AutoCount Tour Plugin Setup Guide
Understanding AutoCount Tour Plugin
AutoCount Tour Plugin streamlines tour operations and travel agency accounting by integrating traveler information management, deposit controls, and collection workflows directly into AutoCount. Users can record traveler passport and passenger details on Sales Orders, enforce minimum deposit payments before saving sales or purchase orders, manage linked customer and supplier refunds, track location-based collections via the Daily Collection Report, and allocate unapplied receipts or payment vouchers to invoices seamlessly through automated knock-off controls.
Benefits of Using the Tour Plugin
Captures traveler details and passport info directly on Sales Order lines
Enforces minimum deposit payment verification before saving orders
Tracks linked payment receipts, payment vouchers, and customer refunds
Generates outlet-restricted Daily Collection Reports for daily cash reconciliation
Automates invoice knock-offs against unapplied customer receipts and payments
How AutoCount Tour Plugin Works
A. Access Rights
Administrators assign Tour Plugin permissions in AutoCount before users open its functions. Assign only the rights needed for the user role.
1. Open General Maintenance > Access Right Maintenance.
2. Assign the applicable Setting, custom package, product registration, Daily Collection Report, Sales Order, and Purchase Order rights.
3. For Daily Collection Report users who must be limited by outlet, select View Only Own Location on Daily Collection Report.
4. Save the access-right changes. Users without the assigned right cannot open the related protected function.
B. Sales Order Deposit Controls
The plugin adds Payment Amount and Balance Amount to Sales Orders and can enforce the assigned minimum-payment rule before saving.
1. Open a Sales Order and review the Payment Amount and Balance Amount fields added by the plugin.
2. Enter or review the payment amount for the order.
3. Save the Sales Order. When Enable Sales Order Minimum Payment Checking is assigned, the system checks the payment requirement before the order is saved.
4. If the save prompt offers Official Receipt, select Yes to open Payment And Refund or No to continue saving the Sales Order.
5. After the click ‘OK’ for the official Receipt Prompt it will show a message indicating the Official Receipt is created.
6. It will prompt to print SO, if yes the user will be asked to select the report format.
C. Sales Order Customer Info
Use Customer Info to record traveller details for a Sales Order line. The screen shows the selected item and its Required Quantity.
1. Open the Sales Order and select Customer Info from the Home ribbon.
2. Select the required item and confirm the Required Quantity.
3. Enter Name, Passport, Remarks, and Note for each required traveller record.
4. Close the Customer Info screen and save the Sales Order to retain the entered records.
D. Sales Payment and Refund
Payment And Refund keeps Sales Order payment and refund records together and shows the current order totals.
1. Open the Sales Order and select Home > Payment And Refund.
2. On Payment, add, revise, or remove the selected payment records as permitted by your AR payment rights.
3. On Refund, record or revise refund entries only when the matching refund right is assigned.
4. Review Total Sales Order, Total Payment, and Total Balance, then close the screen and save the Sales Order.
E. Purchase Order Deposit Controls
The plugin shows payment and balance information on Purchase Orders and can apply the assigned purchase-order minimum-payment rule.
1. Open a Purchase Order and review the Payment Amount and Balance Amount fields added by the plugin.
2. Complete the required payment details for the Purchase Order.
3. Save the Purchase Order. When Enable Purchase Order Minimum Payment Checking is assigned, the system checks the payment requirement before the order is saved.
4. Use the assigned Allow to edit Purchase Order right when a user needs to revise an existing Purchase Order.
F. Purchase Payment and Refund
Payment And Refund on a Purchase Order keeps Payment Voucher and refund details linked to the purchase order.
1. Open the Purchase Order and select Home > Payment And Refund.
2. On Payment, record or revise payment entries as permitted by the assigned AP payment rights.
3. On Refund, record or revise refund entries as permitted by the assigned AP refund rights.
4. Review Total PO, Total Payment, and Total Balance, then close the screen and save the Purchase Order.
G. Daily Collection Report
Daily Collection Report is available only to users with Able to view Daily Collection Report. The location restriction right limits results to the user location.
1. Open Tour Plugin > Daily Collection Report.
2. Select the Collection Date range and the Location, then click OK.
3. In the selection dialog, choose the required report option and click OK.
4. Review the generated report preview. Use the report menu to select Daily Collection Report or Daily Collection Report with Outlet when available.
H. Unapplied Payment Knock Off
Unapplied Payment applies available receipts or payment vouchers to an invoice. The screen prevents an Apply Amount from exceeding the unapplied or invoice amount.
1. Open Unapplied Payment from the relevant AR or AP invoice workflow when unapplied payment is available.
2. Review Invoice, Deposit, Balance, and Total Unapplied Invoice Amount.
3. Enter Apply Amount for the records to apply, or select Auto Knock Off to allocate available unapplied amounts.
4. Click OK to apply the selected amounts. The system confirms completion when the knock-off is saved.
Frequently Asked Questions
What does the Tour Plugin do?
It manages tour and travel agency workflows by capturing traveler details on sales orders, enforcing deposit controls, and automating payment knock-offs.
Why should I use the Tour Plugin?
It prevents uncollected bookings by enforcing minimum deposit rules, links payments and refunds directly to orders, and accelerates daily cash reconciliations by branch or outlet.
How do I record traveler and passenger details?
On the Sales Order screen, click Customer Info from the ribbon, select the order item line, and enter the traveler’s Name, Passport, Remarks, and Note.
How does minimum deposit payment checking work?
When Enable Sales Order/Purchase Order Minimum Payment Checking is activated, the system evaluates required deposit amounts and prompts for an Official Receipt or Payment Voucher before saving the order.
How do I generate the Daily Collection Report by outlet?
Go to Tour Plugin > Daily Collection Report, select the date range and branch location, and preview or print the collection breakdown; users with restricted rights will view only their assigned location.
How do I knock off unapplied payments against an invoice?
Open the Sales Invoice or Purchase Invoice, launch Unapplied Payment, and specify the Apply Amount or click Auto Knock Off to allocate available deposit receipts directly to the invoice balance.
Start Optimizing Your Tour Operations Today!
This plugin enables us to record passenger and passport information directly on sales orders, streamline minimum deposit checks, and track customer and supplier payments alongside refunds. We can efficiently reconcile daily outlet collections, automate invoice knock-offs against unapplied deposits, eliminate manual booking discrepancies, and maintain complete operational oversight through role-based access control.