What Came In, and What Is Still Due
The advance came by UPI on Tuesday to a partner’s phone. The balance is due before the vouchers go out. Two people at the desk have different numbers in their heads.
Receipts on the file
However the money arrived
Cash at the counter, UPI, a card swipe or a bank transfer, with the reference recorded. The mode matters when the accountant asks in the first week of the month.
Against the trip, not the guest
A family running two files in one year has two balances. Money lands on the file it was paid for.
Balance and its due date
What is still to come and when you expect it, usually tied to a supplier payment or a release date, because that is what it is funding.
A reminder before it falls
The balances due this week are a list. The guest gets a message from your desk before the date, not a phone call the morning he is packing.
The two sides of one file
Money in from the guest, money out to suppliers. Seeing them together is how a desk knows whether a file is actually funded.
- Advances received against the trip
- Supplier advances already sent from that money
- Balance due from the guest, with its date
- What remains payable to hotels and transporters on the same file
Said plainly
No payment is collected here
The guest pays you the way he pays you today, and the receipt is recorded once the money is in. No bank feed reconciles it for you. Where you want a payment link sent with the balance reminder, a gateway is connected at set-up.
It will not stop a file going out unpaid
The balance is on the screen and the vouchers can still be sent. Whether you release documents before full payment is your commercial decision, and it stays yours.
Frequently asked questions
Can a receipt be split across two files?
It is recorded against each file for the part that belongs there, so a single transfer covering two trips is entered as two receipts with the same reference.
Who can record a receipt?
Whoever you allow, usually the desk executive and accounts. Corrections are kept in the log with both figures visible.
Does it print a receipt for the guest?
Yes, from the same entry, in your format with GST as you charge it. Nothing is written out a second time.
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