Step 1: Receive Partner Invite
To begin, you must first receive a partner invite via email. This invite is your ticket to access our platform. Step 2: Click the Email Link
Once you've received the email invite, click the provided link. This will take you to the platform's registration page. Step 3: Fill Out Your Company Information
On the registration page, you'll need to fill out your company's information. Here's what to do: * **Name and Email**: If you're responsible for the initial setup, ensure that your company name and your email address are correct. You can make necessary changes if needed. * **Company ID**: If your company ID (ABTA, IATA, TIDS or Email ID) hasn't been pre-filled, please provide it. * **Address Details**: Enter your company's address, city, and country. * **Name and Email**: Your email address and name will be auto-filled based on the invite, but you can update them if needed. * **Create Password**: To secure your account, you'll need to create a password. Enter it twice for verification. * **Accept Terms**: Review and accept Travel Ledger's terms and conditions. We recommend reading these terms to understand your responsibilities and benefits. Step 4: Complete Registration
Once you've entered all the required information and accepted the terms, click the '**register**' button to complete the registration process.Step 5: First-Time Login
After successful registration, log in for the first time. The login page will appear, where you enter your registered email and the new password you've just created. **NOTE: On your first login attempt, you will be prompted to set up** [**two-factor authentication (2FA)**](/registering-on-the-platform/2-factor-authentication-2fa)**. After that, 2FA will be required for all future logins.**What if I've forgotten my password after registration?
If you've forgotten your password, simply utilise the '**Forgot Password**' link located on the login page. This action triggers an email containing instructions for generating a new password. This email will be sent directly to your registered email address, enabling you to establish a fresh password.Can I forward the registration invite to a colleague if I'm not responsible for initial setup?
Absolutely! If you're not in charge of setup, you can forward the invite to a colleague who can complete the registration. They just need to update the name and email address on the registration page.Do branches of a Head Office need to individually accept T&C's when signing up for Travel Ledger?
No, branches of a Head Office do not need to individually accept terms and conditions during the registration process. This is handled by the Head Office during the initial registration.Step One: Get an Authentication App
Begin by installing an authentication app from your mobile app store. * **Iphone Users:** We recommend Microsoft Authenticator, available on the App Store. * **Android Users:** We recommend Google Authenticator, available on the Google Play Store. **Can't find it?** simply scan the appropriate QR code below, and it will directly link you to the store for app download. Step Two: Configuring Google and Microsoft Authenticator Apps on your Smartphone
**Microsoft Authenticator:**  **Google Authenticator:** Step Three: First-Time Login
Now that you've installed an authenticator app, the first time you log in to your Travel Ledger account, you'll be guided through the necessary steps to set up 2FA. This crucial step significantly enhances the security of your account. To get started click 'Next'. Step Four: Scan or Enter the Code
During setup, you'll see a QR code on your screen. Use your authentication app on your phone to scan it or manually enter the provided code. This links your app to your Travel Ledger account. Once complete, click 'Next'. Step Five: Save Your Recovery Code
After scanning or entering the code, you'll receive a recovery code. Keep it secure in case of emergencies. We recommend storing it where you can easily access it if needed. It's your lifeline if you lose access to your authentication app. Once complete, click 'Next'. Step Six: Confirm Setup
To finish setting up 2FA, enter the 6-digit code generated by your authentication app. This step ensures your app is correctly configured and synchronized with your Travel Ledger account. Once complete, click 'Confirm'. Step Seven: Accessing Your Account
Once 2FA is set up, accessing your Travel Ledger account is easy. Log in with your usual username and password. You'll then be prompted to enter the 6-digit code generated by your authentication app.Do I need to authenticate every time I log in?
Yes, 2FA adds an extra layer of security, and you'll be prompted for the 6-digit code each time you log in. The code displayed in your app is valid for 30 seconds, so please enter it promptly.What do I do if I lose my phone or can't access my authentication app?
