Default Columns
The Invoices page lists all existing invoices, using the following default columns:
Status - the status of the invoice
Status | Description |
Void | the invoice has been cancelled |
Draft | the invoice has been generated but not yet confirmed by the supplier |
Confirmed | the invoice has been confirmed by the supplier and the reseller can see the invoice in their dashboard |
Paid | the invoice amount has been paid by the reseller or supplier, depending on the receivable type on the invoice |
Overdue | the invoice has not been paid as of the 'Date on' date |
Un-invoiced | transaction not yet invoiced; this status is not typically used |
Reference - a unique invoice reference number
Reseller - name the of the invoiced reseller
Destination - service invoiced in a particular destination within your operation
Date Field - designates what date the invoice period is based on, booking vs travel date
📗 TIP
Some resellers, especially wholesalers, prefer to be invoiced on the travel date, while the operation usually want to invoice hotels and concierges (typically on a commission) on the booking date.
Date From - the start date of the invoice period
Date To - the end date of the invoice period
Total - the amount on the invoice
Balance - the outstanding amount to be paid
Actions
The action bar between the navigation bar and the bookings table enables you to perform a number of additional functions.
Search bar - filter the bookings 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
📗 TIP
To learn more about saved searches, read our article Working with Saved Searches.
+ New Invoice - generate a new invoice
Bulk Actions - select one or multiple invoices and press to apply an action on your selection; options include
Bulk Action | Description |
Bulk Pay | Pay all selected invoices. Only 'Confirmed' invoices will be marked as paid. The actual payment does not go through the Ventrata dashboard. |
Bulk Confirm | Confirm all selected invoices and the resellers can see them in their dashboards |
Bulk Un-confirm | Change the status from 'Confirmed' or 'Overdue' to 'Draft' |
Bulk Booking List | View all the bookings associated with the selected invoices |
Void | Cancel all selected invoices |
Bulk Adjustments List | this action is currently unavailable |
Delete All | Delete all selected invoices |
Show Columns - press to add new columns, or remove existing ones from your current view
📗 TIP
The list of columns which can be added is listed at the end of this article, under Generate Report.
Export - export the bookings table in CSV, Excel or SQL format
Generate Report - create charts and reports to analyse data from the booking table
📗 TIP
To learn more about reports, read our article Working with Charts and Reports.
Report function | Description |
Total | sum of values |
Minimum | the lowest value |
Maximum | the highest value |
Average | the sum of values included in the report divided by their count |
Count | number of the selected parameter |
Available Columns
Column | Description |
Sales Total | the total sales made by a reseller |
Sales Commission | the commission of a reseller |
Credit | when resellers use credit cards, they receive a credit; this shows their current credit |
Total | the total amount of the invoice |
Balance | the outstanding amount |
Sequence Value | - |
Current | - |
Overdue | the amount owed by the reseller or supplier late up to 30 days |
Overdue +30d | the amount owed by the reseller or supplier late over 30 days |
Overdue +60d | the amount owed by the reseller or supplier late over 60 days |
Overdue +90d | the amount owed by the reseller or supplier late over 90 days |
Shift ID | unique shift identifier |
Order Notes | notes entered in the checkout form |
Order Reference | 8-character alphanumeric string beginning with the number symbol (#) located in the top right corner on the booking level |
Voucher | name of the reseller voucher |
Voucher Code | code of reseller voucher used during the sale |
Voucher Bill Gap | YES / NO; used with sequential voucher numbers: if a voucher number does not follow the sequence (1, 2, 3, 4, and then 9 comes in), the system automatically creates bookings with voucher numbers that fill the gap between the last and newest booking (5, 6, 7 and 8 - called ‘bill gap vouchers’) to be able to invoice the reseller on the skipped vouchers as they will have been sold (common with physical booklets of vouchers) |
Reconciled | indicates whether payments in the transaction are matching |
Channel | the source of the sale (Terminal, Web Checkout, Backoffice, Direct API, Concierge, Sales Kiosk, custom channels) |
Order Destination | if destinations are set, the destination in which the sale was made |
Reseller | name of the reseller who made the sale |
Registry | name of registry to register orders in an external system in real time |
Registry Data | a reference assigned to the order from an external system |
Checkout | name of the checkout through which the order was made |
Portal | name of the sales portal through which the order was made |
Reseller Destination | destination to which a reseller is assigned to |
Reseller Manager | name of the person assigned to a reseller; you can splice revenue from resellers and pin it by manager |
Reseller Band | name of the reseller band a reseller is assigned to |
Reseller Channel | name of the channel a reseller is assigned to |
Connection | name of the connection |
Connection Partner | name of the connection partner (reseller) |
Checkout Channel | type of channel assigned to the web checkout |
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 FX | the conversion rate against the reseller’s currency |
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 |
Supplier FX | the conversion rate against the supplier’s currency |
Direct Sale | indicates whether sales where made by your sellers, from your website or kiosk; indirect sales are made by resellers, both concierge or via API |
Referrer | URL of a web referrer |
Agent | name of an agent working for the reseller |
Shift Seller | name of the seller selling through a terminal, who started the shift |
Shift Cashier | name of the cashier selling through the backoffice or concierge portal |
