š Required Role Permissions: Ledgers
š Optional Role Permissions: Save Searches, See Bulk Action, Data Export, Generate Reports
Ledgers ensure the accuracy and integrity of a companyās financial records and facilitate analysis, decision-making, and compliance with regulatory requirements.
In Ventrata, ledger entries are created based on bookings in the Bookings table. Each time a transaction is made in any of the bookings, a new ledger entry is created by the system. Access Ledgers from the Transactions tab in the navigation.
š NOTE
For the Ledger system to work properly, create ledger codes, alphanumeric identifiers used in accounting to categorise transactions and financial activities.
Default Columns
Description - a description of the ledger entry; consists of the product name, option and tier in case of products
Sale Type - indicates the type of sale that triggered a transaction, either during booking or as an update to a booking
Sales Type | Description |
Standalone | purchase of tickets for a standalone product |
Package | purchase of tickets for a package product |
Option | purchase of tickets for an option of a product |
Item Purchase | purchase of an item, such as snacks or souvenirs that can be purchased separately from a booking |
Gift Voucher | purchase of a gift voucher |
Extra Upgrade | purchase of an extra as part of a booking |
an entry in the ledger table was made by using the + New Ledger button in the action bar |
Date - the day and date the entry was made
Deferred - indicates whether the transaction from a booking can be recognised as revenue, typically based on the travel date
š NOTE
Deferred revenue ( Deferred: YES ) means that the travel date has not yet
occurred and any income from this booking cannot be recognised as revenue yet.
Undeferred revenue ( Deferred: NO ) means that the travel date has passed and the booking is marked either āRedeemedā or āNo-showā and any income from the booking can be recognised as revenue.
Price - the price per ticket
Quantity - the number of tickets purchased
š NOTE
A positive number indicates that an entry with a certain quantity has been added to the ledger. When moving an entry from the deferred to the undeferred state, an identical line to the deferred line is added with negative quantity and total to balance the ledger account. This is done to keep track of all movement in the ledger table.
Total - the total price of the booking
Cashflow Total - shows the total amount of monies exchanged in the transaction
Balance Total - shows the balance of the transaction
š TIP
Columns can be easily filtered by pressing the arrow next to the column title.
Actions
The action bar between the navigation bar and the ledgers table enables you to perform a number of additional functions.
Search bar - filter the ledger table using any parameter from the available columns, see Generate Report below
Keep Filter - when using search, tick the checkbox to make the column filters available
Saved Searches - press Saved Searches> Save Current Search to save your current search parameters and filtered columns, or Saved Searches > Manage Searches to edit or delete existing searches
š TIP
To learn more about saved searches, read our article Working with Saved Searches.
+ New Ledger - create a manual ledger entry
Reset All Filters - appears when a filter was used; press to reset filters to their default states
Bulk Actions - select one or multiple entries and press to apply an action on your selection; options include
Bulk Action | Description |
generate a summary of the transaction divided into ledger accounts based on your ledger code rules; you can download the report in xlsx format and subsequently upload it to your ERP system | |
when ledger rules are changed, selected entries are re-created with the new ledger codes |
āļø WARNING
ONCE LIVE, PLEASE CONTACT YOUR CUSTOMER SUCCESS REPRESENTATIVE BEFORE RE-CREATING LEDGER CODES.
Show Columns - press to add new columns, or remove existing ones from your current view
š TIP
The list of columns which can be added is listed at the end of this article, under Generate Report.
Export - export the ledgers table in CSV, Excel or SQL format
Generate Report - create charts and reports to analyse data from the ledgers table
š TIP
To learn more about reports, read our article Working with Charts and Reports.
and order your results by one or more of the following variables:
š TIP
Selecting more than one variable will nest your selections depending on the order they have been picked. You may rearrange the variables to suit your needs, however we recommend you select one or two to make the report relevant.
