Balance Administration

Manage booking balances in Tourpaq Office Finance. Review unregistered payments, unpaid bookings, negative balances (refunds), and GDS payments for reconciliation.

Overview

Balance Administration helps you reconcile booking balances in Tourpaq Office Finance.

Use it to find unregistered payments, unpaid bookings, overpayments, and refund cases.

You need Financial or Administrator permissions.

Balance Administration includes these submodules:

• Unregistered payments

• Negative balances

• Unpaid bookings

• GDS payments

• Refund payments

Unregistered payments

Unregistered payments: payment lines missing a booking number (Booking No).

Unregistered payments are payment lines without a Booking No.

When you assign the payment to a booking, it moves to Payment Registration.

Table Fields Explained

Field	Description
Payment Date	The calendar date the payment was made by the payer. Format: DD-MM-YYYY.
Accounting Date	The date the payment is officially recognized in the ledger. May match or lag behind the Payment Date.
Payment Method	How the payment was made. Examples: FI (bank transfer), GAVEKORT KOMP (gift card compensation), GAVEKORT GEVINST (gift card prize), GAVEKORTFAKT (gift card invoice).
Debit	Amount posted on the debit side (depends on your finance setup).
Credit	Amount posted on the credit side (depends on your finance setup).
Tracking Code	A system-generated or externally supplied reference for tracing or auditing payments.
Fee Type	Placeholder for any transaction-associated fees (currently unused).
Fee Amount	Amount of any transaction fee (currently unused).
Booking No	Reference to a booking if the payment has been or will be linked to one (currently empty).

Negative balances

Negative balances: bookings with an overpayment that may require a refund.

This list shows bookings where the customer likely paid too much.

Refund approval is controlled by Release payment on the booking.

Functional Options

• Seller Filter: Dropdown to view negative balances linked to specific sellers.

• Show Release Payment Only: Checkbox that filters the list to show only records marked for release payment.

Table Fields Explained

Field	Description
Booking No	Unique identifier for a booking. Clickable link for detailed booking view.
Seller	Identifier for the agency, travel operator, or partner responsible for the booking.
Creation Date	The date the booking was first registered in the system.
Departure Date	The scheduled start date of the trip or service.
Customer	The name or anonymized identifier of the customer linked to the booking.
Booking Total	The original total amount expected for the booking.
Paid Amount	The actual amount received from the customer. May exceed the booking total.
Balance	The difference between Booking total and Paid amount. A negative balance typically means an overpayment.
Release Payment	Indicates whether the overpaid amount is approved for refund handling.
Financed	May denote if the balance was covered by financing or external source.
Comments	Manual notes or system-generated explanations, often anonymized for data privacy.
Branch	Internal branch code or identifier
Account	May refer to the financial ledger account to which this balance belongs

Unpaid bookings

Unpaid bookings: bookings with outstanding balance based on payment due dates.

This list shows bookings that are not fully paid.

Use filters like departure dates and payment due dates to narrow results.

Typical fields:

• Booking number

• Seller (seller ID)

• D.Due.Date (due date 1)

• SP.Due Date (due date 2)

• RP due Date (due date 3)

• Departure date

• Customer

• Booking total

• Paid amount

• Balance (amount remaining)

• Due amount

You can typically sort and filter by seller and agency.

GDS payments

GDS payments help you reconcile costs for Global Distribution System (GDS) bookings.

Review ticket cost prices, airlines, and passenger details.

GDS payments: review ticket cost prices, PNR, airlines, and passenger details for reconciliation.

1. Filter the Data:

   • Use Departure Period and Booking Period filters to narrow down transactions.

   • Select a Seller to view specific payment records.

   • Click + More filters for additional filtering options.

2. Review Payment Records:

   • Check the booking number to identify a specific transaction.

   • Review customer, phone number, and passenger details for accuracy.

   • Verify PNR codes, airlines, and cost prices to confirm payment details.

   • Cross-check departure & arrival airports for route confirmation.

