Creditor invoices

Overview

The Creditor Invoice feature in Tourpaq enables automated and scheduled invoicing for multiple service types — including Hotels, Extras, Supplements, and Handling fees. It also provides complete visibility and control over the invoice lifecycle, from creation to payment, including the ability to regenerate or archive invoices when necessary.

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Purpose

This feature ensures that all creditor-related billing is performed on time and in alignment with contractual and operational requirements. By defining invoice schedules and managing invoice statuses, administrators can:

• Automate recurring invoicing tasks

• Maintain consistent accounting processes

• Simplify creditor reconciliation and reporting

Setting Invoice Schedules

Invoice schedules define when and how invoices are automatically generated for specific entities such as hotels, extras, supplements, or handling services.

Supported Schedule Types

You can create invoice schedules for:

• Hotels

• Hotels (Before Arrival)

• Extras

• Supplements

• Handling

Configuration Steps

Step	Action
1. Add New Schedule	Click Add New Schedule to start creating a new schedule.
2. Select Interval Type	Choose one of the following: • Daily – generates invoices every day. • Weekly – select a day of the week. • Monthly – select a specific day of the month. • Days After – specify the number of days after an event (e.g., after departure).
3. Select Entity	Choose the applicable hotel, extra, supplement, or handling entry.
4. Save Configuration	Click Save to apply the new schedule.
5. Add Additional Schedules (Optional)	Repeat the process to configure multiple schedules as needed.

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Invoice Statuses

Each invoice generated in the system follows a defined status flow that reflects its current position in the billing process.

Status	Description
Pending	Automatically assigned when an invoice is first generated.
Approved	Indicates that the creditor has reviewed and approved the invoice.
Paid	Assigned when an approved invoice has been marked as paid.
Regenerated	Set when the invoice has been recreated after updates or corrections.
Archived	The invoice has been archived and stored for record-keeping.
Rejected	Indicates that the creditor has declined the invoice.
Deleted	The invoice has been permanently removed from the system.

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Status Flow Examples

Example Flow	Description
Pending → Approved → Paid → Regenerated	Typical flow where an invoice is processed, paid, and later regenerated for correction.
Pending → Approved → Regenerated	The invoice is approved and then regenerated without payment.
Pending → Rejected → Regenerated	The invoice is rejected by the creditor and later corrected.
Pending → Deleted	The invoice is removed before processing.
Pending → Regenerated	The invoice is recreated before approval.

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Regenerating an Invoice

Regeneration allows you to recreate an invoice in case of data corrections, supplier changes, or updated booking values.

Steps to Regenerate an Invoice

Step	Action
1. Open Invoice Listing	Go to Finance → Invoice Listing.
2. Select Invoice	Locate and select the invoice that needs to be regenerated.
3. Click Regenerate	Press the Regenerate button.
4. Confirm Action	Click OK to confirm regeneration.
5. Verify New Invoice	The regenerated invoice will appear in the list with the updated data.

Result

With invoice scheduling and lifecycle management, the Creditor Invoice feature provides a complete automation flow for supplier invoicing — from generation to payment — ensuring timely processing and accurate financial reporting across all creditor-related entities in Tourpaq.