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.
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Automated invoices are set up for each reseller in the invoicing section of the reseller detail.
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Generate a New Invoice
In the Ventrata dashboard, go to Resellers > Invoices .
βPress the + New Invoice button.
βEnter an invoice reference or note.
βSelect the reseller for whom the invoice is generated.
βSelect the start ('Date from') and end ('Date to') dates to mark the invoice period.
Select the date when the invoice is due ('Due on').
βSelect what date the invoice period is based on:
βBooking Date - include bookings based on the dates they were made
Travel Date - include bookings based on the dates they were booked for
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Select the currency in which the invoice is generated.
βSelect one or both receivables, which are included in the invoice.
βPositive Receivable - amount owed to you by the reseller
Negative Receivable - LAP transactions, amount you owe the reseller
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Select which bookings are included in the invoice.
βPress the Create Invoice button.
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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.
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Select an invoice from the list of draft invoices.
Press the Confirm button.
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The status of the invoice changes to 'Confirmed' and is visible to the reseller.
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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
Sales List - only lists products sold in the selected time period
Each Invoice and Statement document includes a header with the following information:
Left Column | Right Column |
Supplier Logo | Reference
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Supplier Billing Details
| Notes
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| Date
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| Period
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| Period From
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| Period To
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| Due On
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| Status
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| Reseller Code
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| Company Name
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| Company Number
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| Billing Details
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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.
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βSupplier Billing Terms are displayed below the itemised list.
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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.
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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.
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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.
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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.
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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:
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Press the EDIT INVOICE button to edit any section set up during the invoice creation.
Press the BOOKINGS button to view all associated bookings listed in the invoice.
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In addition to booking, the invoice includes any extras, gift cards, etc. Includes from packages are listed separately.
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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 SALES LIST button to download the sales list in CSV, XLSX or PDF format.
Press the UN-CONFIRM button to remove the invoice from the reseller's dashboard.
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