Voucher Defaults
When a hotel or car rental booking arrives from the booking system, Business Central needs to know whether to create a voucher (your company pays the vendor) or a confirmation (the customer pays the vendor directly). You can set a default per customer so most bookings are handled automatically.
Configuring Voucher Defaults
On the Customer Card, at the bottom of the General FastTab, you find two voucher option fields:
| Field | Applies To |
|---|---|
| Hotel Voucher Option | Hotel web bookings |
| Car Rental Voucher Option | Car rental web bookings |
Both defaults apply to web bookings only. Bookings made by an agent are not decided by these settings.
Each field has three options:
| Option | Behavior |
|---|---|
| Manual | No automatic decision. Each booking from this customer appears in the Voucher Decision Queue for a user to decide. |
| Yes | A voucher is always created. Your company pays the vendor for bookings from this customer. |
| No | A confirmation is always created. The customer pays the vendor directly. |
How It Works in Practice
When a booking is imported, the system checks the customer's default for that product type. If the default is Yes or No, the booking is handled automatically. If it is Manual, the booking waits in the Voucher Decision Queue until someone chooses Set Voucher or Set Confirmation. Once every segment on the booking has a decision, processing continues on its own.
The Prompts After a Decision
After you make a decision in the queue, you may be asked up to two questions:
-
"Update customer ... default to ... for future ... web bookings?" Answer Yes to save your choice as the customer's new default, so the same decision is made automatically next time. Answer No to keep the current default and decide again next time.
-
"Don't ask again for ...?" You only see this if you answered No to the first question. Answer Yes to switch the prompt off permanently for that customer and that product type -- the customer stays on Manual, and the queue simply stops asking you about the default. Hotel and car rental are switched off separately.
This lets you tune the defaults as you go, without opening the Customer Card. If you turned the prompt off and later want to change the default, edit Hotel Voucher Option or Car Rental Voucher Option on the Customer Card directly.