If, at any point, you lose access to your authentication app, change your device, or encounter any issues related to 2FA, you can utilise your previously saved recovery code to reset 2FA. Alternatively, reach out to your Company Administrator or contact our support desk atStep One: Email Registration Request
Once an admin generates your invitation, you will receive a registration request via email. If you don't find it in your main inbox, please check your junk or spam folder.Step Two: Platform Registration
Follow the provided link in the email to start your registration on the platform. During this process, you will be asked to set a secure password. Once your password is confirmed, you'll gain access to the platform.Step Three: Two-Factor Authentication (2FA)
Travel Ledger requires the use of Two-Factor Authentication (2FA) for added security when accessing the platform. For detailed instructions on completing the 2FA setup, please proceed to page, [**'Two-Factor Authentication(2FA) Setup Guide'**](/registering-on-the-platform/2-factor-authentication-2fa).
Identifies the stage of settlement applied to a transaction. Transactions that are waiting for review are labelled as 'Due', this is the default filter applied. The full list of settlement statuses that apply and there meanings are below:
Due - The transaction has been loaded by the seller and is awaiting entering in to a collection. A Buyer can review a transaction while it is in this status
Collection pending - A transaction has entered in to a settlement, It cam no longer be reviewed by a Buyer as the submission for collection has been made
Collection complete - A collection has been successfully made from the bank
Collection failed - A collection has failed to complete and has not been taken from the bank
Payment pending - A payment disbursement has been submitted
Payment failed - A payment disbursement has not been successful, no funds have been paid into the bank
Complete - A payment has been successfully made and it has reached the bank
No collection required - a collection is not needed. This may be because a Buyer has rejected a booking or they have not reviewed a booking within the Buyer review window.
| | Review End | The date of collection submission/end of Buyer Review | | Collection | The bank collection date | | Payment Submission | The date payment is submitted | | Payment | The bank payment date | | Dep | Departure date of the booking | | Due | Payment due date of the transaction | | Original Amount | Amount requested for the transaction by the Seller (non-editable) | | Current Amount | Amount for the transaction claimed by the Buyer (editable) – when the buyer disagrees with the Original Amount requested by the Seller, they add the amount they trust to be correct in this field. | | TX Status |The transaction status, this is updated by the Buyer on review.
(blank/matched) = the transaction has been uploaded by a Seller and has not been reviewed;
Accepted = the transaction has been reviewed by the Buyer and its details have been accepted;
Rejected = the transaction has been reviewed by the Buyer and they have rejected it due to disagreement with any of its details; When the status is changed to Rejected it is mandatory to select a reason code.
Amended = the Buyer has reviewed the transaction and has amended its original amount by adding a Current Amount.
Voided = the transaction has not been processed before the settlement cycle has begun/the commercial link is set to pending status
| | Reason Code |The Reason Code is only applicable for rejected or amended transactions
A – Not yet due
B – Already Paid
C – Incorrect ABTA number
D - Agent not enabled
E – Cancelled Booking
F – Additional Requirements
G – Duplicate Transaction
H – Invalid Commission Calculated
I – Part Payment
J – Non-payment by client
K - Wrongly Assigned
L – Awaiting amendment invoices
M - Re-instatement
S - Amended by System (transaction not actioned by the Buyer; System generated)
X - Failed BACS submission (System generated)
