Skip to main content

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:

  1. Search for Report Selection -- Sales (Alt+Q).
  2. Select the usage you want to change, for example Invoice or Credit Memo.
  3. 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.

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:

  1. Open the posted sales invoice (or posted credit memo) you want to send.
  2. Choose Print or Send from the action bar.
  3. 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.