Vendor Payables for Tour Operators
Bills from hotels, transporters, guides and activity suppliers are checked against what the tour used. Each vendor then carries an account of dues and payments.
Checking a bill against the tour
A bill arrives after the group returns, often a week later.
The vendor account
Each supplier has a running account of bills, advances and payments made. A hotel used on four departures in a season shows all four bills in one place. That saves the office hunting through mail folders when the property calls about an old amount. Statements can be sent when a vendor asks. Disputed lines stay marked until they are settled.
What payment is due when
Payables are listed by due date, read from the terms on the vendor record. Advances needed before a departure sit separately, since those hold the booking. Accounts staff see both lists, and the owner sees the total owed.
What this module does not do
- It does not transfer money. Payment is made through your bank as before.
- It does not approve a bill. A person your office names does that.
- It does not file tax returns or deduct tax at source on its own.
- Deduction and accounting treatment are for your accountant or advisor to settle.
Frequently asked questions
Can one bill cover several tours?
Yes. A hotel bill covering two departures is split across both files, so each tour carries its own share of the cost.
Are bill copies kept?
The scanned bill or the mail from the vendor is attached to the entry, and it opens beside the checked figures.
What happens when a vendor overcharges?
The line is marked in dispute with a note, the agreed part can be paid, and the balance stays open until the vendor replies.
Can advances paid before a tour be tracked?
Yes. An advance is posted to the vendor account and set off when the final bill is checked.
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