| | CL Description | Identifier of the commercial link, between the Buyer and the Seller | | Updated by | The user name of the last user to update the transaction | | Updated at | The time and date the booking was last updated | | TL ID | Travel Ledger ID | | Transaction Type\* | Balance (B) or Deposit (D) | | Nett Amount\* | Option to include the nett value of the booking | | Comm Amount\* | Option to include the commission value of the booking | | Sell Amount\* | The gross sale amount of the booking | | Nett Tax Amount\* | The nett amount of tax applicable to the booking | | Comm Tax Amount\* | The commission tax applicable to the booking | | Sell Tax Amount\* | The gross tax amount applicable to the booking | | Voucher Number\* | Option to include the voucher number relative to the product booking | | Conf Number\* | Option to include the confirmation number | | Pax No\* | Number of passengers assigned to the booking | | Product Type\* | Option to include the product type of the booking | | Destination\* | Destination, city or city code can be applied as free text | | Dest Country\* | Destination country | | Seller Notes\* | Optional notes field for the Seller to provide an additional message to the Buyer | | Seller Invoice Number\* | Seller invoice number if applicable | | Buyer Booking Reference\* | Buyer booking reference if applicable | | Optional 1\* | additional optional field to be used as agreed with partner | | Optional 2\* | additional optional field to be used as agreed with partner | | Optional 3\* | additional optional field to be used as agreed with partner | {% hint style="warning" %} **It is important to note that the full list of columns are not all displayed in the Quick Views as these are tailored for a simple approach. You can always add additional columns that you wish to view in, click on the 'Columns' button and select the relevant columns to do so.** {% endhint %}  ### Customisation of the grid There are various customisation options to change the way Bookings are viewed. {% hint style="info" %} **It is important to remember that any customisation you make to the grid display is specific to the computer the changes are made on. If a user logs on using a different computer, the grid display will be returned to the default.** {% endhint %} The number of records displayed per page can be adjusted by amending the rows displayed in the drop down on the bottom right of your display, to navigate between pages use the left and right arrows. When each user logs onto Travel Ledger for the first time all of the columns will be displayed. Users may find that they do not need all of the columns displayed, any non-applicable columns can be hidden, by clicking on the 'Columns' icon and deselecting the columns you do not wish to see. The columns can easily be re added by re selecting them in the list. The width of each column can also be amended, by hovering over the edge of a column header the slider can be dragged with your mouse to either make the column width larger or smaller. If you wish to change the order of the columns, you can 'grab' the column heading with your mouse and drag them to the position you would prefer them to be in. The content of the grid can be exported in a csv formatted file by clicking the Export icon. The data exported is based on the filters/columns applied at the time, if specific rows are highlighted then these will be the only rows eligible for export. You can either export all data or by ticking next to individual bookings, export only the selected. To clear all filter data click on reset filters. {% hint style="warning" %} **Resetting filters does not reset the column amendments you make. Columns are managed through the column button and by resizing on a column by column basis.** {% endhint %} # Updating Bookings (Accept/Reject) Options for Updating Booking Statuses ### Where to Update Bookings The main focus of a Buyer in Travel Ledger is **reviewing bookings** to submit payment to Sellers in a timely fashion, within the terms of contract. Once the Buyer review period opens (or before if you are feeling organised), a Buyer will log in to the TL platform and view the **Transactions>Bookings page** to manage the bookings submitted for the next, and potentially future, settlements. ### **Reason Codes for Rejecting/Amending Bookings** When rejecting, or amending bookings, Buyers can use the following reason codes to effectively communicate essential details about booking status, payments, and any specific requirements. A: Not yet due B: Already Paid C: Incorrect ABTA number D: Agent not enabled E: Cancelled Booking F: Additional Requirements G: Duplicate Transaction H: Invalid Commission Calculation I: Part Payment J: Non-payment by client K: Wrongly Assigned L: Awaiting amendment invoices M: Re-instatement ### Ways to Update Bookings There are two methods for accepting/rejecting/amending bookings. Most commonly used is the manual option: {% content-ref url="/pages/-Mad9DWqpt1imO-d1wG0" %} [Updating Booking (Accept/Reject) Manually](/managing-transactions/updating-bookings-accept-reject/updating-booking-status) {% endcontent-ref %} For those Buyers managing large amounts of bookings (200 plus) per settlement, you may want to consider using a file to download your bookings, manage them in your mid/back office and upload them back into Travel