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This document outlines the specifications for the integration of Kaptio Travel with an accounting system. It provides a high-level overview of the business flow and the data model used in Kaptio, as well as detailed information on the accounting messages and the relevant objects used for financial reporting. The document also specifies the method of synchronization between the two systems and the different triggers for generating accounting messages.

Introduction

Once implemented, Kaptio Travel (KT) should act as the system of record for all booking-related information. KT, however, is NOT the accounting system, even though it tracks financial information of bookings (revenue and costs). To ensure proper information management, it is key the financial information from the Kaptio system is made available to the Accounting System at the right time. For each implementation project, it is important to make it clear what is the Accounting System of record that will host the data generated from the booking information within KT.

This document provides specifications of what, when and how data is made available for the Accounting System system for further processing. This document will also provide detailed insight into where key financial data is stored in the Kaptio system.

General Business Flow

The high-level business flowlw describing financial data captured in Kaptio and its generation of accounting messages is described below.

An accounting message can be synchronized with the accounting system at either regular intervals or event-based. The method of synchronization is either through an Accounting system API, through Middleware API (for example Jitterbit, Informatica or Boomi), or via one or more CSV/XML-based files transferred between systems using a file-based transfer protocol.

Kaptio’s default recommendation is a robust CSV file-based method where KT will generate a file per transaction and make it available to the customer Accounting System for pick-up and processing through an intermediary server.

The Business Flow is as follows:

• Agent or direct customer contacts sales consultant to create a trip and produce one or more itineraries. None of this information will result in a message for accounting.
• The sales consultant composes a trip and one or more itineraries. The sales consultant distributes the proposed itinerary(ies) to the customer.
• The customer reviews the proposals and is given a number of standard options: 1. Reject proposal; 2. Get back to the sales consultant with an additional question(s) and 3. Accept the proposal and select the option to BOOK.
• Kaptio provides multiple ways to convert the itinerary to a booking (manual by sales consultant or automated through the customer book option). In both cases Kaptio Travel will produce a payment schedule based on configured business rules. The customer will be requested to make a deposit payment. Receiving the payment (automated or manual) triggers the creation of accounting messages for money received:
• Message to report Customer or Agency payment received (in accounting system typically allocated against Liability Revenue GL account)
• In the case of B2B, at the time of converting the itinerary to booking, the system must also generate the messages in relationship with Commission payments, Commission message will be generated if it's a gross booking. Commission message will typically not generate if it is a Net booking (this needs to be reviewed on a case by case basis).
• After the itinerary is converted into a booking, the sales consultant will complete the booking steps, meaning book/allocate the inventory. Depending on the type of services and supplier contracts, supplier payments may be due at the time of booking (airline), pre-travel or post-travel start. Once pre-travel invoices are received the Sales Consultant or Operational Support Staff will register the supplier invoice in Kaptio Travel and allocate the Invoice line values to the appropriate bookings. This allocation will once again trigger the creation of an Accounting message. In this case, two message types will be created: one to report Supplier Cost and two to account for Sales Tax Credit (if applicable). Within Kaptio, an workstep is included to indicate the Invoice is complete and ready for payment. At that time the Accounting messages will be created, so the Accounting System can use the receiving of the messages as implied approval to pay.
• Between booking and travel, the customer will make additional payments based on the created payment schedule. Kaptio Travel will send out notifications to the customer to remind her/him of the payments. Like the deposit payment, Kaptio Travel produces messages for the accounting system to reflect these additional payments.
• If no further changes are applied to the booking, the next trigger for the accounting system is Start of Travel. The Start of Travel message is important for the accounting system as this is the trigger for a company to transfer liability revenue to actual revenue (revenue recognition) and pay agent commission (this could occur earlier, but typically occurs on the start of travel).

Kaptio Data Model

Before diving into the detail of Kaptio Financials (Itinerary, invoices, suppliers) it is useful to have a high-level understanding of the underlying Kaptio Travel data model. For detailed object descriptions and relationships see Kaptio Developer Doc (see https://docs.kaptioapis.com/ ) and the standard Salesforce Object Modeler/Schema builder.

