Centralize expenses, organize payment terms, and gain a clear view of your bookings' real margin
Managing payments to suppliers can seem like a complex task, but with this tool in Avantio, the process is simplified and becomes clearer.
From recording expenses to controlling payment terms, you'll have the ability to organize all the information in one place.
This will allow you to know the real margin of your bookings and avoid confusion in accounting.
What are payments to suppliers and why configure them?
This module functions as an assistant that automates repetitive tasks: it calculates costs, records payments, and centralizes information in the VRMS.
The advantages are clear:
Accurately visualize the profit margin of each booking.
Easily compare what tourists pay with the actual expenses.
Access organized lists of pending and completed payments.
Create or edit individual payments according to each service.
It is an especially useful solution for agencies managing multiple suppliers, as it concentrates all the information in a single environment.
Attention to detail
The list of Payments to suppliers acts as an internal agenda. It does not allow direct payments, only to record and manage the information.
How to create a payment rule
Step 1. Access the payment configuration
Step 1. Access the payment configuration
Access the VRMS module, go to the "Suppliers" section, and open the "List" section.
Open the file of an already configured supplier.
In "Service Configuration," select the "Payments" section.
Click "Configure" next to the associated extra.
Step 2. Define the basic details
Step 2. Define the basic details
Assign a name to the rule.
Select the type of payment: percentage or fixed amount.
Choose the payment method from the dropdown.
Apply the corresponding VAT.
Indicate the payment date.
Establish the condition for automatic payment generation.
Associate the accommodations
Decide whether to include all the supplier's accommodations or just some.
Use filters (class, tags, location, or building) for a precise selection.
Review the summary
Verify all the configuration in the preview.
Make the necessary adjustments before saving.
Step 3. Determine the scope of the rule
Step 3. Determine the scope of the rule
Decide if the rule will apply only to future bookings or also retroactively, generating payments for bookings already registered.
See image
Create rule → payments will only be generated for bookings made from the rule creation date onwards.
Create rule and payments → payments will be generated retroactively, both for new bookings and for future bookings already registered before creating the payment rule.
Attention to detail
Users must have the "Supplier Payment Management" permission enabled.
Helpful tip
Use clear and descriptive names for the rules, like "Cleaning – Fixed Percentage." This will make them easier to identify in the future.
How to edit an existing rule
Go to the supplier's file in Service Configuration → Payments.
Click directly on the service you want to modify or use the icon with the three vertical dots
.
After modifying, two options will appear:
Modify only the rule: pending payments will retain the previous configuration and become personalized. New payments will be generated with the updated rule.
Modify rule and payments: pending payments will be updated with the new configuration, including future bookings registered before the change.
Attention to detail
Payments already marked as "Paid" cannot be edited.
Delete a rule or a supplier
When deleting, the system shows a warning about the associated payments:
Delete only the rule: pending payments become personalized and can be edited from the payment list.
Delete rule and payments: pending payments are completely deleted.
If a supplier's file is deleted:
Delete only the supplier: tasks are unassigned and pending payments become personalized.
Delete supplier and payments: pending payments are completely deleted.
Common mistakes
Forgetting to review pending payments before deleting a rule or supplier. To avoid data loss, always select the option that preserves the history if in doubt.
Configuring payments to suppliers in Avantio allows you to centralize management, reduce errors, and simplify your agency's financial control.
With clear rules, proper permissions, and regular reviews, you'll always have an accurate view of costs and better control over each operation.
Frequently Asked Questions
What happens if I create a retroactive rule?
What happens if I create a retroactive rule?
Payments are generated for future bookings, including those recorded before the rule was created, but it does not affect past bookings.
Can I edit individual payments after setting up a rule?
Can I edit individual payments after setting up a rule?
Yes, as long as they are not marked as "Paid."
What happens to tasks if I delete a supplier?
What happens to tasks if I delete a supplier?
They are automatically unassigned. Pending payments become editable or are deleted, depending on the chosen option.
Do I need special permissions for this?
Do I need special permissions for this?
Yes, the "Supplier Payment Management" permission must be enabled to create or edit rules.
How do I filter accommodations when associating them with a rule?
How do I filter accommodations when associating them with a rule?
You can use filters such as class, tags, location, or building.