Supplier payments

Supplier payments feature allows you to manage and track the process of paying your suppliers. Once you have set up the payment terms for suppliers, you can keep track of payment details for all confirmed bookings for each itinerary and you can modify/change the payment details for supplier payments in the itinerary.

Booking items will only appear in the Payments>Supplier Payments subtab for Suppliers with active Payment terms or for Items with confirmed Booking status assigned. Payment Terms help file is here.

Generate and view supplier payments for an itinerary

1. Create an Itinerary.
2. Add booking items to the Build tab.
3. Navigate to the Bookings to update booking item status to a confirmed booking status if payment terms do not relate to a payment Due Date.
4. The below Booking status are considered confirmed statuses:
   • Booking confirmed
   • Amendment confirmed
   • Cancellation confirmed with fee
   • Provisional Hold
5. To view upcoming payments select the Payments tab then click on the Supplier Payments subtab.
6. To confirm a supplier payment is Paid, select the more option icon and click Edit.
7. Edit the supplier payment modal with the following fields and click Save when finished.
   • Invoice number – User can enter the Invoice number provided by the Supplier
   • Due date – This is auto filled based on the Payment schedule, but it can be edited
   • Amount due – This is auto filled and pulled from the Itinerary Pricing section. It can be edited but edits should happen on the Pricing tab and the Refresh payments should then be clicked.
   • Amount paid – This is the total amount paid if multiple supplier payments are made.
   • Date paid – Can be edited and/or updated.
8. Once saved the payment status for each Item will displayed. The Statuses are:
   • PARTIAL – will display when a payments is for less than the Amount due
   • PAID – will display when a payment exactly matches the Amount due
   • OVERPAID – will display when a payment is for more than the Amount due
   • OVERDUE – will display when no payment is recorded past the Due date

Refresh Payments

There are times when Itinerary Booking prices or the Supplier Payments term is changed which needs to be reflected in the Itinerary-> Payments section. The Refresh payments button allows the User to fetch the updated prices from the Itinerary-> Pricing into the Itinerary-> Payments-> Supplier payments records and the Payment Due date based on the Supplier Payment terms

To fetch the updated Booking price or the Payment due date, follow the below steps:

1. Tick 1 or more payment lines or Select all and the Refresh payments button will become active
2. Select Refresh payments
3. Review the dialog box, then click Refresh
4. Tourwriter will fetch the updated price from Itinerary-> Pricing and the Due date will be fetched based on the Supplier payment terms.

Note: Only unlocked Payment records having Booking status as Booking confirmed or Booking Provisional or Amendment confirmed or Amendment Provisional or Cancellation confirmed with fee and will be refreshed.

Deleting Payment record

You can now delete a Payment record if the Traveler wishes to cancel the Booking after it was Confirmed. To delete a Payment record, click the 3 dots on the right and select Delete.

Note: You can only delete Payment record if the following conditions are met:

• Booking status should not be Availability Confirmed or Availability Provisional or Availability Waitlisted or Booking confirmed or Booking confirmed from allotment or Booking Provisional or Booking Waitlisted or Amendment confirmed or Amendment Provisional or Amendment Waitlisted or Cancellation confirmed with fee
• Payment record should not be locked
• There should not be any Amount paid