Available Columns
Column | Description |
Description | a description of the ledger entry; consists of the product name, option and tier in case products |
Destination | denotes the destination of the product |
Reconciled | indicates whether payments in the transaction are matching |
Deferred | indicates whether the transaction from a booking can be recognised as revenue, typically based on the travel date, see Default Columns above for more details |
Redeemed | tickets in the booking have been used |
No-Show | the customer did not show up for the tour |
Upgraded | the original booking was changed |
Reseller | name of the reseller who made the sale |
Reseller Reference | name of registry to register orders in an external system in real time |
Reseller Code | code assigned to a reseller |
Reseller Destination | destination to which a reseller is assigned to |
Reseller Manager | name of the person assigned to a reseller |
Reseller Band | name of the reseller band a reseller is assigned to |
Reseller Channel | name of the channel a reseller is assigned to |
Reseller Billing Account Code | custom code used for ERP integrations like SAP |
Reseller Billing Customer Code | custom code used for ERP integrations like SAP |
Reseller Billing City | city where the reseller resides used for billing and invoicing purposes |
Reseller Billing Address | full address of the reseller for billing and invoicing purposes |
Reseller Invoice Date Field | specifies whether a reseller is invoiced on the travel, booking or redemption date |
Reseller Tags | tags assigned to a reseller; used for filtering |
Reseller Tax Registered | indicates whether a reseller is tax registered; if a reseller is tax registered, net tax is calculated using the wholesale price (net tax = tax on wholesale); if a reseller is not registered, net tax is calculated using the retail price (net tax = tax on retail) |
Reseller Allow Top-ups | indicates whether a reseller is allowed to receive credit top-up; credit is used when a reseller, usually a concierge, accepts cash payments instead of using the payment gateway, which can be a liability for the operation |
Extra | the name of the product extra |
Unit | the name of the unit set up on the product |
Unit Tier | the name of the assigned tier to the unit |
Option | variant of the product (for example, 24-hour tour, 48-hour tour) |
Product | name of your product |
Product Destination | destination associated with the product |
Product Operator | name of the product operator |
Product Code | custom code of the product |
Product Billing Account Code | custom code for reporting purposes |
Product Tags | custom tags assigned to a product, used for filtering |
Package Product | product consisting of more than one include (product) |
Package Product Tags | custom code assigned to a package |
Package Option | name of an option in a package |
Promotion | discount assigned to the sale of a booking |
Promotion Code | custom code assigned to a promotion |
Promotion Tags | custom tags assigned to a promotion, used for filtering |
Order | 8-character alphanumeric string located in the top right corner on the booking level |
Order Source | name of the source where the sale was made from |
Order Channel | the channel of the sale was made on (Terminal, Web Checkout, Backoffice, Direct API, Concierge, Sales Kiosk, custom channels) |
Order Supplier FX | the conversion rate against the supplierās currency |
Order Shift Seller | name of the seller selling through a terminal, who started the shift |
Order Shift Location | name of the terminal location |
Order Shift Seller Billing Account Code | code assigned to a seller for billing purposes |
Order Direct | indicates whether sales where made by your sellers, from your website or kiosk; indirect sales are made by resellers, both concierge or via API |
Order Imported | indicates whether a booking was imported |
Order Registry Data | a reference assigned to the order from an external system |
Order Customer | customer full name |
Order Customer Salutation | preferred form of address for the customer, for example, Mr., Mrs. or Ms. |
Order Customer Full Name | customer's complete name; may include their first, middle and last name(s) |
Order Customer First Name | customerās first name; may include a middle name if applicable |
Order Customer Last Name | customerās last name; may consist of one or more family names |
Order Customer Company | organisation where the customer is currently employed |
Order Customer Department | department within the customer's place of employment |
Order Customer Title | position or role held by the customer within their company |
Order Customer Email | customerās email address |
Order Customer Mobile | customerās mobile phone number |
Order Customer Age | customerās age |
Order Customer Language | customerās preferred language for communication |
Order Customer Country | customerās country of residence |
Order Customer Address | street name and number of the customerās address |
Order Customer City | the city in which the customer resides |
Order Customer State | state (as in the USA or Mexico) or province (as in Canada or Switzerland) where the customer lives |
Order Customer Postal Code | ZIP or postal code corresponding to the customer's address |
Order Customer Notes | customer notes included at checkout |
Order Customer Tax ID | customerās tax identification number |
Order Customer Tax Office | tax office where the customer files or reports their taxes |
Order Customer Marketing | indicates whether the customer subscribed to receive marketing communication from your company |
Local Date | the date of the location of the product |
Local Sale Date | the booking date based on the location of the product |
Local Sale Time | the booking time based on the location of the product |
Sale Date | the booking date based on the time zone of the dashboard account |
Sale Time | the booking time based on the time zone of the dashboard account |
Sale Type | indicates the type of sale that triggered a transaction either during booking or as an update to a booking |
Redemption Date | the date when the booking was redeemed |
Redemption Time | the time when the booking was redeemed |
Ledger Code | the name or code of the assigned ledger code |
