🔐 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
|
Supplier Billing Details
| Date
|
| Reference
|
| Notes
|
| Period
|
| Period From
|
| Period To
|
| Due On
|
| Status
|
| Reseller Code
|
| Company Name
|
| Company Number
|
| Billing 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.
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.
Remove Bookings from Invoice
Bookings can be removed from an invoice as long as the invoice is in 'Draft' status. If the invoice is already confirmed, un-confirm the invoice, remove the booking(s) and confirm the invoice once again.
Bookings can be removed from an invoice one by one or in bulk. Follow the steps below to learn about each method.
One by One
Select the 'Bookings' from the SALES LIST.
Select a booking from the list.
On the booking detail, press the REMOVE FROM INVOICE button.
The booking is now no longer associated with the invoice.
Bulk Remove
📒 NOTE
This method can also be applied using the Bookings table. However, you can only remove bookings from one invoice at a time.
Select the 'Bookings' from the SALES LIST.
Select some or all booking in the list.
Press the Bulk Actions button and select 'Remove from Invoice'.
When the system completes the removal process, the selected bookings are no longer associated with the invoice.
