Supplier Agreements And Payment Rules For Supplier Accounts

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 create supplier agreements for a supplier Account

  1. You can learn how to create a new supplier Account in the Supplier Accounts article.
  2. To create a payment rule for an existing supplier Account, log into Kaptio Travel and click the Accounts tab at the top of your screen.
  3. In the View field, select Suppliers from the dropdown menu and click Go to see all existing supplier Accounts in alphabetical order.
  4. You can find a specific supplier Account by clicking the letters of the alphabet in the top right hand corner of your screen, Alternatively you can also type the first few letters of the supplier Account  in the search box at the top left hand corner of your screen and click search.
  5. Click on the relevant supplier name and the supplier Account overview screen will appear:
  6. Click Supplier Agreements at the top of your screen to be directed to the supplier agreements section.  Alternatively you can scroll down on the overview screen.
  7. Click New Supplier Agreement and the following screen will appear:
  8. Under Account, the relevant supplier name will appear by default.
  9. Under Valid From, today’s date will appear by default. You can amend this date if relevant. When the rule is evaluated within an itinerary, the valid from date is interpreted as the booking date of the itinerary.
  10. Under Valid To, enter the end date of this supplier agreement. If left blank, the agreement will be valid unlimited.
  11. Under Business Unit, select All Business Units or a specific Business Unit from the drop down menu.
  12. Under Agreement Type, select Net Rate or Commission from the dropdown menu.
  13. Once you have entered all details, click Save and the following screen will appear:

How to create payment rules for a supplier Account

Under payment rules you can define the type of invoices relevant to each supplier and the created payment rules will then control the supplier invoice types for related Items on confirmed Itineraries. If you do not create supplier specific payment rules, then the default under App Settings will apply:

Salesforce - Enterprise Edition - Google Chrome 2017-06-14 12.18.35.png.

Billback invoices
  1. On the supplier specific overview screen, click Supplier Agreements at the top of your screen to be redirected to the supplier agreements section.  Alternatively you can scroll down on the overview screen.Business Account_ Blue Lagoon ~ Salesforce - Enterprise Edition - Google Chrome 2017-06-14 12.24.08.png
  2. Click on the relevant supplier agreement and the following screen will appear:
  3. Click New Payment Rule and the following screen will appear:
  4. Under Type, select Billback. 
  5. Under When, select how many days after travel the payment is due to the supplier.
  6. Once you have entered all details, click Save and you can now see the created payment rule under the supplier agreement details as follows:
Prepaid invoices (deposit and balance payments)
  1. On the supplier specific overview screen, click Supplier Agreements at the top of your screen to be directed to the supplier agreements section.  Alternatively you can scroll down on the overview screen.Business Account_ Blue Lagoon ~ Salesforce - Enterprise Edition - Google Chrome 2017-06-14 12.24.08.png
  2. Click on the relevant supplier agreement and the following screen will appear:
  3. Click New Payment Rule and the following screen will appear:Salesforce - Enterprise Edition - Google Chrome 2017-06-14 11.54.45.png
  4. Under Type, select Deposit (Percentage) or Deposit (Amount). 
  5. Under Value, enter the deposit percentage or amount. If you select Amount, you can also define whether the amount is per person or per booking.
  6. Under When, select how many days after booking the deposit payment is due to the supplier.
  7. Once you have entered all details, click Save.
  8. Repeat the same process for the balance payment. This time under When, select how many days before travel the balance payment is due to the supplier.
  9. Once you have entered all details, click Save and you can now see the created payment rules under the supplier agreement details as follows:Supplier Agreement_ Jun 2017- ~ Salesforce - Enterprise Edition - Google Chrome 2017-06-14 12.01.09.png