Ledger Code Account Type | the type of account as selected during the creation of the ledger code |
Ledger Code Description | the description of the ledger code as entered during the creation of the ledger code |
Public Notes | notes on a booking that can be viewed by everyone |
Private Notes | notes on a booking made on the backend; these are not viewable by the concierge or the customer |
Booking | the reference number of the booking |
Booking Fare | the name of the fare applied to the booking |
Quantity | the number of tickets purchased |
Card Total | the total amount paid by card |
Cash Total | the total amount paid by cash |
Other Total | the total amount paid by other means |
Gift Total | the total amount paid by a gift card |
Voucher Total | the total amount paid by a reseller voucher |
Test | indicates whether the entry is made based on a test booking |
Currency | currency used to sell a product |
Travel Date | the date when the tour takes place |
Travel Time | the time when the tour takes place |
Quantity | the number of tickets purchased |
PAX | the number of passengers regardless of ticket type (tier) |
Net PAX | the number of tickets |
Net PAX Total | the number of tickets multiplied by the number of ledger entries with the same number |
Revenue | the amount of earnings from the sale of a single ticket |
Revenue Total | the amount of earning from the sale of a booking |
Gross Revenue | the amount of earnings before any deductions from the sale of a single ticket |
Gross Revenue Total | the amount of earnings before any deductions from the sale of a booking |
Cashflow Total | shows the total amount of monies exchanged in the transaction |
Receivable | the amount that you make from the sale or owe for the sale of a single ticket; a positive amount means that a reseller owes you and a negative amount means that you are meant to pay the reseller |
Receivable Total | the amount that you make from the sale or owe for the sale of a booking; a positive amount means that a reseller owes you and a negative amount means that you are meant to pay the reseller |
Discount | if a promotion was applied, the value of the discount shown per ticket |
Discount Total | if a promotion was applied, the value of the discount shown for the booking |
Adjustment | the amount by which the total of a ticket was changed |
Adjustment Total | the amount by which the total of an order was changed |
Commission | the resellerās cut from the sale of a single ticket |
Commission Total | the resellerās cut from making a booking |
Commission Adjustment | the amount by which the resellerās commission is affected after a price adjustment was applied, the value is shown per ticket |
Commission Adjustment Total | the amount by which the resellerās commission is affected after a price adjustment was applied, the value is shown per booking |
Price | the price per ticket |
Total | the total price of a booking |
Commission | the resellerās cut from the sale of a single ticket; you pay commission to a reseller for selling your products |
Commission Total | the resellerās cut from making a booking; you pay commission to a reseller for selling your products |
Wholesale | the set price of a product; resellers buy your product at a set price (wholesale), and you are contractually bound to keep the price unchanged for a certain length of time; the value is shown per ticket |
Wholesale Total | the set price of a product; resellers buy your product at a set price (wholesale), and you are contractually bound to keep the price unchanged for a certain length of time; the value is shown per booking |
Cost | the amount of costs associated with a booking (for example, the purchase of 3rd party products), the value is shown per ticket |
Cost Total | the amount of costs associated with a booking (for example, the purchase of 3rd party products) |
Tax | the value amount of the tax percentage out of the total paid by the customer, the value is shown per ticket |
Tax Total | the value amount of the tax percentage out of the total paid by the customer, the value is shown per booking |
Net Tax | the value amount of the tax percentage applied to the total product price (if direct sale) or after commission is deducted from the total (if sold by a reseller); if a product which sells for $100 has 10% tax, and a reseller makes 20% commission on any sale, then net tax is $100 (total)- $20 (20% commission) = $80 -> 10% of 80 = $8 and tax 10% of $100 = $10. For direct sale net tax and tax are the same amount as there is no commission. The value is shown per ticket. |
Net Tax Total | the value amount of the tax percentage applied to the total product price (if direct sale) or after commission is deducted from the total (if sold by a reseller); if a product which sells for $100 has 10% tax, and a reseller makes 20% commission on any sale, then net tax is $100 (total)- $20 (20% commission) = $80 -> 10% of 80 = $8 and tax 10% of $100 = $10. For direct sale net tax and tax are the same amount as there is no commission. The value is shown per booking. |
Margin | the amount of your clean earnings per ticket; the formula is as follows: |
Margin Total | the amount of your clean earnings per booking; the formula is as follows: |
Seller Commission | the sellerās cut from the sale of each ticket; you can pay commission to your sellers for selling products |
Seller Commission Total | the sellerās cut from a booking; you can pay commission to your sellers for selling products |
Balance Total | shows the total balance of the transaction |
Surcharge Total | the amount added to the total, like a booking fee |
Payment Fees Total | the total amount charged for using certain payment providers |
Card Total | the total amount paid by card |
Cash Total | the total amount paid by cash |
Other Total | the total amount paid by other means |
Gift Total | the total amount paid by a gift card |
Voucher Total | the total amount paid by a reseller voucher |
Balance Transfer Total | the total value of balance transfers |
Paid Total | the total amount paid by the customer |
Refunded Total | the total amount given back to the customer, for example, because their booking was cancelled, or they paid more than the price of the booking |
Disputed Total | the total amount of a credit card payment disputed by the customer |