Reseller Invoicing and Reporting
Invoicing and managing payments with your resellers becomes exponentially more difficult the more resellers you have. Invoices are generated by the supplier and are visible to each reseller on their dashboard.
In the Ventrata dashboard, go to Resellers > Invoices .
Press the + New Invoice button.
Enter an invoice reference or note.
Select the reseller for whom the invoice is generated.
Select the start ('Date from') and end ('Date to') dates to mark the invoice period.
Select the date when the invoice is due ('Due on').
Select what date the invoice period is based on:
Booking Date - include bookings based on the dates they were made
Travel Date - include bookings based on the dates they were booked for
Select the currency in which the invoice is generated.
Select one or both receivables, which are included in the invoice.
Positive Receivable - amount owed to you by the reseller
Negative Receivable - LAP transactions, amount you owe the reseller
Select which bookings are included in the invoice.
Press the Create Invoice button.
New invoices are listed on the Invoices page in Draft status, which are not visible to resellers. To make invoices visible to resellers, they need to be confirmed.
Select an invoice from the list of draft invoices.
Press the Confirm button.
The status of the invoice changes to Confirmed and is visible to the reseller.
Select any invoice from the list of invoices.
Press the Print button. The following documents can be printed:
Invoice - a legally binding document, which demands payment; an invoice lists products sold by the reseller with any taxes applied to the sale in the selected time period
Statement - a summary of transactions in the selected time period
Sales List - only lists products sold in the selected time period
Each Invoice and Statement document includes a header with the following information:
Supplier Logo
Supplier Billing Details - as entered in the Supplier details
If Destination Billing Details are filled in, these will override Supplier Billing Details.
Reference - an invoice reference automatically generated by Ventrata
Notes - these are your notes added in step 3. of the Generate a New Invoice chapter; these can be either notes or an internal invoice reference
Date - date the invoice was generated, either automatically or manually
Period - indicates whether the items on the invoice are selected based on booking or travel date; step 7. of the Generate a New Invoice
Period From - date from which invoiced items are included; the list of included items depends on whether 'Booking' or 'Travel Date' was selected in step 7. of the Generate a New Invoice
Period To - date until which invoiced items are included; the list of included items depends on whether 'Booking' or 'Travel Date' was selected in step 7. of the Generate a New Invoice
Due On - date by which the invoice must be paid
Status - status of the invoice
Reseller Code - internal reference as entered in the reseller details
Company Name - reseller name as entered in the reseller details
Company Number - reseller phone number as entered in the reseller details
Billing Details - can include Tax ID, Contact, Address, Email as entered in the reseller details
An itemised list of products sold in the invoicing period is listed below the header and reseller/supplier logo, followed by the tax applied to each unit price.
Supplier Billing Terms are displayed below the itemised list.
If Destination Billing Terms are filled in, these will override Supplier Billing Terms.
Depending on the type of receivable, you can mark your invoices as paid, either by having received the amount owed by the reseller or by having paid out the amount you owe to the reseller.
A positive receivable indicates the amount a reseller owes you. Once the reseller paid the invoice, you can indicate this transaction by selecting the appropriate invoice, and press the PAY IN button.
Select the payment method to indicate how the invoice was paid, add payment notes to keep a record of how the transaction was made and press the Create Transaction button.
A negative receivable indicates the amount you owe the reseller. Once you paid the amount, you can indicate this transaction by selecting the appropriate invoice, and press the PAY OUT button.
You can select 'Card Payment' if a credit card is paired with the supplier account in the Ventrata dashboard.
Select the payment method to indicate how the invoice was paid, add payment notes to keep a record of how the transaction was made and press the Create Transaction button.
Whenever you open an invoice, there are several actions that can be performed in addition to the ones listed above:
Press the EDIT INVOICE button to edit any section set up during the invoice creation.
Press the BOOKINGS button to view all associated bookings listed in the invoice.
In addition to booking, the invoice includes any extras, gift cards, etc. Includes from packages are listed separately.
Press the EMAIL INVOICE button to email the invoice to multiple recipients delimited by a colon ','; the email contains a break down of the invoice, the invoice in PDF format and the sales list in XLSX format.
Press the SALES LIST button to download the sales list in CSV, XLSX or PDF format.
Press the UN-CONFIRM button to remove the invoice from the reseller's dashboard.
Generate a New Invoice
In the Ventrata dashboard, go to Resellers > Invoices .
Press the + New Invoice button.
Enter an invoice reference or note.
Select the reseller for whom the invoice is generated.
Select the start ('Date from') and end ('Date to') dates to mark the invoice period.
Select the date when the invoice is due ('Due on').
