Suppliers

Suppliers are the companies and partners that provide the products you sell to customers. Every hotel, airline, tour operator, and service provider you work with is registered as a supplier. When you add a product to your inventory, you assign it to a supplier for fulfillment tracking, reconciliation, and reporting.

How it works

You create a supplier with their contact information, assign them a code for internal reference, and optionally configure automated reports and record locators. One supplier can be marked as the default -- new products are assigned to the default supplier unless you specify otherwise.

Each supplier has three tabs:

• Details -- Contact information, payment terms, record locator settings, and general configuration
• Reports -- Send reports, preview report data, and view delivery history
• Report Settings -- Configure report schedules, row modes, report modes, and choose which columns appear in the report

Key concepts

Supplier properties

Record locators

Record locators are per-order codes that you share with a supplier (and optionally with end customers) so travelers can use the supplier's self-service systems without seeing other groups' bookings. For example, if a supplier is a bus company with a passenger app, you can give each order its own locator code so travelers look up only their own seats.

You configure record locators on each supplier individually:

The auto-generate, length, and require-letter settings only apply when record locators are enabled. If you turn record locators off, those values are cleared.

Record locators also appear as an available column in supplier reports, so you can include them in the CSV data you send to suppliers.

Default supplier

One supplier can be marked as the default. When you set a supplier as default, any previously default supplier is automatically unset. The default supplier is pre-selected when creating new inventory products.

Supplier reports

Each supplier has an automated reporting configuration that lets you send booking data to the supplier on a schedule:

When you choose a schedule, reports are generated and delivered automatically at the selected interval. Daily reports run once per day, Weekly reports run every Monday, and Monthly reports run on the first day of each month. If you select Manual, reports are only sent when you explicitly trigger them from the supplier's Reports tab.

Each scheduled delivery automatically covers the period since the previous successful delivery. If this is the supplier's first automated report, the period starts from when the report configuration was created.

Row modes

The row mode controls how the report structures its data.

• Per Booking -- Each row represents one booking line. Participant data is summarized: you see a participant count and a comma-separated list of names, but no per-person detail. Use this mode when the supplier needs a compact overview of bookings without individual traveler breakdowns.
• Per Participant -- Each row represents one participant on one booking. If a booking has three participants, it produces three rows. This mode unlocks detailed participant fields -- full name, date of birth, nationality, gender, seat reference, and per-participant pricing. Use this mode when the supplier needs a passenger manifest or per-person detail.

Switching the row mode changes which participant columns are available in the column configuration. Columns that belong to the other mode are automatically hidden.

Report modes

The report mode controls which bookings are included in the report.

• Changelog -- Only bookings that changed since the last report. Each row is tagged with the type of change (Added, Updated, or Deleted), a change reference, a timestamp, and the name of the user who made the change. Use this mode when the supplier wants incremental updates rather than a full list each time.
• Current Status -- A full snapshot of all bookings within the date range, regardless of whether they changed. No change-tracking columns are included. Use this mode when the supplier needs a complete manifest or a fresh picture of all bookings.

Switching the report mode changes which columns are available. Changelog columns (change type, change reference, timestamp, changed by) only appear when Changelog mode is selected.

Report columns

You customize which data columns appear in supplier reports. The available columns depend on the selected row mode and report mode -- different combinations offer different data fields.

Use the drag-and-drop interface on the Report Settings page to manage columns:

1. Add a column -- Use the searchable dropdown at the top to find and add a column. Columns are grouped by category (order, client, booking, participant, payment) for easier browsing.
2. Reorder columns -- Drag the grip handle on any column to move it up or down. The order here determines the column order in the exported report.
3. Remove a column -- Click the trash icon on any column to remove it from the report.

Available data includes order details (code, status, trip name), client information (name, email, phone, address, nationality, company details, date of birth, tax ID), booking details (reference, status, product name, type, variant, start and end dates, day count, night count, price, currency, external reference, record locator, notes), and participant information. In Per Booking row mode, participant data is summarized as a count and comma-separated names. In Per Participant row mode, each participant gets its own row with full detail fields -- including multiple name formats. You can choose the participant's name as-is, a normalized version with diacritics stripped (useful for systems that don't support special characters), a GDS format (LASTNAME/FIRSTNAME, as used by Amadeus and Sabre), or a manifest format (LASTNAME, First). Changelog mode adds change-tracking columns (change type, reference, timestamp, and who made the change).

When you create a new supplier, the report starts with a default set of columns: change type, booking reference, starting date, product name, participant count, and total price. You can customize this at any time from the Report Settings tab.

