The goal of these reports is to balance your sales and invoices with your business partners depending if they refer guests to you and earn a commission or if they sell their own tickets or if they also use their own TrekkSoft account and resell your product through their system.
The numbers are distributed in time frames: year and month; and divided by currency as we don’t make any conversion.
An agent is an entity within your account authorized to sell your tours, see how agents work here.
The Agent accounting shows you how many bookings an agent referred to you, how many he actually sold, and what money he took in.
The commission for Agents is calculated based on the value date (trip departure date), so if a trip is sold in January for June then the commission would apply in June, as the guest could be refunded or rebooked before that.
If an agent can take payments for you, then he or she will owe you immediately that money, as this is not calculated based on the departure date but based on the booking date.
Example: If an agent sells in January two tickets, one in January and one in June then the agent gets the commission for the January trip right away but the commission for the June trip in June. The money he took for both trips is owed in January.
By clicking on Generate report, you'll see a pop-up window that will generate a document with the transactions for an entire month, select the desired month, the format you’d like to get your report in and hit Generate.
When you click on a specific agent (Details button) and see your agent’s overview. You can see the balance for each month where there are bookings.
On the view for a specific month (hit on the Details button of the month you want to analyse) you can see the actual accounting and bookings for this month. On the summary page, you see all the aggregated numbers and how much is owed to whom.
We always show two balances so you can invoice the agent for the money owed to you (if he took payments) and the balance for the agent that he has to invoice to you (if he earned commission).
On the left side, you see the money that was taken in by the agent and is owed to you. On the right side, you see the balance of the agent with all the commission he earned for this month and the balance below.
On top, you have the different tabs that list the actual booking items or baskets so you can explain each number on the summary page. Remember all the guests (Guests tab) show up here if they are booked in a basket that has you this agent set. If the basket is not allocated to this agent then the guests do not show up, even if the agent took the money.
On the Customer Payments tab, you see all the baskets and total payments that went to that agent and what he owes you in full. As our system doesn’t link guests/tickets and payments we cannot deduct the commission from the payment. The basket and payments show up in this list if for at least one payment this agent is set as the treasurer independent what items are in that basket.
If your business partner also uses a TrekkSoft account to share his activities or resell your activities you can settle your balance through partner accounting.
The Partners accounting shows you how many bookings you made for partners, how much commission you earned and how much money you owe to a partner and the same for the partner as well.
The commission is automatically calculated if there is a percentage commission set and if the activities were sold on a net price base then there is no commission but the net price is owed to one another.
The difference to the Agent reporting is that in this case, both partners can sell each other activities as with an agent he only can sell your activities, so partner accounting has more data.
The overview shows all active partners of this year. If a partner didn’t make any bookings or you didn’t sell any of the shared activities the partner will not appear.
By clicking on Generate invoice, you'll see a pop-up window that will allow you to generate invoices for a whole month, by selecting a year and a month, a PDF with all the receipts for that month will be generated and queued in your PDF documents.
Partners Detail View
A click on a partner (Details button) shows you the detail view of that partner where you see the balances for each month. Remember that all commissions or turnovers are shown based on the value date (trip departure date) that is different than on the agent accounting where you only see the commission based on the value date, sales are always based on the booking date.
Partners Monthly View
On the actual monthly view, you can see the summary in the first tab of who sold how much, how much commission is earned and how much money is owed for the guests sold of the partner's activity. Just click on the Details button of the month you want to analyse in details.
- Summary: On the different tabs you can see the detail information for each sum on the summary page. The main tabs are for the guests and add-ons that you sold for a partner or the partner sold for you (see the screenshot above).
Items by You & Items by Partner (Guests): These 2 tabs group the guests by the ones that have been sold by you and by our partner. All guests that were sold by this partner show up in the second list. The system always assumes that the selling merchant took the payment for this guest so it will sum up the price for all guests and that’s the owed balance for this partner.
- Customer Payments to You & Customer Payments to Partner: There are cases where the partner makes the reservation on their account but then the customer pays the partner account directly. As our system doesn’t connect actual guests directly to a payment we cannot settle this easily. That’s why our system shows those payments and links to the basket based on the booking/payment date and not on the booking date. So our system always thinks that the merchant who sold the activity will pay out the partner at the departure date and those direct payments would need to be paid back first. Example: Your partner sells an activity of yours in April to a guest that will depart in May. The customer directly pays the partner and not you. So in the partner accounting, this guest would show up in May including the price and the commission but in the April accounting the customer payment would show up that you would need to pay back to the partner so he can pay you back in May. As our system is built this way that we don’t link payments and guests directly there is no other way for us to show.
- Invoicing: The invoice feature on the partner accounting allows each merchant to keep the balance for that partner. Each merchant only can add the invoices for money owed to him and confirm those payments. Example: If Merchant X operated an activity that was sold by Merchant Y then the system would show that Merchant Y owes money to X. So then it’s Merchant X’s responsibility to get that money and send invoices to Y. Our system mimics this in the same way so Merchant X should add the invoiced amount and once the payment was done and arrived on their bank account then they can confirm the payment. TrekkSoft itself does not send out any invoices and checks no balances