Select what date the invoice period is based on:
Booking Date - include bookings based on the dates they were made
Travel Date - include bookings based on the dates they were booked for
Select the currency in which the invoice is generated.
Select one or both receivables, which are included in the invoice.
Positive Receivable - amount owed to you by the reseller
Negative Receivable - LAP transactions, amount you owe the reseller
Select which bookings are included in the invoice.
Press the Create Invoice button.
Confirm Invoices
New invoices are listed on the Invoices page in Draft status, which are not visible to resellers. To make invoices visible to resellers, they need to be confirmed.
Select an invoice from the list of draft invoices.
Press the Confirm button.
The status of the invoice changes to Confirmed and is visible to the reseller.
Print Invoices
Select any invoice from the list of invoices.
Press the Print button. The following documents can be printed:
Invoice - a legally binding document, which demands payment; an invoice lists products sold by the reseller with any taxes applied to the sale in the selected time period
Statement - a summary of transactions in the selected time period
Sales List - only lists products sold in the selected time period
Each Invoice and Statement document includes a header with the following information:
Left Column
Supplier Logo
Supplier Billing Details - as entered in the Supplier details
If Destination Billing Details are filled in, these will override Supplier Billing Details.
Right Column
Reference - an invoice reference automatically generated by Ventrata
Notes - these are your notes added in step 3. of the Generate a New Invoice chapter; these can be either notes or an internal invoice reference
Date - date the invoice was generated, either automatically or manually
Period - indicates whether the items on the invoice are selected based on booking or travel date; step 7. of the Generate a New Invoice
Period From - date from which invoiced items are included; the list of included items depends on whether 'Booking' or 'Travel Date' was selected in step 7. of the Generate a New Invoice
Period To - date until which invoiced items are included; the list of included items depends on whether 'Booking' or 'Travel Date' was selected in step 7. of the Generate a New Invoice
Due On - date by which the invoice must be paid
Status - status of the invoice
| Status | Description |
|---|---|
| Void | cancel an invoice; by default, 'Void' status is not pre-selected, to view void invoices, press the 'Status' column header and tick the 'Void' checkbox |
| Draft | the invoice has been generated but not yet confirmed by the supplier, see Confirm Invoices |
| Confirmed | the invoice has been confirmed by the supplier and the reseller can see the invoice in their dashboard, see Confirm Invoices |
| Paid | the invoice amount has been paid by the reseller or supplier depending on the receivable type on the invoice, see step 9. of the Generate a New Invoice chapter |
| Overdue | the invoice has not been paid as of the 'Due on' date |
| Un-invoiced | transaction not yet invoiced; this status is not typically used |
Reseller Code - internal reference as entered in the reseller details
Company Name - reseller name as entered in the reseller details
Company Number - reseller phone number as entered in the reseller details
Billing Details - can include Tax ID, Contact, Address, Email as entered in the reseller details
An itemised list of products sold in the invoicing period is listed below the header and reseller/supplier logo, followed by the tax applied to each unit price.
Supplier Billing Terms are displayed below the itemised list.
If Destination Billing Terms are filled in, these will override Supplier Billing Terms.
Pay In or Out Invoices
Depending on the type of receivable, you can mark your invoices as paid, either by having received the amount owed by the reseller or by having paid out the amount you owe to the reseller.
Positive Receivable
A positive receivable indicates the amount a reseller owes you. Once the reseller paid the invoice, you can indicate this transaction by selecting the appropriate invoice, and press the PAY IN button.
Select the payment method to indicate how the invoice was paid, add payment notes to keep a record of how the transaction was made and press the Create Transaction button.
Negative Receivable
A negative receivable indicates the amount you owe the reseller. Once you paid the amount, you can indicate this transaction by selecting the appropriate invoice, and press the PAY OUT button.
You can select 'Card Payment' if a credit card is paired with the supplier account in the Ventrata dashboard.
Select the payment method to indicate how the invoice was paid, add payment notes to keep a record of how the transaction was made and press the Create Transaction button.
Additional Actions
Whenever you open an invoice, there are several actions that can be performed in addition to the ones listed above:
Press the EDIT INVOICE button to edit any section set up during the invoice creation.
Press the BOOKINGS button to view all associated bookings listed in the invoice.
In addition to booking, the invoice includes any extras, gift cards, etc. Includes from packages are listed separately.
Press the EMAIL INVOICE button to email the invoice to multiple recipients delimited by a colon ','; the email contains a break down of the invoice, the invoice in PDF format and the sales list in XLSX format.
Press the SALES LIST button to download the sales list in CSV, XLSX or PDF format.
Press the UN-CONFIRM button to remove the invoice from the reseller's dashboard.
Updated on: 02/04/2024
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