ledger: {% content-ref url="/pages/eQtelvBEaYq72L6GKsus" %} [Updating Booking (Accept/Reject) through Buyer Download & Upload File](/managing-transactions/updating-bookings-accept-reject/updating-booking-accept-reject-through-buyer-download-and-upload-file) {% endcontent-ref %} The last page in this section provides guidance on reviewing bookings once the review window has closed. The bookings will now be locked but can still be seen and exported: {% content-ref url="/pages/-Mad6BvB7Emu6C2mOCxi" %} [Reviewing Completed Settlements and Remittance Advice](/managing-transactions/updating-bookings-accept-reject/reviewing-completed-settlements-and-remittance-advice) {% endcontent-ref %} {% hint style="danger" %} **Please note, bookings must be accepted by the buyer for them to enter a settlement in Travel Ledger, this is not an automatic process.** {% endhint %} {% hint style="info" %} **As a Buyer you will spend most of your time in the 'Transactions' area of the platform. For guidance on how to manage the view and set up of this of this area, take a look at the** [**Bookings Organisation and Management**](/managing-transactions/managing-the-display-and-grid-functionality) **page.** {% endhint %} # Updating Booking (Accept/Reject) Manually How to review bookings. Transactions will appear in the received **Bookings** list once the Seller has uploaded them into Travel Ledger and committed them to the platform. They are now ready for the buyers to review. {% hint style="warning" %} **If expected bookings are missing, please contact the relevant seller.** {% endhint %}  Each transaction will need to have a status set either during or prior to the buyer review period, this can be done manually by Reviewing Bookings Line by Line or by Updating Multiple Bookings. Once the Buyer review period is closed, the bookings are locked, and the status is no longer editable. At this point the Buyer is fully committed to the status they have chosen, and the agreed amount will be paid to the seller during the settlement. Any changes needed after this point would have to be loaded as additional amounts or as a refund in the next booking file committed by the Seller. ### Updating Individual Bookings When the transactions are displayed the status will be blank until it has been updated by the Buyer. To update a single transaction a Buyer will need to look at the 'Transaction Status' column and select one of the following Status values: **Accepted, Rejected or Amended.**  #### **Accepted** {% hint style="success" %} **Accepted**: if the Buyer agrees with the amount committed by the Seller and they are happy to go ahead and make payment. {% endhint %}  #### Rejected {% hint style="danger" %} **Rejected**: if they Buyer believes that the transaction submitted by the Seller is invalid, they can reject the booking and remove it from the next settlement (an example would be if the buyer has already paid for a booking is part of a previous settlement and the new request is therefore a duplicate). When you change the status to Rejected the value changes to “0” in the Current Amount field. When selecting Rejected you must also select a Reason Code. {% endhint %}  #### Amended {% hint style="warning" %} **Amended**: if the Buyer agrees that a transaction is valid, but the amount is incorrect and needs to be changed before they go ahead and make payment (a good example is if the Buyer has already paid a deposit amount which should have been deducted off the total). The amended the amount you believe is correct should be added to the “Current Amount” field. When selecting Amended you must also select a Reason Code. {% endhint %}  {% hint style="info" %} **The 'Hide Actioned' button allows you to hide all transactions that you have already assigned a status to, giving you the opportunity to exclusively focus on transactions that have not yet been actioned.** {% endhint %} {% hint style="info" %} **Dependent on the** [**Business Terms**](/managing-your-partners/commercial-link-creation/payments-overview/untitled) **set, any bookings that do not have a status applied to them during the Buyer review window may be void and payment may not be made to the seller. If a Buyer misses the window to manage their bookings, they may need to ask the seller to reload and commit the bookings for them to review.** {% endhint %} ### Updating Multiple Bookings It is possible to update multiple transactions in one go, rather than having to update transactions line by line. {% hint style="warning" %} **Please note, only 'Acceptance' can be done in bulk, to 'amend' or 'reject' please see Updating Individual Bookings (above).