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Add a supplier

Add an airline, hotel or ground operator once, with its currency, contact, payment terms and VAT details, so you can record its costs.

How toUpdated

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Add a supplier the first time you pay someone for a trip: an airline, a hotel, a ground operator, a visa agent. You add it once; after that you only record its costs and payments.

Before you start

  • You need permission to manage suppliers and costs.
  • The supplier types come from your agency's list: Settings → Lists.
  • If the supplier bills in a foreign currency, that currency must be in Settings → Currencies, with an exchange rate.

Steps

  1. Open Suppliers and profit and press New supplier at the top. The New supplier window opens.
  2. Type the Name in English. Add the Name in Arabic if you want it on Arabic screens.
  3. Choose the Type, for example an airline or a hotel.
  4. In They bill in, choose the currency on the supplier's invoices. It starts with your main currency.
  5. Add the Contact person, Phone, Email and Payment terms (for example "Pay 21 days before arrival"). All are optional.
  6. In Registered in, choose the country where the supplier is registered. Leave Not set if you do not know.
  7. Type the supplier's VAT number if it has one.
  8. Press Save.

After you save

  • The message Supplier saved appears and the supplier is listed on the Suppliers tab.
  • New costs for this supplier start in its currency, and you can now choose it in Add a supplier cost.
  • If the supplier is registered in another country than the branch a cost belongs to, the cost starts with no tax information: VAT of a supplier in another country cannot be claimed back here.

Tip

To change a supplier later, press its ⋮ menu and choose Edit, or open it and press Edit supplier. The same window opens, titled Edit supplier.

Remove or archive a supplier

  1. On the Suppliers tab, open the supplier's ⋮ menu.
  2. Choose Remove if the supplier has no costs, or Archive if it has.
  3. Confirm. You see Supplier removed or Supplier archived.

An archived supplier keeps all its costs and payments. It is hidden from the list and from Add a supplier cost. Tick Show archived to see it, and choose Bring back in its ⋮ menu to make it active again.

If something goes wrong

  • Save stays grey: the Name in English or the Type is empty.
  • No currency you need in They bill in: add it in Settings → Currencies first.
  • Choose a country: the country is not valid. Pick one from the list or choose Not set.
  • New supplier is missing: your role does not include managing suppliers. Ask the agency owner.

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