A sub-agency account keeps what a sub-agency owes you for the bookings it makes on your products, with a credit limit, money it paid in advance and due days. Each booking is charged to the account, each payment you receive is recorded on it, and a booking that does not fit the available amount is refused before any room is held. For example, Blue Coast Tours pays you 2,000 EUR in advance and books against it; once those 2,000 EUR are used, its next booking waits for a payment or a higher limit.
No account, no limit. Until you open an account, the sub-agency books as before, with no charge or check. Open one only for the sub-agencies you want to work with on a limit or a deposit.
Open an account
Open Distribution > Sales Network, open the sub-agency and go to its Account tab, then choose Open an account.
| Field | What it sets |
|---|---|
| Currency | The currency the account is kept in. It locks once the account has its first movement. |
| Credit limit | How far the balance may go into debt. With 0, the sub-agency books only up to what it paid in advance. |
| Due days | Days after the end of the stay when a booking's amount falls due. With 30, a stay ending on 10 June is due on 10 July. |
| Opening balance | None, The sub-agency owes or Paid in advance, with its amount, to carry over a balance you already keep elsewhere. |
Distribution > Accounts lists every sub-agency account with its status. Search for a sub-agency and choose its row to open the Account tab.
Read the account
The tab shows the terms in one line, for example EUR · Credit limit 5,000 · Due 30 days after the stay ends, and three figures:
- Balance: what the sub-agency owes you, or what it has in credit.
- Available: the credit limit less the balance. A booking fits when its amount is at most this figure.
- Overdue: amounts past their due date that payments have not covered, with the number of days. Payments cover the oldest amounts first.
Under them, the Statement lists every movement with Date, Transaction, Due, Debit, Credit and a running Balance. Choose the Period: this month, the last 3 months, this year or all. Export downloads the statement as Excel or CSV, with the accounting code of the sub-agency's billing details card.
Example: credit limit 5,000 EUR, 2,000 EUR paid in advance, open bookings of 4,500 EUR. The balance is 2,500 EUR owed and 2,500 EUR is available. A 3,000 EUR booking is refused; a 2,000 EUR booking is taken.
How bookings use the account
Each booking the sub-agency makes on your products charges the account what the booking collects:
- Stay: the rooms and the taxes collected with the booking. A tax the guest pays at the property stays out.
- Package, tour or transfer: the booking total.
The amount is converted into the account currency at the rate of the booking time, and its due date is the end of the stay plus the due days.
A booking above the available amount is refused when it is made. The check runs before any room is held, so a refused booking keeps nothing. The sub-agency sees the available amount and is asked to talk to you about a payment or the limit. An overdue amount alone never refuses a booking; to stop new bookings, use Stop new bookings under Edit terms.
A cancellation frees the booking's amount less its cancellation fee. Example: cancelling a 1,000 EUR booking with a 200 EUR fee raises the available amount by 800 EUR, and the statement shows the cancellation less the cancellation fee. The account never holds up a booking's confirmation.
Record payments and corrections
Choose Record payment and pick the Transaction:
| Transaction | Use it when |
|---|---|
| Payment received | The sub-agency paid you, for example by bank transfer. Add the receipt number or bank name as the description. |
| Payment returned | You paid money back to the sub-agency. |
| Adjustment | You correct the balance by hand. Choose Raise the debt or Lower the debt and write a note; an adjustment needs one. |
To undo an entry, choose Reverse from its row. A reversing line is added to the statement and the original stays, so the history is complete.
Edit terms changes the credit limit and the due days, and the currency until the first movement. Stop new bookings suspends the account: while it is on, the sub-agency cannot book from you. Turn it off to let it book again.
What the sub-agency sees
The sub-agency sees its own account on your page under its Sales Network, in the Account tab: the same terms, figures and statement, with Export as its only action. It never sees another sub-agency's account, and you never see its own selling price or margin.
On its New booking screen, an offer of yours shows Available on your account at Aegean Holidays: 2,500 EUR. When you stop new bookings, the sub-agency sees that its supplier has stopped new bookings on its account. A sub-agency on the LITE access profile reads its account the same way.
API partners are not affected. An API partner books under its own partner payment terms. A sub-agency account applies to sub-agencies only.
Where to next
- Create and manage sub-agencies → Sales Network
- What a sub-agency sees and books → Selling as a sub-agency
- The sub-agency's billing details and accounting code → Billing details and accounting codes