Checking Supplier Invoices Against Itinerary Costings

The following types of supplier invoices are most used within Kaptio Travel:

  • Billback invoice – It is the supplier’s responsibility to send the invoice to the agent and the payment is due after the client’s travel date. This option usually applies to net rate agreements.
  • Prepaid invoice (deposit and balance payments) – It is the supplier’s responsibility to send a deposit invoice to the agent as soon as a booking has been made. The balance payment can then be due before or after the client’s travel date.
  • Billback self-bill invoice – It is the agent’s responsibility to send the invoice to the supplier. This option usually applies to commission agreements, but can also be used for net rate agreements.

NOTES:

In order to create a supplier invoice for a booking, the default payment rules have to be defined under App Settings. You can learn how to create default payment rules in the App Settings General Information article.

Supplier specific agreements and payment rules can also be defined for supplier Accounts.

Supplier agreements and payment rules can be amended. Any changes will not affect existing supplier invoice lines on confirmed Itineraries.

It is only possible to create supplier invoices for Itineraries which have been converted to bookings.

How to check supplier invoices against costings on a confirmed Itinerary

  1. Confirm the relevant Itinerary. You can learn how to do this in the Confirming an Itinerary article under Itinerary Management.
  2. Click Supplier Invoices on the left hand side of your screen. Once you have confirmed an Itinerary, you will see the different supplier invoice details by supplier with the total invoice amounts for all Items belonging to one supplier. On the right hand side of each supplier you can see the payment rule for that supplier:
  3. Click on the supplier name to see the individual supplier invoice lines for each Itinerary Item belonging to that supplier.
  4. The following is an example where the invoice type under the supplier agreement payment rules is Deposit and Balance.
  5. The following is an example where the invoice type under the supplier agreement payment rules is Billback:
  6. If all Items and net rates have been allocated to the Itinerary costings screen correctly, the individual supplier invoice lines will match the actual invoice you have received from the relevant supplier.