Recording a Vendor Payment

When a supplier on a trip has been paid, whether OTA sent the money by ACH, wire or card or the client paid the supplier directly, you record it once on the trip with Apply Payment. This covers each field, what happens to each kind of payment (straight into TRES, or waiting for accounting to match the bank line), the remark left on the TRES trip, the Payment History labels, and what every message means. The video uses a sample trip.

When a supplier on a trip has been paid, record it on the trip with Apply Payment. It covers two cases: OTA paid the supplier, by ACH, wire or card, or the client paid the supplier directly. You record it once, in Cordovan, and Cordovan leaves the same remark on the TRES trip that accounting used to type by hand.

Before you start

The trip has to be linked to TRES. Apply Payment works from the trip's TRES reservations.
Have the payment details to hand: who paid, how, the amount and currency, the date it went out, and the confirmation or reference number if there is one.
Record each payment once. There is no edit or delete in the portal (see If you made a mistake below).

Recording a payment

Open the trip from Trips, All Trips, or click its name in your trips table on Home.
Below the trip summary, click Apply Payment.
Under Paid by, choose Client paid if the client paid the supplier themselves, or OTA paid if OTA sent the money.
Under Payment method, choose ACH, Wire or Credit Card.
In Vendor, start typing the supplier's name. The list shows the suppliers booked On this trip first, then All vendors from the team's vendor list. Pick one from the list. Typing a name is not enough.
Check Reservation. Picking a supplier booked on this trip fills in its reservation for you. Otherwise choose the reservation the payment is for.
Enter the Amount and Currency that were paid. The currency starts as USD.
Set the Payment Date to the day the money went out. It starts as today.
In Notes, paste the wire or ACH confirmation, the reference number, or anything else accounting should see. This is optional.
Click Record Payment.

A green tick confirms it, and the payment appears in the trip's Payment History. Click Done to close the window.

What happens next

It depends on who paid and how.

Paid by	Method	What happens	Reservation
Client paid	Any	Recorded against the trip in TRES straight away. The message says Payment recorded in TRES.	Required
OTA paid	ACH or Wire	Saved, and waits for its bank line. Accounting matches it on Record Bank Transactions, and that match books it in TRES and the ledger. The message says Saved — accounting will match it to the bank line.	Required
OTA paid	Credit Card	Saved on the trip. The charge is booked when accounting records the corporate card statement. The message says Payment recorded.	Optional

Every payment also adds a remark to the trip in TRES under your name. It gives the method, supplier and amount in the subject, for example "WIRE - Southern Alps Journeys - $4,925.00", with the date, reservation and your notes below. When it is added, the window says A remark was added to the trip in TRES.

Payment History

Each payment you record is listed under Payment History on the trip, with the date, amount and notes. The Source column says who paid whom and how:

Client → supplier · Credit Card: the client paid the supplier directly.
OTA → supplier · Wire: OTA paid the supplier.
Awaiting bank match, in amber, next to an OTA ACH or wire: accounting has not yet matched it to the bank line. It disappears once they have, and the payment is booked in TRES.

How the bank match works

You don't need to do anything after recording an OTA ACH or wire. When accounting imports the bank statement on Record Bank Transactions, the portal links each bank line to the payment you recorded. It does this automatically when exactly one payment has the same amount, in US dollars, dated within five days of the bank line. Accounting checks the match and submits it, and the supplier payment is then booked on the reservation in TRES.

To help it match on its own:

Enter the amount exactly as it will show on the bank statement.
Use the date the payment actually went out, not the date of the invoice.
A payment in another currency goes out through Corpay, and the bank shows only its dollar cost. Enter exactly what the supplier received, in their currency. Accounting matches it to the bank line once they import Corpay's payment history (see Importing Corpay Payments).

If you made a mistake

There is no way to edit or delete a vendor payment in the portal, and recording it again creates a second payment. Tell accounting what was wrong instead. Once a supplier payment has been booked in TRES it cannot be voided there either, so accounting corrects it with an offsetting entry.

Messages you might see

Message	What it means
Enter a valid amount greater than zero.	The amount is empty, zero or negative.
Choose a vendor from the list.	A name was typed but not picked from the list. Click the vendor in the list.
Choose how the payment was made.	Pick ACH, Wire or Credit Card under Payment method.
Choose the reservation this payment is for.	Client-paid payments, and OTA ACH or wire payments, need a reservation.
No TRES reservations on this trip	The trip has no reservations in TRES yet. Book the reservation in TRES first.
This trip is not linked to TRES.	Link the trip to its TRES trip first.
That reservation isn't on this trip in TRES.	The reservation was moved or removed in TRES. Reopen the trip and choose again.
The reservation has no supplier in TRES and … doesn't match exactly one TRES supplier.	Set the reservation's supplier in TRES, then record the payment again.
Payment saved locally but TRES could not be updated …	The payment is saved. TRES could not be reached, and the portal retries it automatically. You don't need to record it again.

Good to know

Not the client's card. Apply Payment does not charge anyone. To charge a client's card for a deposit or balance, use Accept Client Payment, covered in Taking a Client Payment.
New vendors. A supplier booked on the trip in TRES that is not yet in the vendor list is added to it when you record a payment to it.
Supplier bills are separate. A bill committed under Supplier Bills on the trip is paid from that panel (Pay Supplier Bill). Use Apply Payment for payments that were not entered as a supplier bill.
Who can record. You can record payments on your own trips. Administrators can record them on any trip.