Documentation/ Document types/ Tourism invoices
Tourism invoices
A travel agency does not buy goods: it buys services and resells them, and its margin is the commission. Tourism accounts work with a set of fields of their own — the booking reference, the check-in date and the three amounts that make up a sale — and with a different Documents menu.
Side menu › Documents › Supplier Invoices · Sales Invoices
On this page
What changes on a tourism account
The Documents block of the menu is not the standard one. The general lists give way to two groups, one for what is bought and one for what is sold:
| Menu group | Entries | What it holds |
|---|---|---|
| Supplier Invoices | Supplier Inv. Items · Supplier Inv. Documents | The invoices received from hotels, wholesalers, carriers and other service suppliers. Two ways of looking at the same thing. |
| Sales Invoices | Sales Documents | The invoices issued to the client, broken down into sale price, commission and net price. |
In exchange, the lists that make no sense here do not appear: purchase and sales delivery notes, expense invoices, standard sales invoices and the received-products table. An agency takes delivery of no goods, so there is no delivery to evidence and no stock to follow.
Underneath, the document types are the usual ones: a supplier invoice is a purchase invoice and an invoice to the client is a sales invoice. What changes is which fields are read, which columns are shown and how the status is followed.
Supplier invoices: two views
The two menu entries show the same documents with a different unit of reading:
| Entry | A row is… | What it is for |
|---|---|---|
| Supplier Inv. Documents | A whole invoice. | Checking the header: supplier, dates, net, total and status. |
| Supplier Inv. Items | One line of an invoice. | Working service by service, each with its KTS code, and filtering or searching by booking. |
The line view is the one an agency uses day to day: a wholesaler's invoice carries several bookings, and what has to be reconciled is each one, not the document total.
The KTS code
This is the field particular to the sector: the reference under which each service is identified in the agency's own system. It appears in two places, and it is not the same thing in both:
| Where | What it is |
|---|---|
| On the line of a supplier invoice (the KTS Code column in Supplier Inv. Items) | The booking that particular service belongs to. It can be typed and corrected by hand in the line editor. |
| On the header of a sales invoice (the KTS Code column in Sales Documents) | The booking that document invoices. It takes the place the invoice number takes on every other account. |
It is what brings the two halves of an operation together: what it cost, spread across the lines of the suppliers' invoices, and what was charged, on the sales invoice for the booking.
Sales: the agency commission
On an agency sale the amount is not one figure but three. The sales list shows them in columns of their own, in place of the usual net and total:
| Column | What it holds |
|---|---|
| Sale Price | What the client pays for the trip. |
| Commission | The agency commission: what the agency keeps for arranging it. |
| Net Price | What is due to the supplier of the service. |
Alongside them, the sales list differs from the standard one in two more ways:
| On a tourism account | On every other account |
|---|---|
| KTS Code | Document number |
| A Check-In column, the date the service starts | Does not exist |
| Client | Client, supplier and supplier's tax number |
| Sale Price · Commission · Net Price | Net and Total |
The check-in date orders an agency's work better than the invoice date does: what matters is when the client arrives at the hotel, not when the paperwork was issued. The column sorts, and filters by date range.
The three amounts and the check-in date are read from the document and shown in the list. What is typed by hand, where it is needed, is the KTS code on the line.
Payment statuses
On every other account, a checked document is approved or rejected. On a tourism account what is followed is payment, and the two buttons on the list are different ones:
| Status | What it means |
|---|---|
| Pending payment | The document is not recorded as paid. |
| Paid | The document has been marked as paid. |
They are changed one at a time from the list, or in bulk by selecting several documents. The rest of the process statuses — the reading and checking ones — work as they do on any account: see Document statuses.
The line-by-line export
Both lists, supplier invoices and sales, carry an Excel button of their own, labelled Download XLS (KitVoyages). It pulls out the lines of the documents rather than the headers, each with its KTS code, in the format the agency's own system expects.
What gets exported is what is in view: the documents selected, if any; otherwise whatever the filter leaves; and with no filter, the whole list. The other exports — headers and lines in the general format — stay where they were, explained in Exporting the data.
How it is switched on
It is a sector setting, not an option a user turns on. Tourism is chosen as the sector when the account is created, or support switches it on for an existing account. While it is active, the menu and the columns are the ones on this page for every user at the company.
Things that come up
| What happens | Why | What to do |
|---|---|---|
| Delivery notes and received products are nowhere to be found | That is how the tourism sector behaves: there are no goods to deliver and no stock to follow. | Nothing to put right. The supplier invoices do that job. |
| A line arrives with no KTS code | The supplier's invoice does not carry one, or it comes in a shape that is not recognised. | Type it in the line editor. It is saved, and the line can then be searched for by it. |
| The commission does not match the difference between the two prices | The document declares amounts that do not tally, or there are discounts and supplements in between. | Open the document and check the three amounts against the original before accepting it. |
| A sale cannot be found by its invoice number | On the sales list, that column is the KTS code. | Search by the booking code, or by client and check-in date. |
| The KitVoyages spreadsheet has more rows than expected | It exports lines, not documents: an invoice with ten services is ten rows. | That is intended. For one row per document, use the header export. |