Agency payments

Agency payments

For the release on 30 April 2025

The Agency payments sub tab is only visible when an Agency has being added to an Itinerary. The Agency payments sub tab allows Users to create and manage agency payments so they can reconcile and keep track of agent commission payments to their Agencies.

View the release video for a quick overview of Agency payments


Agency payment details

When an Agency is assigned to an Itinerary the Agent commission is automatically populated based on the Margin calculated using the Agency type associated to the Agency.

  • Agent commission: Automatically taken from the itinerary Margin $ value displayed on the itinerary Pricing tab. Agent commission can be viewed on the Incoing payment sub tab and the Agency payment sub tab.
  • Agency payment due: After creating an agency payment the amount due is the agency payment due value. It is expected that the sum of 1 or more agency payments should equal the Agent commission.
  • Agency payments paid: After marking an agency payment as Paid the paid amount will be deducted from the Remaining balance. The Remaing balance will be $0 when the payments due equals agent commission and all payments are marked as Paid.

Agency payment fields

The following Payment types are available in the dropdown when creating an Agency payment:
  • Agency name * : This is the name of the Agency receiving the payment. The field defaults to the assigned Agency name however this can be edited if required.
  • Payment name * : Add a unique payment name or use a generic 'Commission payment' name
  • Reference: Add a reference number if required.
  • Due date * : This is the expected agent commission payment date.
  • Amount due * : The amount expected to pay. This should match the Agent commission value if only one agency payment is to be made. The field is automatically populated with the outstanding balance due. 
  • Date paid: The actual date the payment was made.
  • Amount paid: Add an amount paid once the payment has been made. To reconcile the payment the amount should match the Amount due.
  • Notes: Free text field to add a note if required

Creating an Agency payment  

The Agent commission value carries through to the Agency Payments sub-tab and is the value the amount due is based off. You can create one or more agency payment requests similar to how you manage Incoming payments. 

Note: The agent commission dynamically updates relative to changes on the Pricing tab

To create an agency payment:

  1. In an itinerary, head to the Payments tab and the Agency payments sub-tab.
  2. Select Create agency payment on the top-right corner to open the Create agency payment dialog.
  3. The Agency name will be auto populated. Edit the name if you prefer.
  4. Enter an appropriate payment name for the payment in the Payment name field.
  5. Enter a payment due date.
  6. Adjust the Amount Due. When you make your first payment, the Agent commission remaining balance defaults as the Amount due. Subsequently, the Amount due is adjusted to reconcile the remaining balance. Else, if the total paid exceeds the itinerary price, the payment type changes to Credit and the field displays as Credit amount with a negative value.
  7. You may enter an optional reference number. The Reference number is a free form text field. You can enter the transaction number/invoice number from your accounting tool to ensure the pricing details in Tourwriter matches that in your accounting tool.
  8. Add Notes information if required.
  9. Select Save to create the Agency payment

Note: For customers wishing to simultaneously create and mark an agency payment as paid complete the steps 2 - 3 below before clicking Save.

Recording a payment made to an agency

You can record payments against a previously created Agency payment or add the Amount paid as you are creating the Agency payment. To record an Amount paid:

  1. Create an Agency payment or Edit an existing Agency payment by clicking the ...More navigation.
  2. Enter the amount paid, for the actual funds that you are paying.
  3. Select the date the payment is made in the Date paid field.
  4. You may enter an optional note concerning the payment in the Note field.
  5. Select Save to finalise the payment.

Agency payments are automatically locked

If you change any agency payment to the status “Paid,” then the payment is automatically locked. To unlock and edit a locked payment:

  1. Click the More options icon you would like to Unlock and click Unlock.
  2. The Payment line is now unlocked.
  3. Click the ...More options icon and click Edit or Lock to relock the Payment line

Understanding the payment status

Each payment recorded in the payment table lets you uniquely identify them based on their colour code. Let’s take a look at what each colour represents:
  • Red -> Overdue: A red Overdue label denotes that the payment due date has passed and the total amount is not reconciled.
  • Orange -> Partial: An orange Partial label denotes that a partial payment was made before the due date.
  • Green -> Paid: A green Paid label denotes a reconciled payment.
  • Purple -> Overpaid: A purple Overpaid label denotes that the amount paid is greater than the amount due.
  • Blue -> Credit: A blue Credit label denotes that you owe a payment to the traveller or that you have offset a payment with a credit.

Agency payments pricing summary

All recorded payments are displayed in the Agency payments section in a tabular format. A summary of all the Itinerary pricing totals are shown below any payments and auto-calculates balances based on the payment entries. The columns in the payment summary include:
  • Agent commission: It carries across from the Agent commission field on the Incoming payments page (which comes from the $ Margin value on the Pricing page). 
  • Total paid: The sum of the Amount Paid for all payment entries.
  • Remaining balance: Calculates as the difference between the Agent commission value and Total paid. The amount can be a negative value.

Note: The Total amount due label alerts you with a red warning symbol for one of the following situations:

    • The sum of values in Amount paid fields is less than the total Itinerary price.
    • The sum of values in Amount paid fields is more than the total Itinerary price.

The warning message is shown as a tooltip, meaning you can read the warning message when you hover the mouse pointer over the warning message. See below.

More actions

Clicking the ... More for a payments has the usual options available.
  • Edit: Click to open the Edit agency payment dialog and make changes.
  • Mark as paid: Click to automatically populate the Date paid to todays date and Amount paid values to assign the Paid status.
  • Lock: Either Lock or Unlock the payment. A payment is automatically locked when it is marked as paid. 
  • Delete: Click to delete the payment. A payment with an Amount paid or Date paid value applied cannot be deleted. 




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