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Balance Settlement

The balance settlement module simplifies the process of collecting payments from corporate clients such as agencies, insurance companies, and any other entity with an active contract or commercial agreement in the system.

If you have the balance settlement module enabled, you can quickly see which companies still have outstanding debts with your rental company.

This module applies to any company or agency that has:

  • A contract or commercial agreement registered in the system
  • Bookings associated with balances to be settled

This module allows you to settle and collect:

  • Commissions agreed upon in commercial contracts
  • Outstanding balances for items within the booking system

To find a summary of these balances, go to Agency Settlement in the sidebar and select Balance of Settlement.

There, you will find companies with outstanding balances. This means that if an agency or company has an invoice with an unpaid item, it will appear in this column.

Columns and Meaning

1. Agency
Identifies the agency associated with the balance. Only agencies with outstanding debt are displayed.

2. Last Updated Date
Indicates when the agency’s balance was last updated.
It updates automatically when there are changes in bookings or manually using the refresh button.

3. Total Reservations
The total sum of all reservations in which the agency is involved.
It reflects the overall volume generated, not necessarily what is owed.

4. Total Balance / Accumulated Debt
The sum of all outstanding items (what the agency owes) across all its reservations.

5. Commissions
Amount corresponding to commissions associated with the agency.

6. Amount Paid
How much the agency has already paid toward its total debt.

7. Invoiced Amount (only visible if ERP is connected)
How much of the debt has already been invoiced.

8. Amount to be Invoiced (only visible if ERP is connected)
Portion of the debt that has not yet been invoiced.

9. Total Agency Balance
The final total amount the agency currently owes (outstanding debt).


By clicking on an agency name, you will find a detailed breakdown of the balances that make up the general summary shown on the previous screen.

In the Bookings table, you will find details such as:

  • Return date
  • Reservation ID
  • From/To dates
  • Customer
  • Status
  • Total reservation amount
  • Agency total
  • Amount to be invoiced
  • Commission
  • Agency balance
  • Outstanding balance
  • Purchase order
  • Duration

From there, you can create an invoice. To do so, select one or more items by checking the box, then click Create Invoice.

You will then see the details of the agency balance. Make sure all the items you want to invoice are included. If you wish to remove any, click the trash icon. Once all items are selected, click Create Invoice.

 

Next, select the invoice type, sales condition, due date, and purchase order. You can also add notes.

Confirm to complete the process.