3. Manage Comments & Notes:

   • Review payment comments for any transaction-specific notes.

   • Check Admin Comments for additional insights or follow-ups.

4. Edit or Update Payments:

   • Click on the Edit (Pencil) Icon next to a record to modify details.

   • Ensure all updates align with booking and financial records.

Key fields explained:

• Booking No.: Unique reference number for the transaction.

• Customer & Phone: Identifies the traveler and contact details.

• Passengers No.: Number of passengers for the booking.

• Departure & Arrival Dates: Flight schedule details.

• PNR Codes & Airlines: Booking reference and airline information.

• Cost Price: Total ticket price in the designated currency.

• Departure & Arrival Airports: Flight route details.

• Payment & Admin Comments: Notes related to transaction status.

Additional Actions:

• Use the filters to refine searches for specific time frames, sellers, or bookings.

• Ensure cost prices match expected payments to avoid discrepancies.

Refund payments

The refund process allows users to return payments to customers when there is a negative balance in the system.

Refund payments: start refunds for bookings marked with Release payment.

1. (Optional) Filter by Seller.

2. (Optional) Enable Show release payment only.

3. Review bookings with a negative balance.

4. Click Refund in the Account column.

5. Confirm the refund.

After the refund, verify the booking balance and refund status.

Key fields explained:

• Booking No.: the booking number for the transaction.

• Seller: The party responsible for the booking.

• Creation Date: Date the transaction was recorded.

• Customer: Name of the customer requesting the refund.

• Booking Total & Paid Amount: Original transaction value.

• Balance: Negative amount indicating a refund is needed.

• Released Payment & Financed: Indicators for processed payments.

• Comments: Additional notes related to the refund.

• Account: The action button to trigger a refund.

Additional actions:

• Use the Print button to generate reports of pending refunds.

• Check financing and released payments before issuing refunds.

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FAQ

1. What is Balance Administration used for?

Balance Administration helps Finance users find and handle common payment issues, such as:

• Payments that are not linked to a booking (Unregistered payments)

• Bookings with overpayment that may require money to be returned (Negative balances)

• Bookings that are still not fully paid (Unpaid bookings)

• Special payments and costs related to GDS bookings (GDS payments)

2. What are “Unregistered payments”?

These are payments that exist in the system but are not linked to a booking number. They usually appear when the bank file/payment reference did not contain the correct booking reference.

Once you assign the payment to the correct booking, it will no longer appear as unregistered and should instead be visible in Payment Registration.

3. Why do I see a booking under “Negative balances”?

A booking appears here when the customer has paid more than the booking total, so the booking has a negative balance (overpayment).

Whether money should be returned is typically controlled by the Release payment setting on the booking.

4. What does “Show release payment only” mean?

This filter shows only bookings that have been approved/flagged for refund handling (Release payment enabled), so you can focus on bookings where a refund action is expected.

5. What should I check before issuing a refund?

Before you refund:

• Confirm the booking really is overpaid (check Paid amount, Booking total, and Balance).

• Confirm the booking has been marked for refund (for example Release payment enabled, depending on your internal process).

• Add/confirm internal notes in Comments if your workflow requires it.

6. Why is a payment in “Unpaid bookings” if the customer says they paid?

Common reasons include:

• The payment was received but registered with the wrong booking reference (it may be in Unregistered payments).

• The payment exists but is outside the filters/due dates you are using.

• The booking is only partially paid, so it still shows as unpaid.

7. What are “GDS payments” in this module?

GDS payments help you track costs and payment information for bookings made through a Global Distribution System (GDS), including airline details, PNR codes, and ticket cost prices.

Use it when you need to reconcile ticket costs, confirm booking details, or add internal notes for follow-up.

8. Where should I look to see the payment after I fix or register it?

• For booking payments and imports: use Payment Registration.

• For refunds imported from Business Central: use Refund File Import (and then verify in Payment Registration, depending on your setup).