** {% endhint %} There are two ways to do this, you can either click the check box to the left of each applicable row, when all desired lines are selected click on 'Accept Selected'. Alternatively, if you wish to accept all bookings on the page, you can click the small 'select all' square at the top left of the view and then click on 'Accept Selected'.  It is also possible (as long as the review window is open) to update transactions that have previously been changed to 'Amended' or 'Rejected' status. The platform will issue a warning which you need to accept when doing this in bulk. This method of 'managing by exception' is very effective when you are accepting the vast majority of bookings. Simply select all and 'accept selected' before managing any small volumes rejections or amendments on an individual basis.  {% hint style="info" %} **The 'Hide Actioned' button allows you to hide all transactions that you have already assigned a status to, giving you the opportunity to exclusively focus on transactions that have not yet been actioned.** {% endhint %} {% hint style="info" %} **Note: transactions from previous settlement cycles will be available to view but they will be greyed out and no longer amendable.** {% endhint %} {% hint style="warning" %} **Dependent on the** [**Business Terms**](/managing-your-partners/commercial-link-creation/payments-overview/untitled) **set, any bookings that do not have a status applied to them during the Buyer review window may be void and payment may not be made to the seller. If a Buyer misses the window to manage their bookings, they may need to ask the seller to reload and commit the bookings for them to review.** {% endhint %} # Updating Booking (Accept/Reject) through Buyer Download & Upload File An overview of managing booking acceptance through file download and upload The Buyer Download and subsequent Upload functions gives Buyers the option to manage their transactions outside of the platform. By exporting their data from the Transactions>Bookings grid or through a Scheduled task the Buyer can evaluate the transactions, either manually or through their back office, and assign accept/amend/reject against them before uploading back into Travel Ledger in the format detailed below. Using the Buyer Upload File replaces (optionally) manual acceptance/amendment/rejection. This file is generated by the Buyer and uploaded into Travel Ledger, initially this will need to be done manually on the platform, but in the future we plan to support upload via email or SFTP. The file contains a record of all transactions in the specified period that the Buyer is accepting, amending, or rejecting (with a mandatory reason code if amending or rejecting). This file would generally be uploaded after a Buyer has received and reconciled a Buyer Reconciliation download file in their Back-office system, but it can be generated independently as long as the required data is present. A transaction can still be updated as many times as necessary before the end of the Buyer review period, either in the platform manually or through the upload file. {% hint style="warning" %} **The file import works on the principle that ‘everything must be right’ or ‘nothing is right’. The entire file will be rejected if there are data/validation/matching issues anywhere in the file.** {% endhint %} ### Exporting the Rec File (Buyer Download) The Buyer is able to download their data to reconcile offline in their own back office. This will require some configuration with your IT team and/or back office supplier. It is possible to set up an export in Settings>Task Scheduler. The task name is 'Buyer Rec', this is a CSV format file and can be configured with your preferred settings including: * Date format: DDMMMYY, DD-MM-YY or DD/MM/YY * Decimal Separator Character: None, Full stop/Period or Comma * Encapsulation: None or Double speech marks Delivery can be set up to email or sFTP (set up instructions can be found in [Upload by Data Delivery Methods](/managing-transactions/uploading-transactions/transaction-upload-data-delivery)) and the time and date schedule can also be set. Below is a screenshot of the set up of the report:
Name of payment profile used in Travel Ledger
|
| | CL Description | The identifying description of the commercial link used in Travel Ledger, between the Buyer and Seller | ### **Reviewing Remittance Advice from the Bookings Grid** Alternatively, you can view a remittance against a specific booking by reviewing bookings from a previous cycle under the 'Bookings' tab. By expanding a booking in this view you will see the wider remittance the individual booking is associated with:
Transaction status. |
Matched – Partner Name and CL Description matching values in the database.
