Reservation Balances in Tres
Client and Supplier Balances show the financial status of a reservation—what the client is responsible for paying and what is owed to or from the supplier.
Quick way to understand the balances:
Client Balance – The amount the client is responsible for paying for the reservation, whether the payment is made to the agency or directly to the supplier.
Note: Client Balances only appear when “Track Client Payment” is shown as Yes. If Track Client Payment is set to No, Tres does not track a Client Balance and will only track the Supplier Balance (such as expected commission).
Supplier Balance – The amount owed on the supplier side of the reservation, including amounts owed to the supplier or commission owed to the agency. Every reservation in Tres has a Supplier Balance.
As payments occur, these balances move toward zero. When both balances reach zero, the reservation is considered settled.
In many reservations, the client’s payment is made directly to the supplier, even though the advisor may process the payment on the client’s behalf. In other cases, the client pays the agency first and the agency then pays the supplier. Tres tracks balances in both scenarios so agencies can understand what is owed to suppliers and what commission is expected.
Tres tracks both sides of the transaction so agencies always know:
- what clients are responsible for paying
- what suppliers are owed
- what commission suppliers owe the agency
Reservation Balance Example in Tres
Example 1: Client Payment made to Supplier.
A client books a cruise for $3,000 and the agency earns $300 commission. The client payment is made to the supplier. Track Client Payment = Yes.
When the $3,000 client payment is made to the supplier, the Client Balance becomes $0 and the Supplier Balance becomes $300, representing the commission owed to the agency.
When the supplier sends the commission payment to the agency, the Supplier Balance becomes $0 and the reservation is fully settled.
Example 2: Client Pays the Agency, Agency Pays the Supplier
A client books a cruise for $3,000 and the agency earns $300 commission. Client pays the Agency.
When the client pays the agency $3,000, the Client Balance becomes $0, and the Supplier Balance becomes -$2,700, meaning $2,700 is still owed to the supplier.
When the agency pays the supplier, the Supplier Balance becomes $0 and the reservation is fully settled.
Understanding Positive and Negative Balances
The chart below explains what positive and negative balances mean for both clients and suppliers.
| Balance Type | Balance Value | Meaning | Example |
| 👤 Client Balance | 🟢 Positive Client Balance | The client still owes money for the reservation. | Client Balance = $500 → Client still owes $500. |
| 👤 Client Balance | 🔴 Negative Client Balance | The client has paid more than the reservation balance or the total fare of the reservation was changed. A refund, credit, or voucher may be due. | Client Balance = -$200 → Client has $200 available as a refund, credit, or voucher. |
| 🏨 Supplier Balance | 🟢 Positive Supplier Balance | The supplier owes money to the agency, typically commission, a refund, or a supplier credit. | Supplier Balance = $1,200 → $1,200 is due to the agency. |
| 🏨 Supplier Balance | 🔴 Negative Supplier Balance | Money is still owed to the supplier. | Supplier Balance = -$300 → $300 still needs to be paid to the supplier. |
Important Note: Advisor commissions will not appear on the Advisor Reconciliation Report until the reservation is fully settled and both the Client Balance and Supplier Balance reach zero.
Back Office Tip: Monitoring Balances and Unsettled Reservations
There are several reports in Tres to review outstanding balances and monitor unsettled reservations:
- Unsettled Reservation Payments Report – Displays payments paid to or by the agency for reservations that are still unsettled.
- Reports > Management > Unsettled Reservation Payments
- Supplier Statement / Supplier Summary – Shows reservations with a Supplier Balance, including commissions owed by suppliers to the agency. This report can also be used to follow up on outstanding commission payments.
- Reports > Statements > Supplier Statement/Summery
- Client Statement / Client Statement Summary – Shows reservations with outstanding Client Balances and helps agencies identify what clients still owe on their reservations.
- Reports > Statements > Client Statement/Summary