Report deliveries

Every time a report is sent, the delivery is logged and tracked through the email delivery system. Deliveries can originate from three places: the supplier's own Reports tab (manual send), a scheduled delivery (automated), or a trip-scoped report (sent from a trip's Supplier Reports tab). All three appear in the same delivery history list on the supplier's Reports tab.

You can view the delivery history for each supplier, download previously sent reports, and resend reports if delivery failed. Resending generates a fresh report for the same date range using the supplier's current column configuration -- it does not simply re-send the original file.

Common tasks

Creating a supplier

1. Navigate to Data > Suppliers
2. Click Add to create a new supplier
3. You are taken to the supplier's Details tab
4. Fill in General Information: name, code, and unique ID
5. Fill in Contact Details: contact name, email, phone, URL, and address
6. Set Payment & Status: payment deadline in days, active/default toggles
7. Optionally configure Record Locators: enable them, set auto-generation, code length, and whether to require at least one letter
8. Click Save

A default report configuration is automatically created for new suppliers.

Configuring supplier reports

Each supplier has a Report Settings tab where you set up how reports are generated and delivered.

1. Open a supplier and go to the Report Settings tab
2. Toggle Enabled to activate automated reports
3. Choose the Delivery Method (currently Email)
4. Enter the Recipient Email where reports are sent
5. Choose a Schedule -- Manual (send on demand only), Daily, Weekly, or Monthly
6. Choose the Row Mode -- Per Booking (one row per booking) or Per Participant (one row per participant)
7. Choose the Report Mode -- Changelog (only changes since the last report) or Current Status (a full snapshot of all bookings)
8. Click Save Configuration

After saving the configuration, customize which columns appear in the report using the Report Columns section on the same page:

1. Use the searchable dropdown at the top to find and add a column. Columns are grouped by category (order, client, booking, participant, payment). The available columns depend on your row mode and report mode selections.
2. Drag the grip handle on any column to reorder it. The order here determines the column order in the exported CSV.
3. Click the trash icon on any column to remove it.

Column changes are saved automatically as you add, remove, or reorder them.

Sending and previewing reports

The Reports tab on each supplier is where you send reports, preview their contents, and view delivery history.

Sending a report for a date range:

1. Open a supplier and go to the Reports tab
2. Set the From and To dates for the period you want to cover
3. Click Preview to see the report data in a full-screen table before sending
4. From the preview, click Download to save the CSV file, or Deliver to email the report to the supplier
5. You can also click Download or Deliver directly from the main Reports page without previewing first

Delivery history:

Below the send controls, you see a list of all previous report deliveries -- including manual, scheduled, and trip-scoped deliveries. Each entry shows the delivery status, recipient email, row count, date range, and when it was sent. From the action menu on each delivery, you can:

• Download -- Save the previously generated CSV file to your computer
• Resend -- Generate a fresh report for the same date range and send it again. The new report uses the supplier's current column configuration, so if you have changed the columns since the original delivery, the resent report reflects those changes.

Sending a report from a trip

You can also send supplier reports scoped to a specific trip. This is useful when you need to send a supplier a manifest or booking list for an upcoming departure, rather than a date-range report.

1. Open a trip and go to the Supplier Reports tab
2. The page lists every supplier that has active (non-cancelled) bookings on this trip, along with the recipient email and booking count
3. Click Preview next to a supplier to see the report data in a table before sending
4. Click Send to deliver the report to the supplier by email

Trip-scoped reports include all non-cancelled bookings for the selected supplier on that trip. They use the supplier's configured row mode, report mode, and column selection -- the same template as date-range reports. The delivery is logged in the supplier's delivery history alongside manual and scheduled deliveries.

Generating an ad-hoc report

1. Open a supplier and go to the Reports tab
2. Select a date range using the From and To fields
3. Click Download to save the report as a CSV file
4. Or click Preview first to review the data, then download or deliver from the preview

How it connects

• Inventory -- Every product is assigned to a supplier for fulfillment and cost tracking.
• Orders -- When record locators are enabled for a supplier, each order with a booking for that supplier can carry a per-order locator code shared with the supplier and travelers.
• Actions -- The managed Supplier Report action delivers automated supplier reports.
• Trips -- You can generate and deliver supplier reports scoped to a specific trip from the trip's Supplier Reports tab. The tab lists every supplier with active bookings on the trip. This lets you send trip-specific manifests to suppliers ahead of a departure. Those deliveries also appear in the supplier's delivery history. See Sending a report from a trip for the step-by-step process.
• Bookings Report -- Filter the Bookings report by supplier to see all bookings for a specific supplier across your workspace.

Supplier detail view

When you open a supplier from the list, you land on a page with three tabs: Details, Reports, and Report Settings. The Details tab is split into four sections.

