Starting October 2024, the display of documentation for suppliers on the Supplier Portal will undergo slight changes. Here’s a clear explanation to guide you through the process.
Invoices vs. Payment Confirmations
Invoices (GIS) and payment confirmations (GPS) are separate documents. Suppliers typically receive one or two invoices per month, depending on payment frequency, or none if there were no bookings.
Invoice Details
Format: Each invoice includes a one-page PDF and an Excel booking list.
Availability: Invoices are available on the first workday after a period ends (e.g., October 1st, October 16th) under the "Finance > Invoices" tab.
Example for Supplier X: GIS-000200034567
Download: Access these documents by clicking the three dots next to the amount.
Payment Confirmation Details
Purpose: A payment can cover one or multiple invoices.
Documents: Includes a one-page PDF referencing paid invoices and an Excel bookings list. If covering multiple invoices, The Excel list will list bookings from all invoices.
Availability: Visible after a successful response from PayPal or GetYourGuide’s bank, under the "Payment Confirmation" tab after the 5th working day of the month.
Timing: Payments are processed monthly on the 5th working day, and biweekly on the 20th. Documents may not appear before these dates, which is normal.
Important Notes
Processing Time: Once documents are accessible, it may take up to 7 working days for funds to appear in the supplier’s account.
FAQ
Q: I do not see any document under the payment confirmation tab after the 5th working day. Should I be worried?
A: No, it simply means we have not yet received confirmation from our bank that the money was sent to your bank. This can take up to 2-3 days.
Q: How many documents should I have access to in total?
A: It depends on the supplier, but typically, a supplier with valid payment details, all mandatory documents, and open bookings to be paid should have access to 2 documents during the invoicing period under the "Invoices" tab, and then 2 extra documents under the "Payment Confirmation" tab once we confirm that the funds were sent from our bank to the supplier's bank.
Q: Are these 4 documents all available at the same time?
A: No, first the documents under the "Invoices" tab become available, and then the documents under the "Payment Confirmation" tab.