Articles on: Walkthroughs
This article is also available in:

How to Manage Resellers

Table of Content

Creating a New Reseller
Reseller Options

Reporting Options
Reseller Information Options
Invoices and Billing Information
Credit Limit
Settlement Methods

Other Settings

Online Affiliates
Default Pickup Options
Allowed Card Brands
Product Settings
Other Options

1. Creating a New Reseller

To create a new reseller (one that hasn’t registered through the concierge portal), go to Resellers -> Resellers and click on + New Reseller.

You can see a lot of configuring options that a reseller can have, but for now the only ones mandatory are Name, Available Currencies, Default Currency and Invoice on Day of Month. These options will be discussed in subsequent sections.

2. Reseller Options

Reporting Options

Channel - the channel is the type of reseller. You can assign only ONE, but the assignment is free (just start typing into the field and click on "*Add**")

For reporting, it will gather ALL the resellers in a channel into the same box and the sums of PAX and turnover will be equal to the PAX and turnover for the selected period. Examples may be OTA, Hotels, Shops, etc.

Destination - the city this reseller will be billed by (in case it is the city that bills their invoices)
Account Manager - a person with a back office login that manages the relationship. They will also receive notifications on invoices
Tags - categories that you can assign to a reseller. The Tags option can be found above Channel, Destination and Account Manager. For reporting, these tags will have all PAX and revenue allocated. The sums of PAX and revenue for all tags will be more than the total PAX and revenue for the period. This is because each will be counted multiple times. Example tags for a local tourist shop may be Local Point of Sale, Kiosk, Tourist Trap.

Reseller Information Options

Code - internal field used as shorthand for the reseller;
Notification Email - where the reseller will receive information about booking updates and Credit Limit Warnings (the email address will be validated)
Telephone - of the reseller
Website - the reseller’s website (if they have any)

Invoices and Billing Information

If you want to use Ventrata’s built-in invoicing system you can add all billing information in this section. Ventrata will automatically generate invoices for the invoice period on the invoice day of the month that has been set up. The Invoice date field will be either on Booking Date (when the reseller books for the client) or Travel Date (the date the tour is supposed to be taken).

Email Invoice

This is to make sure your reseller receives an emailed invoice once you have confirmed it. The reseller will continue to receive a reminder email every week with the invoice until it has been marked as paid.

Credit Limits

You will have noticed a Credit Limit and Credit Level Warning. This is useful for new resellers who you don’t have a strong relationship with, or risky resellers who might commit fraud.

Since a reseller is collecting money on your behalf, the Credit Limit will limit how much money they can collect through the method Bill to my account. This is when they collect customers’ money as either cash or through their own EFT-POS machines.

Once that limit is reached, they will be unable to collect any more and will have to use the built-in payment gateway to deposit money directly to your account. Using this will automatically increase their available spend because you will be keeping their commission.

The warning will be sent to both the reseller manager and the notification email that has been set.

Settlement Methods

Settlement Methods will limit what collection methods are available:

Pay full amount by card - use the integrated payment gateway to pay for bookings, these funds will clear directly into the operation’s account
Bill to my account - collect cash or card through EFT-POS machines, the operation will have to collect the total minus the reseller’s commission
Collect my commission as a deposit - a hotel collects their commission (eg 20%), and the client must pay the rest on the tour (eg 80%)
Pay my wholesale rate by card - for wholesalers, this is so that they pay their contracted rate, the funds are cleared directly to the operation’s account
Pay later - for promoter sales, he promoter refers to the operation and the operation must pay commission to the reseller later

Other Settings

Online Affiliates

Online affiliates, such as blogs or local travel guides, can have an affiliate commission assigned to them automatically. This is carried out by adding a web referrer URL.

When this is set, all the sales on your website that have come from the affiliate’s URL will be assigned in Ventrata automatically. You can settle these at the end of month.

When you have an online affiliate, you will want to make sure that Inherit Checkout Pricing is unticked. If you have a strike price applied, it will take that discounted price as the base price and will apply commission to it.

Default Pickup Options

This is especially interesting for hotels where you sell tours with pickups, such as day and half-day tours. The pickup will be either at the hotel or nearby.

Allowed Card Brands

You can limit which types of card brands are available for resellers by adding a card brand to the reseller settings.

For example, if you want to limit the amount of AMEX and Diners Club cards used because of their high fees, you can do so. Or you can favour a particular brand because you have an exclusive deal with them


Here you can set the band settings. These settings will have to match the ones from the band (Commission band should only be applied to a Commission Reseller), including the Percentage. Otherwise, unexpected problems may occur when you invoice and assign commissions. If you set a Percentage band, the Default Percentage field will auto-populate.

Product settings

This is if you want to override the options set in a Band.


Here you will set what is visible to the end customer:

Hide Pricing on Ticket and Email - when a reseller doesn’t want the customer to see the pricing of a ticket
Display rates - this is in case a reseller wants to establish what rates the customer sees or doesn’t want their concierges to be able to calculate the commission that a sale should give. This will appear on the trade portal when they log in:

Retail - the standard retail price
Wholesale - the price that was purchased wholesale
None - no pricing

Other Options

Allow Freesale - allow the purchase of freesale inventory
Show Commission - show commission during the checkout process
Allow Redemption - when this is checked, your resellers will sell tickets instead of vouchers
Allow Booking Update - allow date changes or cancellations
Show Reseller Payment Method - show the payment method used, such as card, cash, etc
Allow Promotions - whether a reseller can apply promotions to a sale
Email Booking Notification - receive booking notifications on the preset email
Allow Top-ups - top-ups are credit lines for resellers that have credit limits established

See also the Resellers and Reseller Level article for more info.

Updated on: 06/02/2024

Was this article helpful?

Share your feedback


Thank you!