The High-Level Entity Relationship Diagram below provides a high-level overview of the objects relevant for Financial reporting:

In context of this document, relevant objects are divided into 4 groups:

• Account information: Customer (Traveler), Agent (B2B) and Supplier/Airline
• Trip / Itinerary objects: Defining the actual trip at various levels of detail
• Revenue objects: Defining amounts to be invoiced/paid
• Cost-related objects: Supplier and Commission Payments
• Product pricing information

Note: The ERD above is not meant to provide a complete overview of all objects related to financial management. It only reflects what is useful in the context of accounting system integration.

Field naming convention:

Kaptio Travel is able to set currency standards by business unit. As a result many <financial fields> will have associated formula fields to account for:

• Amount in the currency of the Business Unit: <Financial field> BCY
• Amount in the currency of the Corporate Currency: <Financial field> CCY

For reasons of simplification the reference to a <financial field> associated BCY and CCY fields are ignored.

Account Object

The account object can be split up into various types (general Salesforce development practice), such as the out-of-the-box Account Types: Supplier Account Type, Airline Account Type, Person Account Type and Business (Agent or re-seller) Account Type. The various account type has many fields in common (name, email address, location, etc.) but also have specific types of related fields, for example, an Agent type has fields specifically related to a travel agency. Kaptio Travel uses specific page layouts per type.

It is quite common for the Supplier Account page layout to be extended to carry the Accounting System Supplier Id. Also the Business (Agent) Account type will be augmented with business-specific fields, such as IATA Number.

Trip / Itinerary Object

Kaptio Travel uses various objects to capture information related to the booking.

• KaptioTravel__Trip__c: This object is of no value to accounting information, but is solely mentioned for reasons of completeness. The Trip object acts as the top level enquiry object .
• KaptioTravel__Itinerary__c: An Itinerary is a key Object in Kaptio Travel as it is the parent object of the entire booking structure in Kaptio. Every booking at the highest level is represented by the Itinerary object. The Itinerary object contains a significant amount of financial information at a summarized level (See Appendix A.- Table 1). Financial data is stored in Transaction Currency, Business Unit Currency (_BCY) and (Sales) Corporate (Parent) Currency (_CCY). Changes in currency conversions are tracked at a very detailed level. At a very high level, the Itinerary object provides insight into:
• Travel Dates (start and end)
• Total value (price) and outstanding balance
• Total value of Payments Received
• Costs (supplier costs, Re-seller Commission, additional charges).
• KaptioTravel__ItineraryItem__c: The ItineraryItem object provides detailed information by Booking line by Price Category. The object does not provide any breakdown on Tax/VAT, or breakdown for add-ons.
• KaptioTravel__ItineraryService__c: This object aggregates information at the booking line and booking sub-line, including price categories, fees, meal plans, and add-ons (see conceptual example below).
• KaptioTravel__ItineraryPriceLine__c => This object contains “raw price” details for each price element in an itinerary service, by price entry type (see example below).

See section Data Examples for conceptual examples for each object.

Revenue objects

For context of this document relevant revenue received objects are:

• KaptioTravel__PaymentSchedule__c:  This object is created at the conversion of itinerary to a booking. Based on configured business rules, Kaptio Travel determines the payment split and frequency between deposits and balance payments for customers. The total amount, start date and booking date of an itinerary is used to generate itinerary payment schedule records.
• KaptioTravel__Transaction__c:  This object contains records of an actual payment made against an itinerary, deducted from an outstanding balance of a payment schedule.
• KaptioTravel__SalesInvoice__c:  This object represents invoices generated for revenue recognition purposes. This object is optional for use and is in most cases not required.
• KaptioTravel__SalesInvoiceLines__c: This object represents actual invoice lines on the invoice sent to the customer. This object is optional for use and is in most cases not required.

