How to create a creditor

Overview

The Creditor setup is a core prerequisite for using the Autobilling functionality in Tourpaq. A creditor represents a supplier or partner (such as a hotel, transport provider, or extras vendor) that receives automated invoices generated through the system.

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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Purpose

The purpose of creating a creditor is to ensure that:

• Invoices are correctly addressed to the right supplier.

• Payments and exports are handled according to accounting requirements.

• Autobilling can automatically generate, approve, and send invoices based on predefined rules.

Without a registered creditor, no automated billing or export can be performed for the associated supplier or service.

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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Instructions

Access the Creditors Page

Navigate to: Users → Creditors

Create a New Creditor

Click Create to open the creditor form.

Complete the Creditor Details

Field	Description
Creditor Name	The full name of the creditor or supplier.
Creditor Email	The email address where autogenerated invoices will be sent.
SWIFT Code	Used for international bank transactions.
IBAN Number	The creditor’s bank account number in IBAN format.
Account Credit	The accounting system’s account number linked to this creditor. Used in export files to determine where invoice totals are posted.
Creditor Number	Automatically generated by the system.
Currency	The default currency used for all cost items linked to this creditor.
Automatic Invoicing	(Checkbox) Enable to allow automatic invoice generation.
Approval Interval (Days)	Number of days allowed for the creditor to approve or reject the invoice after generation.
Payment Days	Number of days allowed for the creditor to pay the invoice after approval.
Send Invoices as PDF	(Checkbox) Enable to send invoices by email as PDF attachments.
Postcode	Creditor’s postal code.
Country	The creditor’s registered country.
Address	Full mailing address of the creditor.
Payment Terms	Internal notes displayed on the creditor’s invoice.

Save the Creditor

Click Save to confirm and register the creditor in the system.

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Result

The creditor is now active and ready to be associated with suppliers such as hotels, extras, or transport providers. From this point, Autobilling will automatically generate and send invoices according to the defined configuration and payment rules.