Not Matched (see Description column for details)
| | Description | Error description when the status is not matched. | # Upload by Data Delivery Methods How to upload files through data delivery. ### **Data Delivery Methods** Instead of manually uploading files into Travel Ledger files can be uploaded via **FTP or email delivery**. The data delivery configuration and the log of past deliveries (both manual and via automated data delivery methods) can be found in Settings > Data Delivery.  {% hint style="info" %} **Note: The data delivery file upload uses the same file format as the manual upload. It is suitable for both the standard and extended file formats.** {% endhint %} ### Configuring Data Delivery Methods The following settings are available when you configure your data delivery options: **Only commit fully matched files** – This checkbox controls both FTP and email delivery, it is selected as default. When it is selected, and a fully matching file has been submitted to Travel Ledger the file will be processed. When it is selected, and a non-matching file has been submitted to Travel Ledger the file will not be processed, a record for unsuccessful upload will be added to the Data Delivery log table and a notification email will be sent advising of the failure. When the checkbox is not selected only the matching records from the upload will be processed by Travel Ledger and the user will receive a message with the non-matching records and the status of the upload record will be displayed as Partially Submitted. {% hint style="info" %} **Note: any failed transactions can be manually reviewed within the manual import area of the platform, Transactions > import file.** {% endhint %} ### **Enabling Secure FTP** **Enable secure FTP** – when this option is enabled the Travel Ledger platform will be set up to process file uploads through the FTP connection defined in the settings. When setting up an automated sFTP delivery task please use the credentials in Settings => Data Delivery => Connection details, and point the delivery to the data/delivery folder on the sFTP server. {% hint style="info" %} **Support for setting up FTP can be found in the next page:**[ **FTP Setup Guide**](/managing-transactions/uploading-transactions/transaction-upload-data-delivery/ftp-setup-guide) {% endhint %} ### Enabling Email Delivery **Enable email delivery** – when this option is enabled the platform will be set up to process file deliveries for the account to the listed data delivery email address. {% hint style="warning" %} **Note: Only emails received from email addresses associated with Admin users of the submitting company, or email addresses registered via the email submission section of the page will be processed.** {% endhint %} {% hint style="info" %} **The Data delivery log is displayed at the bottom of the Data Delivery page, for more information on reviewing data delivery take a look at** [**Reviewing Data Delivery**](/managing-transactions/uploading-transactions/reviewing-data-delivery)**.** {% endhint %} # FTP setup guide FTP functionalities on the Travel Ledger platform ## 1. Summary Travel Ledger has built-in technology allowing files uploading and downloading to an FTP server. Each company registered on the platform can connect to the server using its unique credentials provided on the Data Delivery page. The FTP functionality is controlled by the “Enable Secure FTP” toggle in Settings => Data Delivery. Once enabled the company connection details are displayed underneath. A unique User ID and password is created for each account. Please use these details to authenticate (see Section 2).  The below folders are available on the server for each user, and each of them has different functionality:  · Delivery – the SFTP transaction file upload tasks should point to this directory. Once a transaction file has been delivered there the system validates its format and contents and automatically transfers it to one of the other folders, based on its validation status. · Error – there is an error in the received transaction file internal formatting (i.e. incorrect header, transaction or trailer record(s) OR the file is a duplicate OR the file does not fully match and the “Only commit fully matched files” setting is enabled. · Export – contains reports you have scheduled for upload · Invalid – the received transaction file is in a non-supported file extension format. · Processed – the received transaction file is correctly formatted and has been processed = the transactions from it have been committed. **\*** Based on the “Only commit fully matched files” setting any partially matching files sent to Delivery will either be: \- Rejected and sent to Error if the setting is enabled. \- If the setting is disabled the file will be partially processed and allocated to Processed with the non-matching transactions being available for manual review in the [Import file area](https://help.travelledger.org/seller-overview/manual-upload) on the Travel Ledger platform. In-platform and