To decide whether to use SalesInvoice & SalesInvoiceLines, we need to look at the functionality of individual accounting systems and the processing capabilities. These tables are useful for handling debits / credits between different versions of the itinerary for revenge recognition purposes, but in many cases we don't need to pass this information to the accounting system until after the date of travel, rendering the use of these objects and related functionality obsolete.

See section Data Examples for conceptual examples for each object.

Supplier Invoices objects

For context of this document, relevant revenue received objects are:

• KaptioTravel__SupplierInvoice__c:  This object represents an invoice received from a supplier (at top level - only total amounts).
• KaptioTravel__SupplierInvoiceLine__c:  This object represent actual invoice lines on the supplier invoice.
• KaptioTravel__SupplierInvoiceAllocation__c:  This object is key to the accounting process. This object contains the actual allocations of Supplier Invoice lines to the Itinerary item or service.
• KaptioTravel__SupplierInvoiceBooking__c: This object aggregates the supplier invoice lines at the itinerary booking level. This object is not used for any integration purposes.

Supplier Invoices Example Data

Supplier Invoice Allocation Example Data

Supplier Invoice Line Example Data

Accounting Messages

In this section, a generic process flow (the happy path depicted) of Accounting messages is provided.  Accounting messages typically require the generation of journal messages for both Credit and Debit.

The various flows discussed below are based on high-level concepts:

• Customer payments will be allocated against a liability account. At the time of travel Kaptio will generate the messages to transfer payments to the actual revenue account.
• The messages sent by Kaptio Travel to an accounting system include other necessary information such as currency code, exchange rate, payment date, journal line, accounting system supplier ID, etc.
• A receiving of deposit payments and/or manual conversion of Itinerary to Booking will create a payment schedule and allocate necessary inventory.
• The message flow is one way. As Kaptio is not an accounting system, bi-directional integration is hardly ever required, we simply hand over the data to the accounting system.

Payments & Commissions

The Sales process typically “finishes” with the customer making the sales, and paying for the travel (deposit and balance payments). Once deposit payment is received the itinerary is converted to a booking. This is either done automatically by the Kaptio Payment Channel logic or can be done manually by the sales consultant or support staff once manual payment (Cash, Cheque or Bank Wire Transfer) has been received and allocated to Kaptio.

Within the sales process 2 types of Accounting messages can be generated:

• Receiving and administering (manual or through Kaptio payment gateway) customer/agent payments (deposit and balance)
• Immediate Commission payments for gross agents (=Accounts payable). Most commission payments are done at the time of travel.

Supplier Invoice Messaging

Typically once deposit payment is received the actual booking process begins. With respect to accounting we can recognize three different use cases:

• Supplier payment triggered through receipt and allocation of Supplier Invoice. Depending on actual supplier contractual agreement the supplier payment may be required before, during or after travel. Depending on specific situation tax may need to be applied (this is no taxes on supplier payments are required, as travel is outside of the country)
• Immediate supplier payment at time of transaction through integrated API.
• Immediate supplier payment using an external ticketing system (in this case we need to understand if the external system directly settles accounting with the accounting system or whether that must be done by Kaptio. This last statement applies to customers where payment accounting between Amadeus terminal and the Accounting System is already taken care of. Sales consultants will insert the air booking in Kaptio, but Kaptio might not have to send any accounting messages for these costs to the Accounting System.

Within the pre-travel process, there are four accounting messages produced. The actual detailed content and format of the message are implementation-specific (see section Message Format). Message triggers and types:

Post-Travel Messaging

Typically at the time of travel or some defined number of days after, travel revenue can be recognized. Kaptio will generate the accounting journal messages to transfer this revenue from the liability account to the actual appropriate revenue account. This also often applies to Agency Commission messages. Once travel started the commission payment must be issued by the accounting system. Supplier invoices received during or after travel will be processed similar as described above, with the difference that in this case the actual revenue account will be credited and not the liability account.

