🔐 Required Role Permissions: Invoices, Create Invoice, Edit Invoice, Confirm Invoice, Void Invoice, Un-Void Invoice

🔓 Optional Role Permissions: Save Searches, See Bulk Action, Data Export, Generate Reports

Invoices are generated by the supplier and are visible to each reseller on their dashboard. The below guide details how to create invoices manually and how to manage existing invoices.

📗 TIP

Automated invoices are set up for each reseller in the invoicing section of the reseller detail.

Generate a New Invoice

In the Ventrata dashboard, go to Resellers > Invoices .
Press the + New Invoice button.
Select the reseller for whom the invoice is generated.
Select the currency in which the invoice is generated.
Select one or both receivables types, which will be included in the invoice.
- Positive Receivable - amount owed to you by the reseller
- Negative Receivable - LAP transactions, amount you owe the reseller
Select what date the invoice period is based on:
- Travel Date - include bookings where the travel dates fall within the invoicing period
- Booking Date - include bookings that were made within the invoicing period
- Redemption Date - include bookings that were redeemed within the invoicing period
Select the start ('Date from') and end ('Date to') dates to mark the invoice period.
Select the date when the invoice is due ('Due on').
Enter an invoice reference or note.
Press the ADD ADJUSTMENT button to change the final amount on the invoice.

📗 TIP
Add one or more adjustments, be it for price corrections, discounts or additional charges not accounted for in the bookings attached to the invoice.
Press the Create Invoice button.

Confirm Invoices

New invoices are listed on the Invoices page in Draft status, which are not visible to resellers. To make invoices visible to resellers, they need to be confirmed.

Select an invoice from the list of draft invoices.
Press the Confirm button.

📗 TIP

The invoice status is changed to 'Confirmed' and it is visible to the reseller.

Print Invoices

Select any invoice from the list of invoices.
Press the Print button. The following documents can be printed:
- Invoice - a legally binding document, which demands payment; an invoice lists products sold by the reseller with any taxes applied to the sale in the selected time period
- Statement - a summary of transactions in the selected time period

Each Invoice and Statement document includes a header with the following information:

Left Column	Right Column
Supplier Logo	Sequence if set up, shows the sequence number of orders, transactions and invoices
Supplier Billing Details as entered in the Supplier details	Date date the invoice was generated, either automatically or manually
	Reference an invoice reference automatically generated by Ventrata
	Notes these are the notes added in step 9. of the Generate a New Invoice chapter; these can be either notes or an internal invoice reference
	Period indicates whether the items on the invoice are selected based on travel, booking or redemption date; step 6. of the Generate a New Invoice
	Period From date from which invoiced items are included; the list of included items depends on whether 'Travel Date', 'Booking Date' or 'Redemption Date' was selected in step 6. of the Generate a New Invoice
	Period To date until which invoiced items are included; the list of included items depends on whether 'Travel Date', 'Booking Date' or 'Redemption Date' was selected in step 6. of the Generate a New Invoice
	Due On date by which the invoice must be paid
	Status status of the invoice Void - cancel an invoice; by default, 'Void' status is not pre-selected, to view void invoices, press the 'Status' column header and tick the 'Void' checkbox Draft - the invoice has been generated but not yet confirmed by the supplier, see Confirm Invoices Confirmed - the invoice has been confirmed by the supplier and the reseller can see the invoice in their dashboard, see Confirm Invoices Paid - the invoice amount has been paid by the reseller or supplier depending on the receivable type on the invoice, see step 9. of the Generate a New Invoice chapter Overdue - the invoice has not been paid as of the 'Due on' date Un-invoiced - transaction not yet invoiced; this status is not typically used
	Reseller Code internal reference as entered in the reseller details
	Company Name reseller name as entered in the reseller details
	Company Number reseller phone number as entered in the reseller details
	Billing Details can include Tax ID, Contact, Address, Email as entered in the reseller details

An itemised list of products sold in the invoicing period is listed below the header and reseller/supplier logo, followed by the tax applied to each unit price.

Supplier Billing Terms are displayed below the itemised list.

📒 NOTE

If Destination Billing Terms are filled in, these will override Supplier Billing Terms.

(click on the image below to enlarge)

Pay In or Out Invoices

Depending on the type of receivable, you can mark your invoices as paid, either by having received the amount owed by the reseller or by having paid out the amount you owe to the reseller.

Positive Receivable

A positive receivable indicates the amount a reseller owes you. Once the reseller paid the invoice, you can indicate this transaction by selecting the appropriate invoice, and press the PAY IN button.

Select the payment method to indicate how the invoice was paid, add payment notes to keep a record of how the transaction was made and press the Create Transaction button.

Negative Receivable

A negative receivable indicates the amount you owe the reseller. Once you paid the amount, you can indicate this transaction by selecting the appropriate invoice, and press the PAY OUT button.

📗 TIP

You can select 'Card Payment' if a credit card is paired with the supplier account in the Ventrata dashboard.

Select the payment method to indicate how the invoice was paid, add payment notes to keep a record of how the transaction was made and press the Create Transaction button.

Additional Actions

Whenever you open an invoice, there are several actions that can be performed in addition to the ones listed above:

Press the EDIT INVOICE button to edit any section set up during the invoice creation.
Press the REFRESH SALES button to load reconciled reseller bookings within the invoicing period.

Press the SALES LIST button to view all associated bookings and gift cards listed in the invoice. Selecting either, will redirect to the Bookings or Gifts table respectively.

📒 NOTE

While still in 'Draft' status, the invoice can be removed from the booking. A booking can be re-added to the invoice but only until the invoice is a draft. To remove a booking from a confirmed invoice, un-confirm the invoice, remove the booking and confirm the invoice once again.

Press the EMAIL INVOICE button to email the invoice to multiple recipients delimited by a colon ','; the email contains a break down of the invoice, the invoice in PDF format and the sales list in XLSX format.
Press the EXPORT button to download the sales list in CSV or XLSX format.
Press the UN-CONFIRM button to remove the invoice from the reseller's dashboard.

How to Create Resellers

How to Use the Resource Allocations Table

How to Use Direct Reseller Sale

How to Use the Invoices Table

How to Use Top-ups