jewish Museum which doesn't send an invoice and you need to save the email as a PDF.

JEWISH MUSEUM INVOICE

BNL - Agenzia Largo Arenula, 28/29 - 00186 ROMA

IBAN IT06K0100503206000000003339

ABI 01005 - CAB 03206

Conto corrente 000000003339 CIN K

intestato a Comunità Ebraica di Roma – Museo.

What happens next?

This email is linked to our Tipalti system, where Tipalti will scan the invoices in the email and populate it into the system
Finance will then review the invoices scanned to make sure that the information completed is accurate
Finance to also make sure coding into Quickbooks is correct

Step 2 - Finance to review the invoice and send it back out for Bill Approval

We have designated primary/secondary approvers by departments below for any questions related to the bill:

Approvers by department:

Link: https://docs.google.com/spreadsheets/d/1Zk9H4EjEZLhcUVrc3XWnzJ07pX6VbqWT/edit#gid=1860937988

Bill approval will come from an automatically generated email from Tipalti
As an approver you can either approve through the email without logging in to Tipalti, or you can also approve the bill on the Tipalti platform
Select ‘Approve Bill’

Second email from Tipalti with an authentication code will be sent for the approval

Bill approval email:

Bill approval on Tipalti platform:

Step 3 - Once approved, Finance to release the payment

For amounts over $20,000, this will be approved at a higher authority level (Scarlett, Erin, Brian, Carolyn)
Amounts <$20,000 will be approved by Roshani

By following these steps, the DMC accounting process aims to ensure accurate and timely handling of partner invoices, payments, and documentation.