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 supplier reports. 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, and general settings
• 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

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:

Report Columns

You can 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, dates), client information (name, email, phone, address), booking details (product name, type, variant, dates, price, external reference, notes), participant information (name, type, age, nationality, passport details), and payment status.

Report Deliveries

Every time a report is sent, the delivery is logged and tracked through the email delivery system:

You can view the delivery history for each supplier, download previously sent reports, and resend reports if delivery failed.

Supplier Booking Reports

You can generate ad-hoc supplier reports for any date range. These reports include all bookings for the supplier within the selected period, exported as a CSV file. Depending on the supplier's report mode, the file contains either a full snapshot of current bookings or only the changes since the last report.

The CSV includes order details (code, status, created/updated dates), client information (name, email, phone), booking details (product name, type, variant, dates, price, confirmation status, external reference), VAT information (category, amount), and participant details (name, type, nationality, passport).

You can also preview the report data in the browser before downloading or sending it to the supplier.

Common Tasks

Creating a Supplier

1. Navigate to Data > Suppliers
2. Click Add
3. Enter the supplier name and code
4. Fill in contact information (email, phone, contact name)
5. Set the payment deadline days
6. Mark as default if this should be the pre-selected supplier for new products
7. 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) for easier browsing. 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, you can 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. 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 -- Send the same report again (generates a fresh report for the same date range)

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.
• 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. This is useful for sending trip-specific manifests to suppliers ahead of a departure.