Exporting your supplier payments for accounting reconciliation

Exporting your supplier payments for accounting reconciliation

The Export payments function means you can export supplier payment data from an Itinerary into a CSV file ready for uploading to accounting software such as Xero. You can then either reconcile payments already made or create bank payments via your accounting software.

Generate a supplier payments CSV

  1. Ensure supplier payment lines are visible by assigning applicable Booking statuses. View the Supplier payments help file for more info.
  2. Navigate to the Supplier payments tab.
  3. Tick 1 or more payment lines or Select all
  4. Select Export CSV from Actions dropdown.
  5. Review the dialog box, then click Export
  6. Once the file has finished downloading open the CSV file and use the data as desired.

Note:

  1. Ticking the Export items grouped by supplier will group any payments linked to a supplier into a single line in the CSV export.
  2.  When marking exporting payments as paid, Tourwriter will automatically populate the Amount paid field with the Amount due value and Date field with the date the export occurs. This is useful when creating bulk payments runs in your accounting software.
  3. Any payment item that has been exported will display the Payment has been exported download icon.

Explanation of the CSV data mapping

The CSV export maps data ready for importing into your Xero accounting platform to create forward Bill payments. Since Tourwriter and Xero use different labels for their data fields and also Xero has limits to the number of fields where data can be imported, the import template merges some fields together.

See the detailed explanation below.

Exported from Tourwriter  CSV column labelXero field label 
Supplier NameContactNameContact
ItineraryID – PaymentID – ItemIDInvoiceNumberReference number – Using global search in Tourwriter with the PaymentID will direct you straight to the related Supplier payment
Date of exportInvoiceDateDate – This can be edited in Xero
Payment Due DateDueDateDue Date – This can be edited in Xero
Quantity = 1QuantityQuantity – Hard coded to 1 to ensure the correct Total due is reflected in Xero
Amount DueUnitAmountUnit Amount – Multiplying the Unit Amount by the Quantity of 1 = Total due in Xero
Account codeAccountCodeAccount – The account code in Tourwriter needs to match the Account code in Xero. 
Accounting export nameTaxTypeTax rate – the tax rate label in Tourwriter needs match the tax rate in Xero.
Supplier email addressEmailAddressEmail address of the Supplier/Contact
[ItineraryID – ItineraryName]ReferenceReference
Quantity x ItemName (ItemOption – number of nights or days)DescriptionDescription
CurrencyCurrencyCurrency – this is the currency the product will be paid in. This currency needs to be listed in Xero before exporting

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