Missing Vendor Queue
Hotel and car rental bookings must be linked to a vendor in Business Central. When a booking references a hotel or rental company that does not exist as a vendor yet, the import stops with status Error and Pending Reason Missing Vendor, and the segment appears in the Missing Vendor Queue.
Reviewing the Queue
Search for Missing Vendor Queue in Business Central. Each line is one hotel or car rental segment that could not be matched, and shows:
- Sequence No and PNR -- which import and booking the segment belongs to
- Product Type -- Hotel or Car Rental
- Name -- the hotel name or car type description
- City, Country, Phone Number -- contact details from the booking
- Start Date -- check-in or pickup date
- Price and Currency
- Chain Code -- the hotel chain code (for example QI, BW, SH)
- Rental Company Code -- the car rental company code (for example EP, SX)
Use View Import to open the AIR Import card and see the full booking before you create anything.
Creating the Vendor
- Select the line and choose Create Vendor. A Create Vendor card opens, pre-filled with the name, address, city, post code, country, and phone number from the booking, and with the travel fields filled in from the segment.
- Check and complete the details. For hotels, a Voucher Email is required unless the vendor is a subcontractor. The name is always required.
- Choose OK. The vendor is created with the next number from your vendor number series and linked to the segment straight away.
If you close the card without confirming, nothing is created.
Once every hotel and car rental segment on that import has a vendor, the import is processed again automatically -- you do not need to return to the AIR Import List.
Travel Fields on the Vendor Card
These fields control how future bookings are matched and how the vendor is treated:
| Field | Purpose |
|---|---|
| Vendor Type | Hotel or Car Rental. Only vendors of the right type are matched. |
| Hotel Chain Code | The chain code from the booking, used as a fallback match for subcontractor hotels. |
| Hotel Property Code | The exact property identifier (chain code, destination code, and property ID together). This gives the most precise match for an individual hotel. |
| Car Rental Company Code | The rental company code used to match car rental segments. |
| Voucher Email | The address vouchers are emailed to. Required for hotel vendors that are not subcontractors. |
| Is Subcontractor | Marks a vendor you buy through rather than a hotel you book directly. Subcontractors are priced differently, never receive vouchers, and affect which item the booking is mapped to. |
How Matching Works
For hotels, Business Central looks for a vendor in this order:
- A vendor number supplied directly in the booking remarks.
- An exact match on Hotel Property Code.
- A vendor with the same Hotel Chain Code that is marked as a subcontractor.
For car rentals:
- A vendor number supplied directly in the booking remarks.
- A vendor of type Car Rental with the same Car Rental Company Code.
If none of these match, the segment goes to the queue.
Prevention
As your vendor list grows, missing vendor entries become less frequent. When you start working with a new hotel or rental company, you can create the vendor in advance with the correct travel fields so that bookings process without interruption.