Within the post-travel process, there are three (possibly four) accounting messages produced. The actual detailed content and format of the message are implementation-specific (see section Message Format). Message triggers and types:

Message Format

A breakdown of the various message types is described below:

Each message format has similar construction consisting of three parts:

• File Fields: these fields are the same for every row in the file
• Journal or Invoice Transaction Fields: grouping information for entire journal entry
• Line information: Actual detailed transaction lines

Conceptual example:

General ledger codes

Depending on the type of transactions, specific GL codes must be used in the Accounting messages. Kaptio implements these GL codes as Custom Metadata Types in Salesforce.

Below is an example of GL code for different events:

Kaptio Metadata Types

The GL accounts listed above will be setup as Custom Metadata types in the KAPTIO Salesforce Org.

Filename convention

Naming convention for the generated files is:

• Payments received, revenue recognition: KAPTIO_GL_##############.csv
• Supplier Payments and Commission payments: KAPTIO_AP_#########.csv

where ############## is a unique sequence identifier including date of file created: YYYYMMDDhhmmss

File Location

We ask our customers to set up a server for us to transfer and store the files. Kaptio recommends Amazon AWS S3 buckets.

Relevant Object Fields

KaptioTravel__Itinerary__c

For complete overview see: Kaptio Developer Doc ( https://docs.kaptioapis.com/ ) or Salesforce Object Viewer

KaptioTravel__ItineraryItem__c

For a complete overview see: Kaptio Developer Doc ( https://docs.kaptioapis.com/ ) or Salesforce Object Viewer

KaptioTravel__ItineraryService__c

KaptioTravel__ItineraryPriceLine__c

KaptioTravel__PaymentSchedule__c

KaptioTravel__Transaction__c

KaptioTravel__SupplierInvoice__c

KaptioTravel__SupplierInvoiceLine__c

KaptioTravel__SupplierInvoiceAllocation__c

Accounting messages definition and overview

Queries

Sales Invoice with Sales Invoice Lines

SELECT	Id
,		  Name
, 		KaptioTravel__Account__c
, 		KaptioTravel__AllowDelete__c
, 		KaptioTravel__BookingDate__c
, 		KaptioTravel__BreakdownId__c
, 		KaptioTravel__BreakdownName__c
, 		KaptioTravel__BusinessUnitId__c
, 		KaptioTravel__Comments__c
, 		KaptioTravel__CreditReason__c
, 		KaptioTravel__Currency__c
, 		KaptioTravel__CurrencyFactorBCY__c
, 		KaptioTravel__CurrencyFactorCCY__c
, 		KaptioTravel__DebitInvoice__c
, 		KaptioTravel__DiscountTotalPrice__c
, 		KaptioTravel__DocumentDate__c
, 		KaptioTravel__InvoiceSentDate__c
, 		KaptioTravel__IsCreditInvoice__c
, 		KaptioTravel__Itinerary__c
, 		KaptioTravel__Itinerary__r.KaptioTravel__Channel__r.KaptioTravel__Brand__r.Name
,		  KaptioTravel__Itinerary__r.KaptioTravel__BookingNumber__c
,		  KaptioTravel__Itinerary__r.KaptioTravel__ResellerCommissionTaxTotal__c																								  
, 		KaptioTravel__LinkToInvoice__c
, 		KaptioTravel__PostedDate__c
, 		KaptioTravel__PrintedCopies__c
, 		KaptioTravel__ResellerCommissionTotal__c
, 		KaptioTravel__SalesInvoiceNumber__c
, 		KaptioTravel__StatusId__c
, 		KaptioTravel__StatusName__c
, 		KaptioTravel__TotalAmount__c
, 		KaptioTravel__TotalAmountNet__c
, 		(SELECT	Id
		, 		CurrencyIsoCode
		, 		KaptioTravel__Account__c
		, 		KaptioTravel__Amount__c
		, 		KaptioTravel__AmountExclTax__c
		, 		KaptioTravel__AmountNet__c
		, 		KaptioTravel__AmountNetExclTax__c
		, 		KaptioTravel__BookingDate__c
		, 		KaptioTravel__Currency__c
		, 		KaptioTravel__CurrencyFactorBCY__c
		, 		KaptioTravel__CurrencyFactorCCY__c
		, 		KaptioTravel__Description__c
		, 		KaptioTravel__DiscountTotalPrice__c
		, 		KaptioTravel__DocumentDate__c
		, 		KaptioTravel__Itinerary__c
		, 		KaptioTravel__Itinerary__r.KaptioTravel__Channel__r.KaptioTravel__Brand__r.Name
		,		  KaptioTravel__Itinerary__r.KaptioTravel__BookingNumber__c
		,		  KaptioTravel__Itinerary__r.KaptioTravel__Status__c
		,		  KaptioTravel__Itinerary__r.KaptioTravel__BuyConversionRatesJSON__c
		,		  KaptioTravel__Itinerary__r.KaptioTravel__CurrencyFactorBCY__c
		, 		KaptioTravel__ItineraryItem__c
		, 		KaptioTravel__Quantity__c
		, 		KaptioTravel__ResellerCommissionPercent__c
		, 		KaptioTravel__ResellerCommissionTotal__c
		, 		KaptioTravel__Reversed__c
		, 		KaptioTravel__SalesInvoice__c
		, 		KaptioTravel__SalesInvoiceStatusId__c
		, 		KaptioTravel__SentToFinance__c
		, 		KaptioTravel__Tax__c
		, 		KaptioTravel__TaxAmount__c
		, 		KaptioTravel__TaxGroupJSON__c
		, 		KaptioTravel__UnitPrice__c
		, 		KaptioTravel__UnitPriceExclTax__c
		, 		KaptioTravel__UnitPriceNet__c
		, 		KaptioTravel__UnitPriceNetExclTax__c
		FROM 	KaptioTravel__SalesInvoiceLines__r)
FROM 	KaptioTravel__SalesInvoice__c
WHERE 	KaptioTravel__Itinerary__c = :recId
	AND KaptioTravel__LinkToInvoice__c = NULL
	AND KaptioTravel__StatusName__c = 'Posted'

