A supplier voucher is a means of recording money received from a Supplier that is not applied to reservations. The voucher can be applied at a later date.
Note: We recommend that agencies assign the creation and application of vouchers to key users of the system.
Creating a Supplier Voucher
Open the Payments folder from the Main Menu.
- Click + Add Payment, and select Supplier from the dropdown menu.
- Enter Paid By Supplier and Paid To Agency.
- Search for and select the Suppliers’ Name from the Supplier Profile dropdown.
- Enter the payment date, dollar amount and payment method.
Note: If you use voucher numbers for tracking, we recommend entering a tag with that number on each voucher. Learn more about tags.
- Click Save & Next.
- This will generate a pop up asking if you wish to create a voucher. Click Yes.
- A Create Voucher pop-up screen will display showing the dollar amount of the voucher.
- Enter a voucher name. This field is very important. When you create a voucher, it creates a trip and reservation in your system. The voucher name will be displayed as the trip name. Being consistent with voucher naming will make searching for vouchers in your system easier. For example, 'Voucher - Supplier Name - Date'. IE: Voucher-Royal Carribean-9/13/24
- (Optional) Enter any notes as Remarks; these will be displayed as Reservation Remarks.
- Click Create Voucher & Save Payment.
- A notification will be generated at the top of the payment and the header will be updated with 'Payment added successfully'.
A supplier voucher has now been created, in the form of a trip and reservation.
Search for a Supplier Voucher
- Search for the Voucher from the Trips menu in Tres.
- Use the Filters at the top of the screen to search for the voucher, such as Reservation Travel Category: Supplier Voucher.
- To see the voucher balance on this View, add a Column for Reservation Supplier Balance
- Click on the Trip to open it.
The current voucher amount will be displayed as the Supplier Balance and is shown as a negative amount. When the voucher is applied towards a future reservation, the negative supplier balance will offset the reservation balance.
To see the original amount of the voucher, from the Trip Reservation screen, click on Payments