Alpha Accounting System

Designed for and used by Corporate Business Travel Agencies for the past 25 years!

Celebrating 25 years in the Travel Industry

Accounting System of Corporate Business Travel for over 25 Years!

The ALPHA system is a fully integrated accounting, relational database system that combines full security and audit trail requirements with convenience, functionality, data accuracy and integrity. A complete management information system provides multi-level reporting for customer and GL activity -- including full business segment financial statements -- for multiple years. ALPHA's intelligent interface expands access to the GDS as a source of back-office information. ALPHA is a PC network based, real-time, multi-user system built for users with sophisticated accounting and MIS needs.

The goal for the ALPHA system was and remains:

“To build a database of travel agency information using leading technologies and to give the user the maximum access to and benefit of that information.“

The ALPHA Travel Agency Accounting and Management Information System addresses the following concerns of a travel agency:

  • Complete Accounting System
  • General Ledger, Accounts Receivable, Accounts Payable
  • Automated Interface to GDS
  • Air ticket, car hotel and non-air sales database

ALPHA is a fully integrated accounting and database system with unprecedented capability to capture, edit, access and store data. Accounting transactions are maintained in real-time during updates or edits to the database. This eliminates the need to post transactions before printing general ledger reports.

Complete Accounting System

All manual entry and edit to ALPHA is subject to user defined controls, and logged with the operator's name, system date, source, reference and internal description of the transaction for a complete audit trail. ALPHA accounting contains the following sub-systems discussed below:

The A/R Journal maintains entries for each invoice issued. Cash, check, A/R and credit card sales are tracked for client statements. The system allows edits to form of payment, account code, invoice number and amount. Invoices may relate to multiple items and multiple G/L accounts. The journal maintains invoices, payments, debits and credits for each account. ALPHA handles both credit card to vendor and credit card to agency. (agent is merchant)

The Cash Receipts Journal is used to enter cash receipts from clients, vendors and commission payers. A receipt can be edited after entry if a mistake is made. Changes to a receipt will automatically un-post all application and maintain the correct accounting. Advance deposits are credited to the client's account, but reflected as a liability on the G/L.

The Cash Application system allows receipts and credits to be applied with maximum efficiency. Credits can be applied during receipt processing. Receipts from vendors will credit commissions or credits due from credit card sales or refunds. Credits and debits can be applied or unapplied from the Receipts Journal or from the A/R Journal.

The A/P Journal functions like the A/R Journal. In addition, each entry has a separate deposit, final payment amount, and due date split. The A/P system tracks payables for travel vendors as well as all expense vendors. Payable entries are created automatically via the airline reservation system interface for sales entered. Additional entries can be enabled for GDS entry for such items as automated check requests, rebates, or discount credits to clients.

The Cash Disbursements Journal maintains payments to vendors, and payments to clients for refunds or discounts. Automated checks can be printed individually or by batch. Payments can be allocated to multiple accounts, branches and departments. If a disbursement is voided, all applications are automatically reversed and all accounting is maintained.

The Automated Check Creation system employs a screen based, point-and-shoot method to select items to pay. The selection screen shows each payable along with the total payment received for the related sales transaction, thus allowing the user to guard against disbursing cash before customer payment.

The G/L system contains a flexible chart of accounts, an entry/edit screen for direct G/L Journal entries, and detailed reporting of transactions. All reports can be run for any period of time allowing monthly, weekly or even daily reporting. Trial Balance, Income Statement and Balance Sheet reports are included. A complete audit trail is maintained via the G/L including cash application for A/R and A/P. Full accrual accounting is maintained for G/L, A/R and A/P systems with complete reporting capabilities for management, vendors and clients.

ALPHA interfaces to Amadeus, Apollo, SABRE, and WorldSpan using option 6 interface. All interface messages are stored, parsed and loaded into the ALPHA system. A separate file of all interface data is stored for archival and auditing purposes.

ALPHA's GDS interface automatically creates company account records, client mailing information for mailing lists, air, car, hotel and accounting records during the interface process.

ALPHA maintains over 600 data elements in its fully relational database. The air ticket database includes accounting information, client information, routing information including individual leg segment costs, and vendor selection, thus allowing non-ARC ticket inventory to be maintained, and reported on. Data that has been updated in IAR (refunds, exchanges, voids debit and credit memos) can automatically be transferred to ALPHA as part of the reconciliation process - the work does not need be duplicated. Hotel and car reservations are stored and reconciled during cash receipts for commission tracking. All types of non-air sales are stored including cruises, land packages and miscellaneous sales. Additional fields can be created by the user to capture any additional data from the remark fields in the GDS.

Indexes are maintained on-line to allow instant (under one second on most PC systems) access to a record. Indexed fields are typically name, company code, account number, date, ticket number, invoice number and vendor. Reporting can be based on any of the fields stored.

All records can be edited, subject only to user-defined security criteria. Accounting is maintained on-line for each record. ALPHA uses context sensitive help which can be customized by the user.

Reporting system for management, operations and clients consisting of the following modules:

  • Standard reports (over 100 included)
  • User query system for direct database access
  • SQL and Windows based report generators
  • Custom programmed reports
  • Full multi-user access on PC based LANs
  • Group Track module
  • Technical support, Training and Customization