Trip Finance

Finance Officer reviews the charges raised against a ground trip and the transport documents recorded for it. A draft charge carries its service date, description and amount. A transport document carries a received date, reference and amount. Both point to the trip so the finance handoff starts from the movement the team actually performed.

For example, a terminal transfer may have an initial charge and a later service charge. Finance Officer checks which entries are Posted and which documents are Confirmed before asking Property Manager to complete the trip. A difference needs an explanation or an explicitly acknowledged outstanding account before the vehicle release proceeds.

• Charge review. Check the trip, service date, description and amount while the charge is Draft. Finance Officer posts an authorized entry or voids an incorrect draft under the agreed procedure. Keep voided entries separate when reviewing the amount associated with the completed work.
• Document confirmation. Review the received document reference before changing Pending to Confirmed. A Refunded document stays outside the confirmed amount used for the close. Check its reference with Finance Officer before explaining any remaining difference to the operating team.
• Trip comparison. Compare the posted charge total and confirmed document total for the same trip in the agreed operating currency. Check each charge and document once. If a trip has several entries on each side, the reviewer should still be able to trace each total to the individual records that contribute to it.

Agree the operating currency, the meaning of each charge description and the evidence required to confirm a document. Define who may acknowledge an outstanding account when the trip is ready to finish but the financial difference remains. Set a clear correction procedure for voided charges and refunded documents. Identify the accounting system that receives reviewed outcomes if finance needs a separate ledger connection.

Use a completed ground movement with more than one charge and transport document. Finance Officer checks the posted charge total against the confirmed document total and opens the underlying references to explain the result. A draft charge remains outside the posted comparison until it receives the required handling.

Next, leave a document Pending and rehearse the outstanding-account decision. Property Manager should receive an explicit close instruction with the unresolved amount explained. Finish by reviewing a Refunded document and confirming that the finance review does not treat it as current confirmed support for completion. Ask the next shift to reproduce the comparison from the same trip records.

• Trip charge review — Check draft charges and their service details before posting.
• Pending transport documents — Find documents still waiting for confirmation.
• Confirmed transport documents — Review confirmed amounts and references for trip reconciliation.

Read trip reconciliation and completion and reports before rehearsing a close.