Trips - How to Create a Supplier Bill

1.  First, Navigate to the Lead Booking where the Financials need to be Updated.

2.  Next, Navigate to the Trips tab located within the Lead Information section. Then, select the specific Trip you wish to add Financial details to, by clicking on the name.

3.  In the Trip Information, if not already, change the status to Confirmed, this step connects the trip financials to the Lead Financials Page.

4.  With the Status changed to Confirmed, click View Lead to update the Sales Stage.

5.  Ensure in the Leads Status Info section, the Sales Stage is set to "Closed Won", or, if confirming a trip deposit select "Booking Confirmation".

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6.  Next, Click on the Financials Tab to move into the Costs for the Trip.

7.  Under the Supplier Bills section, you have two options, 

1. You can Manually Add bills for any of the services, 

   •     Jump to Manually Added Bill section

2. If the Suppliers are set up with the Deposit and Final payment schedules, clicking the "Generate Supplier Deposit Final" button will automatically generate the bills for you.

At a glance from left to right, you can identify payment dates, if the bill has been paid or not, if it is a Deposit or Final payment and what method of payment is expected. To the right is the currency, conversion rates and total amounts for the suppliers.

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8. To setup your Companies Supplier Deposit and Final settings so you may use the Generate Supplier Deposit/Final button, navigate to Company Profile. Near the bottom of the page you'll find the 

• Deposit Bill Percent - This determines the deposit amount. If your suppliers do not require deposits, you can set this to 0 and the full amount will be due on the final bill.

• Final Bill Due (Days before trip) - This determines when the final supplier bill will be scheduled. For example, if your final bill is due on the trip start date, you can set this to 0. for one week before the trip start date, set this to 7.

9. Along with Company-wide terms, you can also set terms for Individual Suppliers.

Note: If specific terms are set for a Supplier those will be used when generating bills, otherwise your company-wide defaults will be used.

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10. Here is an example of a Manual Bill  being added to the Supplier Bills. Fill in the general information for the bill, and by clicking on the Lightning bolt at the Bottom next to Amount, this will automatically calculate the conversion rate, if any. Clicking Save will append the charge to the Supplier Bills.  

11. Add Bill to Lead Fields

• Status

  • Unpaid - Bill has not been paid yet

  • Reconciled - Bill has been paid and tied out

  • Scheduled - Bill has been scheduled to be paid

  • Paid - Bill has been paid for
    
    

• Type

  • Deposit - Partial payment to Supplier as a Deposit

  • Final - Final Payment to the Supplier

  • Credit - If Supplier has applied a credit to your account (example: a refund or cancelled trip) you would mark the Bill Type as Credit

Admin: To add or edit Bill Types, navigate to Company Profile >> Lists >> Bill Type or click How to Edit Basic Lists for step by step instructions.

• Supplier - Choose the Supplier that is associated with the Bill (should match with the Trip Cost). If a Supplier is not in your system, see How to Create a Supplier to add them to your database.
  
  

• Partner - This option will only appear if you do not add a Supplier. The Partner option is used if you are working with a Travel Agent rather than a Supplier and need to associate a Bill with a Partner.
  
  

• Payment Method

  • Credit Card

  • Wire

  • Check

  • Cash

  • Flywire
    
    

Admin: To add or edit Payment Methods, navigate to Company Profile >> Lists >> Payment Method or click How to Edit Basic Lists for step by step instructions.

• Bill Date - Choose the appropriate Bill Due Date for this specific bill
  
  

• Currency - Choose the currency that a Trip Cost is quoted in by the supplier

Admin: To add or edit Currency Types, navigate to Company Profile >> Lists >> Currency or click How to Edit Basic Lists for step by step instructions.

• Conversion Rate - This is the rate used to convert the original currency of costs into USD
  
  

• Amount ORG - This is the NETT Amount associated with the Trip Cost that is Owed to the Supplier in the bill's original currency
  
  

• Amount USD - Clicking the Lightning Bolt calculates the Total Amount in USD) once you have filled out the Currency and Original Amount
  
  

• Notes - Internal noes that allow you to write any details pertaining to the bill