e-mail delivery notifications are being sent out. Whilst the above folders are used in the transaction file delivery process the Export file stores any scheduled exports set up with SFTP delivery method. · Export – contains the files produced as a result of scheduled data export tasks ([see Scheduling Reports](https://help.travelledger.org/notifications/scheduling-reports)). You need to use this directory for SFTP download tasks. Travel Ledger does not create files deletion rules for this directory. If you want the files to be deleted after you have downloaded them please include deletion function in your download task. ## 2. Data delivery via SFTP – transaction file upload Companies acting on the platform as Sellers can automate their transaction file delivery by setting up scheduled SFTP upload tasks. Alternatively, they can upload the files manually via FTP using an FTP client. ### a. Automated upload tasks Requirements: · Ensure Enable Secure FTP in Data Delivery on Travel Ledger has been enabled · The tasks need to be scheduled to use the company connection details listed in Data Delivery · The automated SFTP delivery task should use the Delivery folder as a delivery directory (example: sftp\://ftp-production-1.abtlg.io /data/delivery) · Ensure the connection is configured as SFTP protocol on Port 22 as per the instructions provided in Connection details   ### b. Upload transaction files using FTP client If you prefer to do your manual file uploads using the FTP functionality you can do so by using an FTP client program. Requirements: · Download an FTP client program (FileZilla, CyberDuck etc.) and install it on your computer · Ensure Enable Secure FTP in Data Delivery on Travel Ledger has been enabled · Connect to the SFTP server using the Connection Details in Data Delivery · Ensure the connection is configured as SFTP protocol with Port 22 as per the instructions provided in Connection details · Upload the transaction file to the Delivery folder from where it will be picked up by an automated routine. \* You can view to which folder the file has been moved by the automated routine based on the rules outlined in Summary and you will also receive e-mail and platform notifications on the delivery status. ## 3. Data download via SFTP – data export files download (Reports) ### a. Automated download tasks All companies can automate the download of data export files generated using the Task Scheduler functionality by setting up scheduled SFTP download tasks. When a data export task is scheduled with Secure FTP as a delivery method, the generated data export files are delivered to the Export folder on the SFTP server, and you can schedule automated download of the files by setting up a SFTP download task. [See setting up scheduled reports](https://help.travelledger.org/notifications/scheduling-reports)  Requirements: · Ensure Enable Secure FTP in Data Delivery on Travel Ledger has been enabled · The tasks need to be scheduled to use the company connection details listed in Data Delivery · The automated SFTP delivery task should use the Export folder as a download directory (example: sftp\://ftp-production-1.abtlg.io /data/export) · Ensure the connection is configured as SFTP protocol on Port 22 as per the instructions provided in Connection details   \* If you want to delete the downloaded files you can set up a download and deletion task. Travel Ledger does not execute file deletion tasks of customer data. ### b. Download files using FTP client If you prefer to do your manual file uploads using the FTP functionality you can do so by using an FTP client program. Requirements: · Download an FTP client program (FileZilla, CyberDuck etc.) and install it on your computer · Ensure Enable Secure FTP in Data Delivery on Travel Ledger has been enabled · Connect to the SFTP server using the Connection Details in Data Delivery · Ensure the connection is configured as SFTP protocol with Port 22 as per the instructions provided in Connection details · Navigate to the Exports folder and download the required files to your computer. \* Once you have downloaded the required files, you can delete them from the Exports folder if this is your preference. ## 4. File naming conventions ### a. File submission/upload · File name must be a minimum of 5 characters in length · There is no specific mandatory naming convention · The naming convention is static i.e. it does not facilitate dynamic naming parameters ### b. Returns file (SPS format) · File name must be a minimum of 5 characters in length · There is no specific mandatory naming convention · The naming convention is dynamic and will automatically append a prefix and suffix to the file name. · The base returns file name set in the task scheduler Format example | Part | Format | Example | | ---------------------------------- | ----------------------------------------------- | ----------------------------- | | File name entered in the scheduler | Minimum 5 characters | “Confirmation” | | Prefix appended | 5-digit ABTA ID followed by “-“ | “S0001-“ | | Suffix appended | Date and time in zulu format preceded by a “-“ | “-yyyy-mm-ddThh\_mm\_ss.000Z” | | Output example | “S0001-confirmation-2021-11-17T17\_49\_09.386Z” | | ## 5. File formats Please refer to| Sell Amount | Nett amount | Commission |
