How to create a creditor

Create a creditor (supplier) in Tourpaq Office for Autobilling. Add banking and accounting details, invoice email, currency, approval interval, and payment terms for automated supplier invoices.

Overview

A Creditor represents a supplier entity that receives invoices generated by the Autobilling system.

Creditors are required for Autobilling to function, as all invoices are issued toward a configured creditor.

See Autobilling for the full invoice flow.

Each creditor record defines financial details, contact information, and payment conditions used during invoice generation and export to the accounting system.

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Business Context

In Tourpaq, Autobilling generates invoices automatically, but those invoices must be assigned to a financial entity.

The creditor defines:

• who receives the invoice

• how the invoice is delivered

• how payment and approval are handled

Without a properly configured creditor:

• invoices cannot be generated

• approval workflows cannot function

• payments cannot be tracked

This is used by:

• finance teams (payments, approvals)

• operations teams (supplier configuration)

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Prerequisites

Before creating a creditor:

• Autobilling services must be active

• Supplier exists (hotel, extra, transport, etc.)

• Financial structure (accounts, currency) is defined

• Email system is configured for invoice sending

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How to Create a Creditor

1 Access

Navigate to: Users → Creditors

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2 Create New Creditor

Add a new creditor and complete all required fields.

Create a creditor with invoice email, currency, accounting account, and invoicing settings for Autobilling.

Field Definitions

All fields are mandatory for Autobilling to work correctly.

Field	Description	Impact
Creditor Name	Supplier name	Appears on invoices
Email	Recipient(s) of invoices	Controls delivery
SWIFT Code	Bank identifier	Required for payments
IBAN	Bank account	Required for transfers
Account Credit	Accounting reference	Used in exports
Creditor Number	Unique ID	Internal tracking
Currency	Payment currency	Affects invoice values
Automatic	Enables Autobilling	Core activation flag
Approval Interval	Days to approve invoice	Controls workflow timing
Payment Days	Days to pay after approval	Defines payment deadline
Invoice as PDF	Sends invoice as PDF	Controls format

How it works

Once a creditor is created:

1. It becomes available for linking to cost items such as hotels, transport, or extras.

2. When a booking or service triggers an invoice, the Autobilling engine uses the creditor’s configuration to:

   • Generate the invoice automatically.

   • Send it to the specified Creditor Email.

   • Apply the approval and payment intervals.

   • Export it to the accounting system using the Account Credit and Currency settings.

If Automatic Invoicing is enabled, invoices are created without manual intervention according to the set schedule.

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Example Scenario

Configuration:

• Creditor: “Hotel Supplier A”

• Email: [email protected]

• Currency: EUR

• Automatic: Enabled

• Approval interval: 5 days

• Payment days: 14 days

Flow:

1. Hotel is linked to this creditor

2. Booking is created

3. Autobilling generates invoice

4. Supplier receives email

5. Supplier approves within 5 days

6. Payment is due in 14 days

Result:

• fully automated supplier invoicing

• approval and payment tracked

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Edge Cases

• If Automatic is disabled: no invoices will be generated

• If email is missing or incorrect: invoices are not delivered

• If currency mismatch exists: creditor may not work with multi-brand setups

• If creditor is changed after invoice generation: regeneration updates invoice assignment

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Troubleshooting

Issue	Cause	Solution
No invoices generated	Automatic not enabled	Enable checkbox
Invoice not received	Email incorrect	Verify email field
Approval not working	Interval misconfigured	Check approval days
Payment tracking incorrect	Payment days missing	Set payment days
Creditor not available	Not assigned to entity	Link creditor to hotel/extra