Supplier Documents

Supplier documents track the invoices, quotes, and purchase orders that flow between you and your suppliers. Each document is linked to one or more bookings and individual cost lines, so you can reconcile what suppliers actually charged against what you quoted to the customer.

The supplier documents list

Columns:

• Supplier name.
• Document type: Invoice, Quote, Purchase Order, Receipt.
• Document number / reference.
• Booking(s) linked.
• Amount, currency, and issue date.
• Due date (for invoices).
• Status: Draft, Received, Approved, Paid, Partially Paid, Overdue, Disputed.

Filters

By supplier, type, status, booking, currency, and date range.

Creating a supplier document

From Finance → Supplier Documents → New or from within a booking's Finance tab. Fields:

• Supplier: Pre-fills currency and payment terms.
• Type: Invoice, quote, PO, receipt.
• Document number: Supplier's reference.
• Booking(s): One document can cover multiple bookings (e.g. monthly invoice).
• Line items: Description, amount, optional link to a booking cost block.
• Issue date, due date, received date.
• Currency.
• Attachments: The source PDF or scan from the supplier.

Document Intelligence

For invoices you receive as PDFs, you can use Doc Intelligence to upload the PDF and have AI extract the supplier, amount, line items, and dates automatically, then review and confirm before saving.

Reconciling against booking costs

Each line item can be linked to a specific cost block on a booking's itinerary. This lets you compare what you quoted versus what the supplier invoiced and surfaces variances on the Booking Profit & Loss report.

Approval workflow

Documents can be marked Received, Approved, or Disputed before payment. Use the Disputed status when something is wrong and needs the supplier to amend.

Aging

Outstanding supplier balances appear on the Aging Report so you know what's due and overdue.