Supplier Payments & Balances
Tracking payable balances to hotels, transport operators, and DMCs, recording disbursements, and maintaining audit receipts.
What is this?
Step-by-Step Guide
Go to Supplier Payments
Navigate to Finance → Supplier Payments.
Click '+ Record Supplier Payment'
Select the supplier, pick which agency bank account paid the funds, enter the amount, and input the bank transaction reference.
Save Payment
The payment appears in your supplier ledger and the disbursement bank account is debited immediately.
Field-by-Field Breakdown
Detailed definitions for every form input, why it is needed, and realistic travel agency examples.
| Field Name | What it Means & Why Needed | Example Value | Required? |
|---|---|---|---|
| Supplier | The vendor receiving payment. Why: Updates the supplier's balance and transaction history. | Hilton Colombo / Emirates Transport LLC | Yes |
| Disbursement Bank Account | The agency account from which the wire or cash was paid. Why: Logs a debit transaction in the bank ledger. | Commercial Bank USD Account | Yes |
| Payment Method & Reference | Wire UTR number, bank transfer reference, or company cheque number. Why: Shared with the hotel finance department as proof of settlement. | WIRE-HSBC-881923 | Yes |
| Payment Date & Amount | Date funds were transferred and settled amount. Why: Keeps financial records audit-compliant. | 2026-11-15 ($3,400.00 USD) | Yes |
Best Practices & Pro Tips
- Always include the hotel's reservation confirmation numbers or contract invoice number in the Notes field so the supplier can easily reconcile their accounts receivable.
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