Finance Department

Hotels & Resorts

Standard Operating Procedure
Update: 15.08.08 / DHR-CO-FI-SOP-008

Handling of Travel Agent Set Menu Payments

Objective:

This is to ensure the correct handling of all travel agent-related payments in regards to set menu
payments.

Procedures:

1. Meal contracts are issued to domestic agents.

2. Clients receives voucher by direct payment through agent.

3. Client hands voucher to outlet manager/ associate.

4. Cashier cross-checks the voucher of its validity (by using an internal confirmed travel agent list).

5. Client receives set menu.

6. Cashier issues a manually-written statement without using prices for the set menus by using the
correct name of set menu and number of person(s)
- Payment will state only beverage payments with applicable service charge and tax
- Cashier logs all vouchers received by guests for recording purpose

7. Guest makes direct or credit card payment to outlet for the beverages.

8. Cashier posts respective set(s) and correct number of person(s) into POS including discount.

9. Accounting Department issues a tax invoice to respective agent with listed net price after
discount with confirmed person(s) dined at the restaurant and attached original voucher(s) of
respective agent.

10. Original invoice is faxed or personally sent to all agents on a weekly basis by noticing the agents
beforehand to prepare the payment.

11. 7 days credit is given as contracted to complete the payment by bank transfer or cash
payment.

12. If agent does not pay within 7 days, credit is extended to 14 days, if agent is over limit at this
point no bookings are accepted.

13. If agent does not pay after 14 days, bookings of respective agent are rejected until agent
makes payment of the entire outstanding amount.

© This material is copyright protected and is property of Daniel G. Fuchs and Stephan Faessler. Reproduction without permission is prohibited. 1
 Finance Department
Hotels & Resorts
Standard Operating Procedure
Update: 15.08.08 / DHR-CO-FI-SOP-008

Handling of Travel Agent Set Menu Payments

Process Diagram:

Start of process

Contract issued to domestic agent

Clients receive voucher through agent

No
Cashier cross-checks validity of voucher Invalid voucher is rejected:
Apologize to guest and ask to dine a la carte offering
an FOC aperitif

Client receives set menu at outlet

Yes No

Issue manually written statement w/o set Cashier records voucher Follow STD
menu price, incl. beverage consumption, service
service CH & taxes sequence

Client makes direct or cc payment Cashier posts set in POS End of process

Accounting Department issues tax invoice: Inform agent to prepare

- Incl. net price after discount payment
- Attached original vouchers
- Number of person
- Type of Set menu
- Date/ Time/ Outlet/ Signature/ Stamp

Sent fax Make personal visit

Date after received invoice, 7 days credit to Agent does not pay Extend credit to 14 days
complete payment to complete payment

Agent pays by cash or bank transfer

Agent does not pay

End of process Depending on outstanding amount (Limit: THB 20,000)

Stop accepting bookings until agent pays

© This material is copyright protected and is property of Daniel G. Fuchs and Stephan Faessler. Reproduction without permission is prohibited. 2