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In the Payment settings section we will cover the following issues:
Configuring invoice print-out settings
With GP Travel Enterprise you can customize the parameters that are used to generate invoices. General parameters are set by default in the system; however, you can configure them individually:
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by default, all invoices are numbered from 1. However, you change the invoice numbering from any other number. |
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if you click issue invoices for services, you will be able to issue separate invoices for each service within one reservation. If you click issue single summary invoice, you will be able to issue one invoice for a reservation that includes several services. |
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if the field is empty one invoice is issued. Select this option to issue separate invoices for cancellation fees and for credit notes (for more information see Invoices). |
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a template for the invoice header. |
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a template for the header of the credit note. |
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a template for the header of the Invoice for cancellation charges. |
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bank details necessary for issuing an invoice. Note: When generating invoices and receipts, the company details that you specify on the My |
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in the comment box you can enter a phrase template {due date} for setting payment deadline that is displayed on the invoice. You can set payment deadlines in two ways: specify certain period after the event (for example, 3 days after the invoice is issued) or before the event (for example, not later, than 7 days before the check- in) within which the invoice should be paid. |
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a number of days after some event (for example, invoice issuing), during which the invoice must be paid. |
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select basic currency or the supplier’s currency or both. If the invoice is issued in currency other than the basic currency the conversion cross-rate should be also specified. |
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Downloaded image is displayed at the bottom of the invoice’s last page (if your company is a service supplier).
Note 1: The uploaded image is displayed on all issued invoices, including general invoices, credit
notes and invoices for cancellation charges.
Note2: For the square images a template of 145145 pixels is applied, for rectangular images a
template of 145555 pixels is applied.
Configuring VAT
In order to make correct financial payment between a Tour operator and Travel agencies, you can calculate prices of services, including the value added tax, and view information about VAT in the invoices that are issued to a customer.
Particularly, a user can:
Add the corresponding VAT payer’s number to the profile of your company and of your partners.
Specify if VAT should be added to the services price and show that in the invoices accordingly.
Set different VAT rates for calculating Tour operator’s final prices and amount of commissions.
Set different VAT rates for different countries and products (for example, you can set the VAT rate to 14% for local products that are sold in the country you reside in and 0% for ones sold in the external market).
Calculate Tour Operator’s and Travel Agency’s prices with markup and VAT.
Issue invoices to a Travel Agency, that are generated in accordance to the VAT rates.
To include VAT into product price, you should create a VAT plan and define it in the contract settings.
To create a new VAT plan,
On the Finance menu, click Payment settings.
Go to the VAT tab.
On the VAT tab, click Create. The New VAT Plan window appears:
Enter the VAT plan name.
Specify the VAT rate if you plan to use single VAT rate for all the countries, suppliers and products. Or click the Add icon to differentiate the rates.
You may differentiate the VAT rates by:Suppliers
Countries
Product types
Tag groups
Consequentially specify suppliers, countries, product types or tag groups.
Click Apply.
Specify the VAT values for every selected parameter and click Save.
For example, if you are using the VAT rate of 14% when selling inside the country (hotels, located in Germany) and 0% for external (hotels, located outside of Germany), the VAT calculation plan should be as shown below:
Configuring Payment Plans
Since clients of tour operator that bought your service for further sale (travel agents and tourists that bought services via B2C web-site) don’t have possibilities to manage settlement of accounts of this tour operator with its supplier in the context of payments settled in the contract between tour operators, it’s necessary to specify either one and only method of payment or some mutually exclusive methods of payment (e.g. in the case when your first specified method have effect only till occurrence of penalty period, and the second - after its occurrence).
It enables to avoid B2B-users of system release from occasion for selections payment method. In case payment plan was built in such a way that two or more payments methods could be used simultaneously, the system will select method in a random way.
First we will dwell on the configuration of payment plans for customers who buy your services and do not have access to the contract settings between the tour operator and the supplier. These customers usually include travel agencies and end customers who buy your services via B2C web-site.
To create a new payment method,
On the Finance menu, click Payments Settings and go to the Payment Plans tab.
Click Create. The Payment Plan page appears.
Enter the name of a payment plan.
Add payment methods available within the payment plan.
