Now that our event is over we can expedite a speedy commission of payments by using the GPS reconciliation and invoicing system.
Reconcile Compensation
We use proprietary online reconciliation functionality to ensure that a pre-approved invoice is sent out to the hotel’s account payable department. Depending on how your entity is set up, you will have one or all of the following settings active for the reconciliation/invoicing process:
Once your event is over you will be able to use the reconciliation process. To access the reconciliation process from the Dashboard you can use the Reconciliation & Invoicing link under the Quick Links panel, or you can reach the reconciliation process from any page by using the Reconciliation link in the left navigation bar.
- Old groups invoice process
- New reconciliation invoice process
- Reconciliations automatically generated on event end date and sent to hotel for review
- Invoices automatically emailed to hotels after the reconciliation process
Once your event is over you will be able to use the reconciliation process. To access the reconciliation process from the Dashboard you can use the Reconciliation & Invoicing link under the Quick Links panel, or you can reach the reconciliation process from any page by using the Reconciliation link in the left navigation bar.
Also, when your event is over, you'll be able to access the reconciliation for that event from the Event List on the Dashboard, from Manage Event menu when on an event level page, or by searching for the event from the Reconciliation Search page.
When on the Reconciliation Search page you will be able to search for any event that has ended and is eligible for the reconciliation process. You can search by Event Name, Event ID, Property Name, Invoice Number or a combination of terms to filter display listings.
Your reconciliations for an event will be recorded below the search bar, and each property will show one of the following statuses:
- Reconciliation Sent - Report has been sent to hotel contact.
- Hotel is Reviewing - Hotel has accessed and is reviewing the reconciliation report.
- Awaiting Approval - Hotel has reviewed and submitted reconciliation report. You should review the report and accept or contest it.
- Awaiting Invoice - You have accepted the reconciliation report and should generate and send an invoice to the hotel.
- Process Complete - Invoice has been emailed to hotel contact, or the reconciliation has been marked as complete.
Depending on what status the reconciliation is in for a property you will be able to select an appropriate action from the Actions drop-down list: Resend Access Email, View Reconciliation, View Invoice or Send Invoice.
Deliver Invoices
Create and deliver custom invoices with real-time reservation information. After the reconciliation process is complete you will be able to submit an invoice to the property from the Reconciliation Review page.
If you need to resend an invoice you can do so from the Reconciliation Review page, or from the Reconciliation Search page under the Actions drop-down for a property.
When the invoice has been sent to the hotel the Complete status box will be checked. Uncheck to re-open/edit the reconciliation. Checking this box will stop reminder emails being sent to the property.
Customer Reporting
GPS provides you with multiple reporting options to keep event right’s holders, event administrators, and hoteliers in the know at all times. You can grant access to the event right's holder by accessing the Event Reporting page and adding a new third-party user.
You can limit what the Third Party User see's on the Third Party Dashboard by assigning permissions. You access the user permission settings from the Third Party User List (page) > Third Party Users (panel) > Permissions (column).
From the Third Party User Detail (page) > Permissions (panel) > Use the left/right arrows to add or remove permissions to a user.
Once you have added a new Third Party User and chosen what permissions you would like them to have, they will be able to access the Third Party Dashboard and view the reports related to their selected permissions.