Payments

SELECT 	Id
,		Name
,		CurrencyIsoCode
,		KaptioTravel__Amount__c
,		KaptioTravel__Deposit__c
,		KaptioTravel__FinalPayment__c
,		KaptioTravel__PaymentMethod__c
,		KaptioTravel__Payment_Received_DateTime__c
,		KaptioTravel__PaymentReceived__c
,		KaptioTravel__Itinerary__c
,		KaptioTravel__PaymentInfo__c 
, 	KaptioTravel__BillingAddress__c
,		KaptioTravel__BillingCity__c
,		KaptioTravel__BillingCountry__c
,		KaptioTravel__BillingPostalCode__c
,		KaptioTravel__BillingState__c
,		KaptioTravel__IsAutomated__c
,		KaptioTravel__ResellerStatementLine__c
,		KaptioTravel__TotalAmount__c
,		KaptioTravel__PaymentRequest__r.KaptioTravel__PaymentGateway__c
,		KaptioTravel__PaymentRequest__r.KaptioTravel__PaymentGateway__r.Name
FROM 	KaptioTravel__Transaction__c

On this page

• Introduction
• General Business Flow
• Kaptio Data Model
• Account Object
• Trip / Itinerary Object
• Revenue objects
• Supplier Invoices objects
• Supplier Invoices Example Data
• Supplier Invoice Allocation Example Data
• Supplier Invoice Line Example Data
• Accounting Messages
• Payments & Commissions
• Supplier Invoice Messaging
• Post-Travel Messaging
• Message Format
• General ledger codes
• Kaptio Metadata Types
• Filename convention
• File Location
• Relevant Object Fields
• KaptioTravel__Itinerary__c
• KaptioTravel__ItineraryItem__c
• KaptioTravel__ItineraryService__c
• KaptioTravel__ItineraryPriceLine__c
• KaptioTravel__PaymentSchedule__c
• KaptioTravel__Transaction__c
• KaptioTravel__SupplierInvoice__c
• KaptioTravel__SupplierInvoiceLine__c
• KaptioTravel__SupplierInvoiceAllocation__c
• Accounting messages definition and overview
• Queries