Processing Bookings into Sales Orders

Processing an AIR import converts the booking data into a Business Central document, complete with the correct customer, items, prices, and service fees. This is the core step that turns a travel booking into something you can invoice.

Bookings and exchanges create a sales order. Refunds and voids create a sales credit memo.

Step-by-Step Guide

1. Open the AIR Import List -- search for "AIR Import List" in Business Central.
2. Find the import -- look for records with status Draft. Use filters if needed.
3. Review the booking -- choose View Details to open the import card and check the remarks, passengers, fares, and segments.
4. Go back to the list and choose Process to Order -- processing is started from the list, not from the card. You can select several imports and process them together.
5. Review the result -- the status changes to Processed and Created Order No is filled in. Use View Created Order to open the document and verify the lines.

If an import already has status Processed and you need a new document from the same data, use Reprocess Record instead. It creates an additional document; it does not replace the first one.

What Happens During Processing

Before any document is created, the system runs a full check and collects all problems at once, so you see every issue in one summary instead of fixing them one at a time. If everything checks out, it then:

• Finds the customer -- based on the account number in the booking remarks.
• Picks the items -- each segment is mapped to a booking item and a service fee item (see Item Mapping Configuration).
• Calculates prices -- fares, taxes, and automatic markups are applied per passenger.
• Adds service fees -- one service fee line per passenger.
• Fills in travel data -- traveller name, ticket number, departure date, vendor, destination, and the customer's own references (department, cost center, project, employee number).

Line Order on the Sales Order

Lines are created per passenger, in this order:

1. Flight line for Passenger 1 (fare plus markup)
2. Service fee line for Passenger 1
3. Any ancillary service lines for Passenger 1 (extra baggage, seat selection, and similar)
4. Flight line for Passenger 2
5. Service fee line for Passenger 2
6. Any ancillary service lines for Passenger 2
7. ...and so on for each additional passenger

Because AIR fare amounts are already per person, this structure keeps each traveller's fare, fee, and extras clearly separated on the order and on the final invoice. Hotel, car rental, and ground transport segments get their own lines with the matching vendor and voucher information.

Automatic Markups

Some markups are added automatically during processing. They are configured once in AIR Setup (see AIR Setup) and then applied without any user action:

Markup	When it applies
NDC Markup % Online / Offline	On NDC tickets where no manual markup was entered in the booking. Online bookings use the online percentage, all others use the offline percentage.
BSP Card Fee %	On BSP bookings for customers who have a credit card provider. It covers the card transaction fee.
Currency Rate Markup %	On every conversion from a foreign currency to your local currency, to protect against exchange rate losses. The default is 5 %. Customers marked as excluded from the currency markup get the plain exchange rate.

A manual markup entered in the booking always wins over the automatic NDC markup.

Troubleshooting

If processing fails, the import status changes to Error. Check the Pending Reason column first:

• Missing Vendor -- the hotel or car rental company is not set up as a vendor. Resolve it in the Missing Vendor Queue.
• Awaiting Voucher Decision -- someone must choose Voucher or Confirmation. Resolve it in the Voucher Decision Queue.
• Missing Destination -- the destination code on a hotel, car rental, or ground transport segment is unknown. Resolve it in the Missing Destination Queue.

In all three cases, the import is processed again automatically once the last outstanding item for that booking is resolved.

If Pending Reason is empty, the cause is something else. Common examples:

• Customer not found -- the account number in the booking does not match any customer. Correct the customer record or the booking data.
• Missing item mapping -- no mapping exists for this combination of product type, region, service type, web flag, and voucher flag. Add it in AIR Order Item Mapping.
• Item problem -- the mapped item does not exist, is blocked, or is blocked for sales.
• No price on the service fee item -- the service fee item has no price for this customer, price group, or all customers.
• Salesperson not found -- the salesperson code in the booking does not exist in Business Central.
• Form of payment problem -- the payment form is unknown, differs between passengers, or the customer's credit card provider or card number does not match the booking.
• Missing exchange rate -- the booking uses a currency with no exchange rate for the working date.

After correcting the issue, go back to the AIR Import List and choose Process to Order again.

Finding the Created Document

From the AIR Import List, use View Created Order to open the sales order or credit memo. The document number is also shown in the Created Order No column and on the import card. From a sales order line you can go the other way using the AIR Import action to open the import behind that line.