Understanding Your Invoice: Booking list in Excel Format

Read this to learn how to navigate the different sections of your invoice and payment confirmation.

Your invoice contains detailed information about bookings and payments. Understanding each section helps ensure accuracy and resolve discrepancies efficiently.

Key Sections of Your Invoice : 

• Booking Reference:  The booking reference is a unique number used by GetYourGuide, starting with "GYG" followed by nine characters ( Starting with GYG ). This is crucial for identifying bookings when reporting issues. For example, if you notice a price discrepancy, include both the GetYourGuide booking reference and your own system's reference.
• Supplier Reference: This is your internal reference for connected products, visible only when your product is connected. Use this reference alongside the GetYourGuide booking reference to investigate any invoice issues.
• Status: The status indicates the current state of a booking:
  • Normal: The booking is scheduled.
    
    • ⚠️ Normal can also indicate supplier charges related to compensation. This occurs when a supplier fails to provide services. For more details, please refer to the terms and conditions, section 3.10. In such cases, the affected booking reference will show a 'Normal' status with a retail price of zero and a negative commission adjustment, representing 25% of the retail price.
  • Reversed: The booking has been cancelled.
  • Reversal: Represents a reverse charge for a cancelled booking.
    • Example: a booking initially charged will show a positive amount, and its cancellation will show a negative amount

• Activity Date: This is the date the activity occurs, invoiced based on the local travel date and time. Consider time zone differences, especially if you're in a region ahead of UTC, like Hawaii.
• Product Reference & Option: These columns display the product name and associated options. Each product & option has a unique reference number 
• Currency: The currency in which the invoice is issued. 
• Retail Rate This is the price customers pay, including net and commission rates. This is the rate that the customer at the time of the booking, if any adjustment has been made regarding the rate of a tour between the date of the booking and the travel date, remember that the retail rate is the one at the booking date but paid at the travel date, always keep this in mind. 
• Commission Amount:  The amount deducted from the retail rate in the supplier currency.
• Commission Rate: This is the commission rate that is applied on the booking check for changes affecting older bookings. A previous commission rate might apply to bookings made before a rate change.
• Manual Adjustments: Adjustments were made by GetYourGuide for missing payments or other corrections. For example, an extra payment might be added for a booking missing from a previous invoice.
• VAT on GYG service This column shows the VAT amount applied to the GYG commission for a booking. This usually applies to German suppliers and some other countries like Australia, Indonesia, and Mexico. For EU countries outside Germany, where reverse charging is used, the VAT amount is always zero.
• Column M: Supplier Share :  This is your earnings from the booking, calculated as the retail price minus commission, including any manual adjustments.
• Purchase Date (Berlin Time & Local Time): shows the purchase date in Berlin time and local time. This information is important because, although most suppliers are paid once the booking is completed, the retail rate and commission rate are based on the date the booking was made. If changes occur after this date, suppliers might think there's an error.
• Traveller Country: The two-letter country code of the traveller, such as "US" for the United States.That code aligns to ISO-3166-1
• Booking Categories: These columns display Age category types and amounts for each booking reference (ie Adult, Infant, Senior). 
• Additional Information: Contains extra details like cancellation fees, such as Supplier Cancellation fees and Add-Ons.  

Tips for Managing Your Invoice

• Verify both the booking reference and supplier reference when checking for discrepancies.
• Be aware of time zone differences and cut-off rules for cancellations and adjustments.
• Review commission rates and manual adjustments carefully to ensure accuracy.

Frequently Asked Questions

• What should I do if a booking reference is missing?
  Contact the Supplier Experience team immediately for assistance.
• How are cancellations reflected in the invoice?
  Cancellations appear as reverse and reversal charges at the bottom of the invoice.
• Why might the commission rate differ from expected?
  Older bookings may reflect previous commission rates.

Related Articles: 

• Navigating Payment Confirmations and Invoices on the Supplier Portal
• Understanding Invoice and Payment Confirmation Statuses