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.

If your company shows the supplier's VAT on invoices (see Supplier VAT on booking lines), airlines and ground transport companies appear in the same queue -- but with a different consequence. Their bookings become orders as usual; only the invoice cannot be posted until the supplier is registered. The Blocking column tells the two apart:

Blocking	What it means	Urgency
Import Held	The booking cannot become an order at all until the supplier is matched. Hotel and car rental.	Nothing can happen for this booking until you act.
Posting Blocked	The order exists and can be worked on, but the invoice will not post. Flight and ground transport.	Act before invoicing, not before ordering.

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 the car rental company (for example Avis or Europcar, derived from the rental company code). This is the name suggested when you use Create Vendor

• 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)

• Carrier Code -- the airline's IATA code (for example SK, DY, WF)

• Document No. -- for posting-blocked lines, the sales order that cannot be posted yet

• Missing -- what the row is waiting for: Vendor (the supplier is not registered) or Organisation Number (the supplier exists but its org.nr is missing)

• Matched Vendor No. -- the supplier already linked to the segment, when there is one

Use View Import to open the AIR Import card and see the full booking before you create anything.

Two Ways to Resolve a Row

The Missing column decides which action to use, and only that one is available:

Missing	What to do
Vendor	Create Vendor -- the supplier does not exist yet.
Organisation Number	Open Vendor -- the supplier is already there and only needs its organisation number filled in. Creating a second one would leave you with a duplicate and the invoice would still not post.

When you close the vendor card, the queue refreshes and the row disappears if it is resolved.

Creating the Vendor

1. 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.
2. Check and complete the details. For hotels, a Voucher Email is required unless the vendor is a subcontractor. The name is always required.
   • For Norwegian suppliers, use Look Up Organisation Number to fetch the legal name and organisation number from the national company register instead of typing them. Enter the organisation number to confirm the name, or leave it blank to search on the name. If the register says the company is not registered for VAT, check whether it really charges MVA before you invoice its VAT to the customer.
   • For airlines, use the numbers in the table below rather than searching -- an airline group often has several companies with almost the same name, and only one of them sells the ticket.
3. 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.

For an airline or ground transport company there is nothing to reprocess: the supplier is written onto the existing orders as soon as the vendor is created, and those orders can then be posted.

Organisation number

When your company identifies suppliers on the invoice, a domestic supplier cannot be saved without an organisation number. That is deliberate -- without it the invoice cannot be posted later, and a posted invoice cannot be corrected afterwards. Look the number up in the national company register before you create the vendor.

The Norwegian Airlines

Norwegian domestic flights are flown by three airlines, so this is a one-time job -- once these three vendors exist, no flight booking ends up in the queue again:

Code	Company to register	Organisation number
SK	SCANDINAVIAN AIRLINES SYSTEM DENMARK-NORWAY-SWEDEN NUF	961510740
DY	NORWEGIAN AIR SHUTTLE ASA	965920358
WF	WIDERØE AS	917281629

Type the organisation number, choose Look Up Organisation Number to fill in the name, and save.

Similar names are not the same company

Searching for "Norwegian" or "SAS" in the register returns several companies with nearly identical names. Only the one in the table above is the company that sells the ticket, and it is the one whose organisation number must appear on the invoice. Use the numbers here rather than picking from a search.

If a booking arrives with a different airline code -- for example D8 for Norwegian Air Sweden -- it is a different company and needs its own vendor. Look it up in the register the normal way.

Car rental and hotel codes are the same everywhere

A rental company code such as EP (Europcar) is the same code in every country, but the company behind it is a national one with its own organisation number. Name the vendor after the company in your country and use its organisation number: that is the only one that is ever printed, because a rental abroad never shows a supplier VAT row.

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, Car Rental, Airline or Ground Transport. Only vendors of the right type are matched.
IATA Carrier Code	The airline's two-letter code (SK, DY, WF). Used to identify the airline behind a flight booking.
Registration Number	The supplier's organisation number, right under the name on the vendor card. Printed on the invoice when the supplier's VAT is specified, and required for domestic suppliers in that case. Spaces are removed automatically, and a Norwegian number is rejected if its check digit does not add up -- so a mistyped digit is caught immediately rather than ending up on an invoice.
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:

1. A vendor number supplied directly in the booking remarks.
2. An exact match on Hotel Property Code.
3. A vendor with the same Hotel Chain Code that is marked as a subcontractor.

For car rentals:

1. A vendor number supplied directly in the booking remarks.
2. A vendor of type Car Rental with the same Car Rental Company Code.

For flights, a vendor of type Airline whose IATA Carrier Code matches the airline of the trip. A trip flown by two different airlines is never matched automatically -- there is no single supplier to name.

For ground transport, a vendor of type Ground Transport whose Name or Search Name matches the transport company in the booking. Spelling differences in spacing, case and punctuation are ignored; use Search Name for alternative names.

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.