General Information
GP Travel Enterprise gives you extended possibilities for managing invoices. After invoicing, you can view all the invoices, both issued for your clients and requested from suppliers, and pay, download, or cancel them.
To view the list of invoices:
On the Finance menu, click Invoices.
On the Invoices page, the invoices are arranged on two tabs:
To view the tour operator’s invoices, stay at the Tour operator invoices tab.
To view the travel agency’s invoices, go to the Agency invoices tab.
Both, tour operator and agency invoices, are further subdivided into two broad categories: invoices to customers and invoices from suppliers.
Tour operator invoices
Tour operator invoices are related to the reservations that are created by travel agencies from your agent network.
Invoices to customers: invoices that you issue for your travel agencies.
Invoices from suppliers: invoices you receive from your suppliers – travel service consolidators or directly contracted suppliers.
Agency invoices
Agency invoices are the invoices related to the reservations created by your internal travel agencies.
Invoices issued to customers: invoices that you issue for your customers (individuals who buy travel services in your travel agency).
Invoices issued by suppliers: since your tour operator acts as a supplier of your internal travel agency, this tab remains blank.
Viewing invoices
In GP Travel Enterprise there are several ways to view invoices:
On the Reservation page:
After invoicing the reservation form displays the Invoice Issued status and the Show Invoices link appears. Click the link to go to the Invoice List tab:
Through the Finance menu:
To view the list of issued invoices, on the Finance menu, click Invoices and then go to the Tour Operator Invoices or Travel Agency Invoices tab. Here you can view the invoices issued to the customers and the invoices received from the suppliers. Click the name of an invoice to open it in a separate window as a PDF-file.
Searching for invoices
To search for invoices:
On the Finance menu, point to Invoices. The Invoices page appears.
On the Invoices page, use the search form at the top of the page:
Fill in the following search criteria:
Date: specify the date or the period when the invoice was issued.
Pay date: specify the date when the invoice is to be paid.
Booking number: specify the number of the reservation to which the invoice relates.
Customer: specify the customer’s name for which the invoice is issued.
Original Currency: select the original invoice currency.
Invoice name: specify the name of the invoice.
Supplier: specify the supplier from which the invoice is received.
Status: specify the invoice status (paid, invoiced, overdue, etc.)
Click Search to initiate the search process.
After the search process is finished the invoices that suit the search criteria are displayed in the table.
In the Status column, the invoice payment status is displayed. There can be the following options:
Paid: the invoice payment has been confirmed.
Invoice Issued: all invoices for the order are issued, but the order is unpaid – partially or completely
No Invoice: no invoices for this order are issued yet or the changes that require a new invoice are made.
Invoice Incomplete: the order contains several services, and there is no invoice for at least one of them.
Payment is Overdue: the order is not paid for.
Tip: point to the icon displayed in the Status column to view the invoice status.
Issuing Revise acts for invoices
Several invoices can be issued for one reservation. For instance, an invoice for the first booked service, and a separate invoice for the second service that is booked later. However, it might be inconvenient to pay such invoices. To obtain general calculation for the selected invoices, you can request a reconciliation
statement.
The reconciliation statement includes only unpaid invoices and can be generated with rates recalculated in basic or any other currency. Currency rates of the day when the statement is generated are selected by default, but you can choose any other date.
The reconciliation statement is not saved to the system. To generate and download revise act:
On the Finance menu, click Invoices.
Go to the Tour Operator Invoices or Agency Invoices tab.
Select the required invoices:
Click Download the revise act. The Calculator window appears:
In the window, specify the date, select the currency and set the exchange rate in relation to the original currency of the invoice, as well as select the revise act format (PDF or Excel) and click Continue. The revise act is opened in a separate window for the PDF format or downloaded to your computer in Excel format:
