Paying suppliers

For: Agents Where to find it: Sidebar → Finance → Payables (Supplier invoices, Supplier payments, Payment runs, Supplier statements) · Finance → VAT → Blended VAT · Finance → Settings → Supplier payment defaults

The money you owe suppliers lives beside the money clients owe you. When a supplier confirms a service, Tourium records what you expect to owe them. When their invoice arrives you capture and approve it, then pay it — one at a time or in a batch — and send the supplier a remittance advice. A statement per supplier shows where you stand.

Who needs what

Everything here is part of Quote to Book on an agent account and needs the Manage finance permission. There is no seat. The same permission covers the client side of Bookings and invoicing.

Set up once: supplier payment defaults

Open Finance → Settings → Supplier payment defaults and click Add supplier default for each supplier you pay regularly. Pick the supplier, then fill in:

Field	What it's for
Payment terms (days)	How many days after the invoice date a supplier invoice falls due. Leave blank if there are no agreed terms.
Bank details	Account name, Bank, Account number, Branch code and SWIFT / BIC. Printed on the remittance advice.
Remittance email	Where a remittance advice is emailed.
Notes	Anything else your bookkeeper should know.

When you capture a supplier invoice and leave its due date blank, the due date is worked out from these terms. Removing a supplier's defaults means new invoices for them have no due date until terms are set again.

While you are in Settings, also check Supplier tax defaults — the VAT treatment each supplier's services default to. It decides the VAT on your client lines and whether any input VAT is estimated for the supplier (below).

What happens when a service is confirmed

When a service on a booking is marked Confirmed, Tourium immediately records what you expect to owe that supplier: the service's cost, in the supplier's own currency, plus an estimate of reclaimable input VAT.

Input VAT is only estimated when the cost is in your home currency and the supplier has a Standard-rated supplier tax default. A foreign-currency cost, a zero-rated, exempt or manual supplier, or a supplier with no default is recorded with no input VAT — the supplier's actual invoice supplies the real figure later.
Confirming the same service twice records the cost once.
If a confirmed service is cancelled before the booking's revenue has been recognised, the expected cost is reversed.
Until the supplier's invoice arrives, the amount shows on their statement as Accrued, not yet invoiced.

Supplier invoices

Finance → Payables → Supplier invoices lists what your suppliers have billed you, searchable and filterable by status.

Capturing and approving

Click Capture invoice.
Pick the supplier, enter Their invoice number, the Invoice date, the Currency, and optionally a Due date (leave blank to use the supplier's payment terms) and the Booking it belongs to.
Add a line for each item: Description, the Booking service it pays for (optional), Net, VAT and VAT treatment. Totals are summed from the lines when you save.
Save. The invoice is a Draft — you can still edit it.
Click Approve when it is right. Approving gives the invoice your own number (for example SINV-2026-0001), locks it, reverses the expected cost its lines' services recorded at confirmation, and records the supplier's actual cost and input VAT instead.

Opening an invoice

Each row in the list links to the invoice's own page:

On a Draft, Edit opens the quick-edit dialog in place, and Details opens the invoice's page.
On any other invoice, View opens the invoice's page.

The invoice's page shows the header details and totals (including what is still outstanding), each line, the payments applied against it, the payment run it belongs to, and how each line's VAT compares with the estimate recorded when the service was confirmed. It offers the same Edit, Approve and Void actions as the list, and links back to the booking and the payment run.

Statuses

Status	Meaning
Draft	Captured but not approved. Still editable, and no number yet. There is no separate "submitted for approval" step: anyone with finance access approves a draft directly.
Approved	Numbered, locked and recorded as owed.
Part paid	Some of it has been paid.
Paid	Settled in full.
Void	Retired.

Voiding

Void an approved invoice that should never have stood (a duplicate capture, the wrong amount). You must give a reason. Voiding reverses what approving recorded, and the number stays used — it can never be reused. An invoice that has payments against it cannot be voided; reverse those payments first.

Supplier payments

Finance → Payables → Supplier payments lists money paid to suppliers and what each payment settled.

Click Record payment once the money has left the bank.
Pick the supplier, then the Currency, Amount, Method, Paid on date and a Reference (EFT reference, cheque number).
Under Invoice this pays, choose the invoice. The payment is applied to it for you, up to what that invoice still owes. Or choose On account (decide later).
For a payment on account (or any unapplied remainder), click Allocate on the payment to apply it to what the supplier has billed. Remove takes an allocation off again.

Good to know:

A refund from a supplier is a negative payment.
No currency conversion. A payment can only settle approved, part-paid or paid invoices in the same currency.
Reverse a payment that was wrong, with a reason. The original stays on record, a mirror payment is recorded beside it, and anything it had settled goes back to being owed.

Payment runs

A payment run pays a batch of approved invoices together. Finance → Payables → Payment runs:

Build run — choose the Currency first (a run holds one currency), the Run date, and tick the approved invoices to include. An invoice already in another run cannot be picked.
Approve — locks the selection. Nothing can be added or dropped afterwards, and no money moves yet.
Pay — enter the Paid on date and Method. Tourium records one payment per supplier, applied across that supplier's invoices in the run. A run of eight invoices across three suppliers leaves three payments.

Cancel a run that has not been paid, and its invoices go back to being unpaid, ready for another run. A paid run cannot be cancelled — reverse its payments instead.

Run statuses are Draft, Approved, Paid and Cancelled.

Remittance advices

Once a run is paid, click Remittances on it to see one remittance advice per supplier: the payment number, amount paid, the supplier's bank details, and the invoices it settled.

Email remittance sends one supplier their advice as a PDF. Email all remittances sends every supplier in the run their own advice — one email each, never a combined one.
The advice goes to the supplier's Remittance email from their payment defaults, or, failing that, the contact email Tourium holds for them. A supplier with no address is skipped, and the screen tells you how many were skipped.
Each advice shows its send status: Sending, Emailed or Send failed.
Replies come back to whoever clicked send, not to a shared inbox.
Print prints the advices from the page.

Supplier statements

Finance → Payables → Supplier statements shows where you stand with one supplier. Pick the supplier and a From / To range, then Show statement.

A statement lists the Opening balance, each invoice and payment in the period with a running balance, and the Closing balance. Below it, Accrued, not yet invoiced shows confirmed services the supplier has not billed yet, and Balance incl. accrued adds the two — what you really owe them.

There is one statement per currency; balances in different currencies are never added together. Download CSV exports it.

Blended VAT reconciliation

For services with a Manual (blended) VAT treatment, someone estimated the VAT by hand. Finance → VAT → Blended VAT puts that estimate beside the VAT the supplier actually billed, with the variance.

Status	Meaning
Awaiting supplier invoice	No approved supplier invoice for the service yet, so there is nothing to compare. It cannot be confirmed yet.
Needs review	The estimate and the actual differ by more than rounding, or no estimate was ever entered.
Currency mismatch	The supplier billed in a different currency from the estimate, so both figures are shown but no variance is worked out.
Matched	The estimate and the actual agree within rounding.
Confirmed	Someone has checked it. It stays confirmed even if the figures differ.

The page opens on Needs review. Nothing is adjusted automatically. Confirm records that a person has checked the two figures — neither figure changes. In the confirm dialog you can also tick Clear the VAT review flag on the booking line: only do this if the estimate on the booking is right as it stands, because clearing the flag lets the booking be recognised.

Good to know

Every list is searchable and paginated.
Amounts in different currencies are never added together, anywhere.
Approved invoices and recorded payments are locked. Corrections are always a new, reversing record beside the original — never an edit — so the history stays intact.
Every correction asks for a reason. It is stored on the record and is what an auditor reads.

Bookings and invoicing — client documents, payments, recognition and the VAT report.
Booking documents — supplier requests and vouchers.
Quote to Book