Suppliers and profit: common questions

Why can I not delete a supplier?

Because it has costs. A supplier with costs is archived instead, so its costs and payments stay in your trips' profit and in your accounts. Tick Show archived to see it, and choose Bring back in its ⋮ menu to use it again. A supplier with no costs is deleted for good.

How do I change a cost I entered wrongly?

The screen has no edit for a cost. Delete it (⋮ → Delete in the supplier's panel) and add it again with the right details. Deleting a cost also deletes the payments recorded on it, so record them again on the new cost.

The trip's profit dropped after I added one cost. Why?

Until a trip has a supplier cost, its profit uses the costs planned on the trip. The first supplier cost replaces the whole plan, so the profit counts only the supplier costs entered so far. It becomes right again once every cost is in. See How profit is calculated.

What happens to a per-traveller cost when bookings change?

It follows the travellers on the trip's confirmed bookings. A new booking makes it larger; a cancelled booking makes it smaller. What is owed to the supplier and the trip's profit change with it.

I paid the supplier at a different exchange rate. Does the profit change?

No. The cost keeps the rate of the day you entered it, so the profit stays the same when rates move. Each payment is saved with the rate of its own day, and the difference shows in the accounting export as an exchange gain or loss.

Why is there no VAT to claim on a supplier's cost?

The VAT starts from the branch's tax rules. If the supplier is registered in another country than the branch, the cost starts as No tax information, because that VAT cannot be claimed back here. Only costs that are Standard rated with Claim this VAT back in the VAT return ticked count as input VAT in the VAT report.

Where do I change supplier types or the currencies I can choose?

Supplier types are in Settings → Lists. Currencies and their exchange rates are in Settings → Currencies.

Why can I not see the profit or the Payables tab?

Your role decides it. The profit numbers need permission to see profit and to see reports. Payables and Owed to suppliers need permission to see supplier costs and margins. The Suppliers tab needs permission to see suppliers. Adding suppliers, costs and payments needs permission to manage suppliers and costs. The agency owner can change roles in Team and roles.

Can I pay a supplier for several costs at once?

No. Each payment belongs to one cost. Press Paid or Part on each cost you paid; give them the same Reference so you can match them to your bank statement.