Once you have set up your consolidated invoice schedules, you will receive periodic emails with various files available for your finance consolidation. We've explained them below.
The Consolidated Invoice PDF file
A consolidated invoice pdf file is always based on,
- A payment method (e.g. Credit Account)
- An invoice profile (e.g. "Singapore office"
- A specific time frame (e.g. 14 days).
Example of a consolidated invoice:
In the consolidated invoice PDF you'll find the following:
- Transaction dates: in this example we're looking at the sum of all bookings made between 1 October 2024 and 7 October 2024
- Total: the sum of all booking transactions during this period. This includes any refunds or add-ons. In this example 145,679.34 was spent during this period.
- Total GST: if applicable, the total amount of GST paid will be displayed here
- Format: this could be either per transaction (every line item is a transaction) or per traveller (every line item is a separate traveller). Reach out to our support team with your preferences. By default we'll follow your set up with the credit provider.
- Invoice profile & payment method: the consolidated invoice includes all bookings that were made to a specific invoice profile (legal entity) with a specific payment method. So if you have multiple billing entities, you will receive multiple consolidated invoices.
- The transactions: all related booking transactions (charges & refunds) are listed out, including the payment due date.
The consolidated invoice list per transaction
The consolidated list per transaction reflects the exact list as on the PDF file. Ever line item, is a separate transaction. The columns available are:
- Payment date (booking transaction)
- Invoice no.
- Travelers
- Payment description
- Booking ID
- Payment type
- Tax status
- Tax amount
- Total
- Due date for this invoice payment (based on schedule).
- Currency
The consolidated invoice list per category
The list per category is very similar to the list per transaction except that we split every row into a payment category as well. For example for this booking below, you will see the same booking show up 3 times because the fare, the service fee, and the payment fee are in separate line items.
The transaction list
The related CSV file is exactly the same format as the regular transactions report CSV. The only difference is that all transactions will be based on the transactions dates (point 1 above).
Example of an (unrelated) transactions CSV file:
Downloading all PDF transactions under the consolidated invoice period
If needed, you can download all the PDF transactions that are related to this consolidated invoice period from the consolidated invoice page. How it works:
- When you receive the consolidated invoice email, click on the link download all invoices
- The link will guide you to the web app
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Download all invoices. That's it!