General Information

Shows the supplier's name, short code, and unique ID. These identify the supplier in lists, filters, and reports throughout the system.

Contact Details

Shows the contact name, email, phone, website URL, and address. This is the information you use to reach the supplier directly. The email here is separate from the report recipient email -- the report recipient is configured on the Report Settings tab.

Payment and Status

Shows the payment deadline (in days), the active toggle, and the default toggle. If you mark a supplier inactive, it remains in historical records but no longer appears as an option when assigning products. Only one supplier can be default at a time.

Record Locators

Shows the record locator configuration for this supplier. You can enable or disable locators, choose whether they generate automatically when a booking is added, set the code length, and require at least one letter. See Record locators for a full explanation of these settings.

You edit all four sections in place and click Save to apply changes.

Report configuration

The Report Settings tab controls what data appears in reports and how reports reach the supplier. Configuration has two parts: delivery settings and column selection.

Delivery settings

At the top of the Report Settings tab you configure:

• Enabled -- Turn automated reports on or off for this supplier.
• Delivery Method -- Currently Email. The report is sent as a CSV attachment.
• Recipient Email -- The email address that receives the report. This can differ from the supplier's main contact email. If you leave this blank, reports are sent to the supplier's main contact email from the Details tab instead.
• Schedule -- How often the system sends reports automatically: Manual (no automation), Daily (every day), Weekly (every Monday), or Monthly (first of each month).
• Row Mode -- Whether the report contains one row per booking or one row per participant.
• Report Mode -- Whether the report includes only changes since the last delivery (Changelog) or a full snapshot of all bookings (Current Status).

Click Save Configuration after making changes.

Column selection

Below the delivery settings, the Report Columns section lets you choose which data fields appear in the report and in what order. Available columns change depending on your row mode and report mode selections.

To set up columns:

1. Use the search dropdown to find a column by name. Columns are grouped by category -- order, client, booking, participant, and payment.
2. Select a column to add it to the report.
3. Drag the grip handle on any added column to reorder it. The top-to-bottom order here becomes the left-to-right column order in the CSV.
4. Click the trash icon on a column to remove it.

Column changes save automatically. You do not need to click a separate save button for column updates.

New suppliers start with a default set of columns: change type, booking reference, starting date, product name, participant count, and total price. You can customize this at any time.

The available columns change when you switch row mode or report mode. Changelog columns (change type, change reference, timestamp, changed by) only appear in Changelog mode. In Per Booking mode, participant columns are limited to a count and a comma-separated list of names. In Per Participant mode, you get access to the full set of individual participant fields, including multiple name formats: the name as entered, a normalized version with diacritics stripped, a GDS format (LASTNAME/FIRSTNAME), and a manifest format (LASTNAME, First).

The combination of row mode, report mode, and selected columns acts as the report template for this supplier. Every report generated for this supplier -- whether triggered manually, by a schedule, or from a trip -- uses this configuration.

Scheduled delivery

When you set a supplier's schedule to Daily, Weekly, or Monthly, the system generates and delivers reports automatically at the configured interval. You do not need to be logged in or take any action for scheduled reports to send.

How schedules work

Each scheduled delivery covers the period since the previous successful delivery. If this is the supplier's first automated report, the period starts from when the report configuration was created. If the report mode is set to Changelog, only changes during that period appear. If set to Current Status, the report contains a full snapshot of all bookings updated during that period.

Scheduled deliveries appear in the supplier's delivery history alongside manually triggered and trip-scoped deliveries. If a scheduled delivery fails, you can resend it from the delivery history.

To stop automated delivery, open the supplier's Report Settings tab and either set the schedule to Manual or toggle Enabled off.

Managed action

Scheduled supplier reports are powered by the Supplier Report action. You can view and manage this action from the Actions page. The action handles timing and triggers delivery for all suppliers with an active schedule.

Downloading reports

You can download supplier report data as a CSV file in two ways.

Download for a date range

1. Open a supplier and go to the Reports tab.
2. Set the From and To dates.
3. Click Download.

The system generates the report using the supplier's current column configuration and saves a CSV file to your computer. The file name includes the date range for easy identification.

You can also download from the preview: click Preview first to review the data in a table, then click Download from within the preview panel.

Download a previous delivery

Every report delivery is stored. To re-download a report that was previously sent:

1. Open the supplier's Reports tab.
2. Scroll to the Delivery History list.
3. Find the delivery you want and open its action menu (the three-dot icon on the right).
4. Click Download.

This downloads the exact CSV that was sent to the supplier at that time, preserving the column configuration and data as they were when the report was generated.