Specify for which clients the payment plan is available - TO 1, TO 2, or both.
Click Save.
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Note: select the default check box if you want this payment method to be applied as default. |
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Adding Payment Method to a Payment Plan
To add a payment method to a payment plan,
Click Add. The Add Payment Method window appears:
Select the required payment method.
Click Add. The payment method is added and displayed in the list of payment
methods.
Editing Payment Plans
To edit a payment plan,
On the Finance menu, click Payments Settings and go to the Payment Plans tab.
Click the required payment plan.
On the Payment Plan page, click Edit to switch to editing mode.
Make necessary corrections.
Click Save.
Deactivating Payment Plans
To deactivate a payment plan,
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Click the required payment plan.
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Clear the Active check box.
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Click Save. The payment plan is deactivated and moved to archive.
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Setting Payment Methods
It is necessary to configure payment plans and methods for customers who buy your services and do not have access to the contract settings between the tour operator and the supplier.
To create a new payment method,
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Click Create. The Payment Method page appears.
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Fill in the information in three sections:
General settings
B2B settings
B2C settings
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Click Save.
Specifying General Settings
In the General Settings section, specify the parameters dealing with the reservation, generating invoices, application conditions and travel services.
Specify the name of a payment method and enter its description. The description is used only for the purpose of convenience and is not displayed to customers.
In the Application conditions group, specify when the payment method is available:
always
when one of the conditions triggers
when all of the conditions trigger
Specify the conditions that limit payment method availability:
Credit limit: select the check box in order to specify whether the payment method is applicable if credit limit is not enough.
Cancellation fee: select the check box to set the period of time before the cancellation fees are applied during which the payment method is available.
Number of services: specify the minimal or maximal number of services a reservation should contain for the payment method to be available.
In the Apply conditions group, specify if the payment method is applied for settlements between a tour operator and their customers or between a supplier and a tour operator.
In the Use for products group, specify for which products the payment method us available.
In the prepayment Settings group, specify whether prepayment is required for the method and if it is required - specify its value.
In the Invoicing Rules group, specify the rules for automatic issuing of invoices both for the settlements between a tour operator and travel agencies and between a tour operator and end customers.
In case you allow automatic issuing of invoices, specify if an invoice is issued for a reservation, services withing reservations, or prepayment.
Specify the time when the invoice is to be issued: immediately after booking or the specified number of days before the cancellation fee is applied.
Additionally select the revoke invoices check box in order to suspend invoice print-out in case the reservation is canceled.
In the Automatic payment group, specify if the automatic payment from deposit is allowed for the payment method. In case it is allowed, specify whether it should be validated or not.
In the Automatic cancellation conditions group, specify the services and the terms of autocancellation:
Click
. The additional form appears. Click All products to limit the product range for which the autocancellation is available.
Specify the rules for autocancellation (e.g. 2 days before the cancellation fee is applied)
🗒 Terms of using automatic cancellation for unpaid services are proved for each contract, as the result the hardest terms provided are used. For example, if a service was paid according to the second contract and time of automatic cancellation of the reservation is approaching under the unpaid contract, such order will be automatically canceled.
In the Payment group, select the type of the payment method and the payment method itself. Additionally you can add commission.
Specify whether the applied invoice print out and ticket issuing configurations are available for travel agencies, B2C users and corporate clients.
Click Save and proceed to the the b2B settings tab.
B2B Settings of Payment Methods
In the B2B settings section, configure the payment method for B2B clients.
Enter the payment method description to display for customers.
Specify for which client types payment method is available.
Specify for which action the payment method is available - booking or saving reservation.
Click Save and proceed to the B2C Settings section.
B2C Settings of payment Methods
In the B2C settings section, configure the payment method in relation to the b2C
customers.
Enter the payment method description.
Select which template is to be used for a receipt for the payment method.
Specify the availability of a payment method for certain types of B2C users.
Select a user level from the drop-down (e.g. registered user) and click Add. The additional form appears.
Specify the type of verification (captcha or e-mail verification) required for this user level to book or save a reservation.
Enter the text to use for e-mail notifications for different reservation statuses.
Click Save. The payment method is created is displayed in the list of payment methods.
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