Shift Location | name of the terminal location |
Shift Location Tags | tags associated with the location |
Seller | name of a seller; this seller can be different than the shift seller, see ‘Shift Seller’ above. You can assign a promoter, where street sellers are not allowed to sell directly to customers but can bring them to the terminal or box office to finish the sale. |
Seller Billing Account Code | code assigned to a seller for billing purposes |
Seller Tags | tags associated with the seller |
User | name of a user who made sales using a password (manager, finance staff, etc.) |
Location | name of the location where the sale was made from |
Location Channel | name of the channel which was used to make the sale at the location |
Outlet | name of the reseller outlet; outlets can be thought of as chains that can be assigned to a reseller |
Email Receipt | indicates whether an email receipt was sent to the customer |
Source | name of the source where the sale was made from |
Settlement | type of settlement method: Direct - the full amount was paid to you, Voucher - you need to settle the payment with a 3rd party, Deposit - a deposit was paid in the course of the transaction, Wholesale - the reseller paid you the wholesale price, Deferred - there is a balance remaining on the order |
Customer | customer full name |
Customer Contact | a summary of a customer’s contact information (full name, email address, phone number) |
Customer Tags | custom tags assigned to a customer, used for filtering |
Customer Salutation | how the customer wishes to be addressed, for example, Mr., Mrs. or Ms. |
Customer Full Name | same as ‘Customer’, see above, but the customer name is typed without spaces |
Customer First Name | customer’s first name |
Customer Last Name | customer’s last name |
Customer Company | customer’s company |
Customer Department | the department in which the customer works at their company |
Customer Title | customer’s work title at their company |
Customer Email | customer’s email address |
Customer Mobile | customer’s phone number |
Customer Age | customer’s age |
Customer Language | customer’s preferred language |
Customer Country | customer’s country of residence |
Customer Address | customer’s address (street name and number) |
Customer City | customer’s address (city) |
Customer Postal Code | customer’s address (postal code) |
Customer Notes | customer notes included at checkout |
Customer Tax ID | customer’s tax identification number |
Customer Tax Office | tax office to which the customer belongs |
Customer Marketing | indicates whether the customer subscribed to receive marketing communication |
Imported | indicates whether a gift card was imported |
Test | indicates whether a gift card is a test gift card |
IP Address | if a customer made an order through the web checkout, their IP address is shown |
User Agent | browser information if a sale comes through the web checkout |
Visitor Fingerprint | if a value is displayed, a visitor used fingerprint identification to pay for the order (if implemented) |
Delivery Method | delivery method of tickets (via email, sms, QR code, scan digital wallet, print tickets, do nothing) |
Currency | currency used to sell a product |
Transferred | indicates whether funds have arrived in the operation’s account |
Terminal | name of the terminal where the sale was made from |
ID | unique alphanumeric string identifying a gift card |
Order Balance | the amount due or overpayment of an order |
Latitude | the latitude of a virtual location (if set up) |
Longitude | the longitude of a virtual location (if set up) |
Gross Revenue | the amount of earnings before any deductions or taxes |
PAX | the number of passengers regardless of ticket type (tier) |
Total | the total amount paid |
Confirmed | indicates whether the gift card was successfully processed |
Confirmation Date | date of order confirmation |
Confirmation Time | time of order confirmation |
Gift Time | time of gift card purchase |
Redemption Date | date when the gift card was redeemed |
Redemption Time | time when the gift card was redeemed |
First Used Date | date when the gift card was first used |
First Used Time | time when the gift card was first used |
Expiry Time | time of gift card expiry; if no date is selected, the gift card is valid for a year to the minute |
Message | message from the customer, who purchased the gift card, for the recipient |
Label | unique flag associated with a gift card |
Tags | tags associated with a gift card |
Ledger Code | code automatically assigned to the order because it fulfilled defined by the ledger code |
Ledger Code Description | brief description of the ledger code rule |
Promotion | discount assigned to the sale of a gift card |
Promotion Code | custom code assigned to a promotion |
Reseller Reference | - |
Surcharge | the amount added to the total, like a booking fee |
Payment Fees | the amount charged for using certain payment providers |
Paid | the amount that was paid by the customer |
Refunded | the amount given back to the customer, for example, they paid more than the amount on the gift card |
Disputed | the amount of a credit card payment disputed by the customer |
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 |
Tax | the value amount of the tax percentage out of the total paid by the customer |
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. |
Revenue | the amount of earnings from the sale of a single ticket |
Balance | the difference between an amount due and an amount paid |
Status | status the of the invoice |
Reference | the invoice reference number |
Notes | invoice notes |
Destination | the destination where the invoiced services occurred |
Positive Receivable | amount owed to you by the reseller |
Negative Receivable | LAP transactions, amount you owe the reseller |
Date Field | designates what date the invoice period is based on, booking vs travel date |
Invoice Time | the time when the invoice was created |
Invoice Date | the date when the invoice was created |
Date From | the start date of the invoice period |
Date To | the end date of the invoice period |
Due On | due date of the invoice |