Custom Travel Invoice
The custom travel invoice report is designed specifically for travel agencies. It shows the same amounts as a standard Business Central invoice, plus all the booking details your customers expect to see.
The same report is used for invoices, credit memos and previews. The heading tells you which one you are looking at: INVOICE, CREDIT MEMO, and (PREVIEW) when the document has not been posted yet. Documents paid by corporate card also get , CREDIT CARD in the heading.
Set It Up First
The travel invoice does not replace the standard invoice on its own. Until someone connects it, Business Central keeps printing its own standard invoice report.
An administrator needs to do this once:
- Search for Report Selection -- Sales (Alt+Q).
- Select the usage you want to change, for example Invoice or Credit Memo.
- Point the report to the travel Sales Invoice report from Travel Business Connector.
After that, printing and emailing works exactly as usual and the travel invoice is used automatically.
Additional Information on the Invoice
Compared to a standard Business Central invoice, the travel invoice displays:
- PNR (booking reference) -- so customers can match the invoice to their trip
- Ticket numbers -- individual ticket references
- Traveler names -- the passenger or guest each line belongs to
- Flight details -- from and to airport, flight number, date, departure and arrival time
- Hotel details -- hotel name, city, check-in, check-out and number of nights
- Car rental details -- rental company, vehicle, pickup and return
- Ground transport details -- company, service type, route and departure time
- Reference fields per line -- Department, Cost Center, Customer Project, Requisition No, Employee ID and Requester, so the customer can route the cost internally
- Payment information in the header -- Credit Card Provider and Payment Reference (OCR) when they apply
- VAT -- per line and as a summary grouped by VAT rate
Booking details are only printed when they exist, so a simple non-travel invoice looks like a standard document.
Supplier VAT on Booking Lines
Some companies invoice travel as a disbursement: the customer is charged exactly what the airline or hotel charged, and the agency's own VAT applies only to fees and markup. The booking line then shows 0% VAT even though the supplier's VAT is inside the amount.
Because the customer receives no invoice from the airline or hotel, your invoice is the only document they can base their VAT deduction on. When your company is set up for it, each such line therefore carries a small information row underneath:
herav 12 % mva: 144,00 (grunnlag 1 200,00) - utstedt pa vegne av Scandinavian Airlines System, org.nr 811176702 MVA
The amount shown is what the supplier charged, and the base is the part of the fare that VAT was calculated on -- normally less than the whole line, because charges such as airport fees sit inside the same amount without VAT.
The row is information only. It never changes the line amount, the total, or the VAT summary -- the summary keeps showing your own VAT alone, because the supplier's VAT is not yours to report.
What it looks like depends on the company setting:
| Setting | Result |
|---|---|
| None | Nothing is printed. Normal for companies that invoice travel as their own turnover. |
| Amount Only | The VAT amount and the amount it was calculated on. |
| Name and Org. No. | Also names the supplier with its organisation number, which is what Norwegian rules require. |
Only domestic bookings get the row. A foreign hotel or flight carries foreign VAT that cannot be deducted here, so nothing is shown.
In the Name and Org. No. mode, an invoice cannot be posted while a booking line's supplier is unknown or missing an organisation number. You do not have to wait for the posting to find out: the sales order and credit memo show a notification as soon as you open them, with a Show missing suppliers link straight to the Missing Vendor Queue. The posting error names the line as a last line of defence.
A posted invoice cannot be corrected afterwards, and an incomplete specification can cost the customer their deduction -- which is why the check stops the posting instead of printing an incomplete row.
An optional note under the VAT summary explains the 0% lines to the customer, so they do not need to ask why the trip carries no VAT.
Credit memos mirror the row: crediting a booking reverses the supplier VAT in full, so the customer's deduction is withdrawn with the same document that withdraws the charge. This covers hotel and car rental refunds, which are always made manually from the original invoice.
When you run the report you can choose Show Travel Details to include or leave out the flight, hotel, car rental and ground transport blocks.
Previewing Before You Post
You can look at the finished document before anything is posted:
- On a sales order, choose Preview Invoice.
- On a sales credit memo, choose Preview Credit Memo.
Both actions open the travel report for that document with (PREVIEW) in the heading. Nothing is posted and nothing is changed -- it is only a look at what the customer will receive.
Printing and Emailing Invoices
Once the report is connected in Report Selection -- Sales, you print or email it the same way as any other invoice:
- Open the posted sales invoice (or posted credit memo) you want to send.
- Choose Print or Send from the action bar.
- The travel report is used automatically, with all travel-specific details included.
Language Support
The report follows the Language Code on the Customer Card. If the customer's language is Swedish, the labels, headings and field names print in Swedish; the same applies to Norwegian and English. This happens automatically -- you do not choose a language when printing.
Tips
- If travel details are missing, check that the booking was imported and processed through the AIR import before the order was invoiced.
- The document is rebuilt every time the report runs, so a corrected customer setting shows up the next time you print -- you do not need to repost the invoice.