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Processing Bookings into Sales Orders

Processing an AIR import converts the booking data into a Business Central sales order, 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.

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 a status of New. Use filters if needed.
  3. Open the import card -- select the record to open its details. Review the customer, passengers, fares, and flight information to confirm everything looks correct.
  4. Run the Process action -- on the import card, choose the Process action from the action bar. The system will create a sales order automatically.
  5. Review the result -- the status changes to Processed and a link to the new sales order becomes available. Open the sales order to verify the lines.

What Happens During Processing​

When you process an import, the system performs several steps behind the scenes:

  • Customer lookup -- the system matches the booking to an existing customer in Business Central.
  • Item mapping -- each travel product (flight, hotel, car rental, rail) is mapped to the appropriate item based on product type and region (see Item Mapping Configuration).
  • Fare calculation -- base fares, taxes, and markups are applied to each sales line.
  • Service fees -- a service fee line is added for each passenger according to your configuration.

Multi-Passenger Bookings​

When a booking includes more than one passenger, the sales order contains alternating lines for each traveler:

  1. Flight line for Passenger 1 (fare amount plus markup)
  2. Service fee line for Passenger 1
  3. Flight line for Passenger 2 (fare amount plus markup)
  4. Service fee line for Passenger 2
  5. ...and so on for each additional passenger

This structure ensures that each passenger's fare and service fee are clearly separated on the sales order and eventual invoice.

Troubleshooting​

If processing fails, the import status changes to Error. Common reasons include:

  • Missing customer -- the customer referenced in the booking does not exist in Business Central. Create or correct the customer record and try again.
  • Missing item mapping -- no item mapping exists for the product type and region combination. Set up the mapping first (see Item Mapping Configuration).
  • Missing vendor -- the airline, hotel, or other vendor is not set up. Check the Missing Vendor Queue to resolve this.
  • Required fields -- the customer may require certain fields (department, project number, etc.) that are not present in the booking data.

After correcting the issue, return to the import card and run the Process action again.

Finding the Sales Order​

Once an import is processed, you can navigate to the sales order directly from the import card. The sales order number is displayed on the card and linked for quick access. You can also find it by searching for sales orders filtered by the PNR or customer.