When reviewing reseller invoices, you may come across a line labeled 'Already Paid'. This field represents payments that have already been accounted for at the booking level — most commonly from credit card transactions or voucher payments.
However, if this number looks unexpected or incorrect, there are a few likely explanations.
Reseller Invoice
Product or Booking Configuration Issues
The most common reason for confusing 'Already Paid' values is a misconfiguration of the product or the way the booking is handled.
If you are unsure why the 'Already Paid' amount is appearing:
If you are unsure why the 'Already Paid' amount is appearing:
In the Ventrata dashboard, go to Resellers > Invoices.
Invoices
Open the invoice and remove all bookings from it.
Remove All Booking from Invoice
For each booking, recalculate the net rate using the current product configuration.
Recalculate Rates
Re-add the bookings to the invoice.
In many cases, this resolves the issue — especially if the root cause was a mismatch between product setup and actual payments collected (for example, due to changes in net rates or commission logic).
Incorrect or Missing Payment Details
Sometimes, the 'Already Paid' value appears due to incorrectly recorded or missing payment information.
To find bookings contributing to the 'Already Paid' amount:
To find bookings contributing to the 'Already Paid' amount:
In the Ventrata dashboard, go to Resellers > Invoices.
Invoices
In the SALES LIST, select 'Bookings'.
Sales List - Bookings
Press the Show Columns button and add the 'Invoice Already Paid' column.
Show 'Invoice Already Paid' Column
Filter this column by 'not equal to 0'.
Filter 'Invoice Already Paid'
This will filter bookings where payments have been recorded at the booking level and may be affecting the invoice.
Extras and Items Not Processed Correctly
In some cases, a positive 'Already Paid' amount may appear if multiple extras or items attached to bookings are not correctly processed on the invoice.
This can happen when the reseller's settings do not allow these types of transactions:
This can happen when the reseller's settings do not allow these types of transactions:
In your Ventrata dashboard, go to Resellers > Resellers.
Resellers - Resellers
Select the affected reseller.
Press the EDIT DETAILS button.
Edit Details
Ensure the following options are enabled:
'Allow Upgrades' for extras
'Allow Purchases' for items
Allow Upgrades & Allow Purchases
📒 NOTE
If these settings are disabled, the invoice may fail to recognise extras or item purchases, causing the system to incorrectly show these as already paid.
Press the Update Reseller button to save your changes.
Update Reseller
📒. NOTE
The way extras and items are calculated and displayed in invoices is not always transparent. If the numbers do not add up, and the booking includes extras or items, this may be part of the issue.
Voucher Payment Missing
Problem
The invoice shows a negative “Already Paid” amount, but the reseller didn’t pay anything and should be invoiced for the full amount.
This can happen when the system assumes the reseller collected payment from the customer (for example, via voucher), but no such payment was recorded.
Solution
Add a voucher payment to each affected booking to correctly reflect that the reseller collected funds from the customer. This will ensure the invoice reflects the full amount due.
Partial Credit Card Payments
Problem
Some bookings may have been partially paid by credit card, which reduces the receivable amount for the reseller. The difference between the receivable and the wholesale rate shows up in the 'Already Paid' field.
Solution
To confirm, check each booking to see whether a credit card payment was made and whether the receivable was adjusted accordingly.
Still Stuck?
If you have gone through the steps above and something still does not look right, feel free to reach out to support with the invoice number and examples of affected bookings.