🔐 Required Role Permissions: Bookings, Operator Invoices, See Bulk Action
🔓 Optional Role Permissions: Save Searches, Data Export, Generate Reports
📒 NOTE
Ventrata does not actually create operator invoices. Typically, operators invoice the supplier for the sales made. The operator invoicing functionality in Ventrata collects bookings for which the supplier is invoiced for and provides documentation for accounting and financial reporting.
There are two ways to generate operator invoices:
Manual - operator invoices are created by manually selecting bookings to be included in the invoice
Automated - operator invoices are created periodically, based on the schedule set in the operator details.
Generate Operator Invoice Manually
Generate Operator Invoice Manually
📗 TIP
Before you begin, it is recommended to create a view in the Bookings table that matches your workflow and save it as a search.
In the Ventrata dashboard, go to Bookings > Bookings.
Bookings
Go to Saved Searches > [your operator invoice table view].
📗 TIP
If you need guidance on working with saved searches, follow this article.
Saved Searches
Select the bookings which will be included in the invoice.
Press the 'Bulk Actions' option.
Select 'Operator Invoice'.
Operator Invoice
If products of the selected bookings have an associated cost rate, it will be displayed at the top of the window.
Cost
To save the cost value, enter it in the 'Total' field.
Total
📒 NOTE
If costs are not recorded at the product level, they are not displayed. However, to generate the invoice, you must enter a value in the field. Make sure this value matches your accounting records.
Enter a reference for the invoice.
Invoice Reference
You can include notes, for instance, method of payment.
Notes
Press the Operator Invoice button to generate the invoice.
Operator Invoice
Go to Products > Operator Invoices.
Operator Invoices
The operator invoice is created in the Operator Invoices table.
Operator Invoices
Select the invoice to make any necessary changes.
Select Invoices
Then press the Update Operator Invoice button so save your changes.
Update Operator Invoice
You also have the option to view the included bookings in the Bookings table by pressing the Bookings button,
Bookings
or delete the entire invoice by pressing the Delete button.
Delete
Generate Operator Invoice Automatically
Generate Operator Invoice Automatically
In the Ventrata dashboard, go to Products > Operators.
Operators
Select an existing operator.
Scroll down the operator form and check the 'Automatic Invoicing' box.
Automatic Invoicing
Select based on which date operator bookings are invoiced
Travel Date - the booking is included in the invoice if the travel date falls between the invoicing period
Booking Date - the booking is included in the invoice if the booking is made within the invoicing period
Redemption Date - the booking is included in the invoice if the booking is redeemed within the invoicing period
Invoice Date Field
Select how often operator invoices are generated.
Select which day of the week or month operator invoices are generated.
Invoice Period
Press the Update Operator button to save your changes.
Update Operator
Go to Products > Operator Invoices.
Operator Invoices
Once the invoice period elapsed, the operator invoices are generated.
📒 NOTE
Invoices for past bookings of the same operator are generated retrospectively.