| Tax / VAT | Due Date | Currency |
| Deposit/Balance Indicator | Voucher/Ticket number | Notes fields |
File loaded - nothing displayed
Check the data delivery section to see history of files uploaded.  If there is a warning / failed upload then check notifications for specific details File upload failure reasons
* Check the file name starts with TRA e.g. "TRA Week 2.CSV" * Missing Mandatory column names. First row must included all mandatory column names. Check the [notifications](https://app.travelledger.org/notifications) page for specific details * Ensure there are no unexpected commas in the data (if you are using this as your delimiter) e.g. if the name field has a first and last name separated by a comma, this will knock the data sequence out * Ensure there isn't a spare comma at the end of your file header or transaction rows * Ensure you are using the correct Seller ID associated with your company.File loaded - nothing displayed
Check the data delivery section to see history of files uploaded.  If there is a warning / failed upload then check the notification page for specific details File upload failure reasons
* Check the file name starts with TRA e.g. "TRA Week 2.CSV" * Missing Mandatory column names. First row must included all mandatory column names. Check the [notifications](https://app.travelledger.org/notifications) page for specific details * Ensure there are no unexpected commas in the data (if you are using this as your delimiter) e.g. if the name field has a first and last name separated by a comma, this will knock the data sequence out * Ensure there isn't a spare comma at the end of your file header or transaction rows * Ensure you are using the correct Seller ID associated with your company.How to setup the report
To setup the report, please use the Transactions template. Instructions on how to setup a report can be found here [Scheduling Reports in Task Scheduler](/exporting-data/scheduling-reports) Click picture to enlarge example
What is best practice for monthly statement submission
**Example: A Trade Partner paying 30 days from statement** * At the start of the month, file the statement transactions into Travel Ledger (they can be loaded on any day) * Ensure the transactions have a due date set to the end of the month in question * Inform your Trade Partner they have been filed into Travel Ledger * To see the future dated transactions, please ask your Trade Partner to change their Booking Tab quick view to "Buyer - All due"
* If they don't change their view, the transactions will automatically display in the week they are due for collection/payment.
To specify the due date, simply enter it in the 'Due date' field of the [Extended File Format.](/managing-transactions/file-formats-for-upload/extended-file-format-full-version)
Why do I need to use the Extended File Format?
The [Extended File Format](/managing-transactions/file-formats-for-upload/extended-file-format-full-version) now includes a due date field. This advanced format not only allows for the submission of future due dates but also unlocks a plethora of other data-rich fields that you can effortlessly submit to your Buyers. **What does this mean?** It translates to empowered Buyers, expediting reconciliation and settlement processes for a win-win scenario for both parties. **Is this file format easy to use?** Absolutely! Tailored to your specific needs, we provide both Lite and Full Versions, both equipped with the essential 'Due Date' field crucial for monthly statements. To explore comprehensive guides on utilising this format and the full list of available fields, please visit the following pages: [Extend File Format (Lite Version)](/managing-transactions/file-formats-for-upload/extend-file-format-lite-version) [Extended File Format (Full Version)](/managing-transactions/file-formats-for-upload/extended-file-format-full-version)How does the due date align with the commercial agreements in place with my buyer?
Future due-dated transactions will be processed in the cycle closest to their respective due dates, and payment for these funds will follow the agreed-upon settlement schedule with your Buyer. This varies depending on your scheme (TL Pay, ABTA, or Advantage). * If you're part of the [**TL Pay scheme**](/tl-pay-account), you can customise your settlement schedules to match the intervals agreed upon with your Buyer—be it monthly, weekly, daily, or any other preferred time frame! * If you're part of the **ABTA** or **Advantage** Scheme, your payment terms will be clearly defined within the framework of their agreed settlement schedule.
Click on slide to expand
| Screen | What it manages | Typical tasks |
|---|---|---|
| TL Pay Dashboard (this page) | Your accounts and your funds | Check balances, fund an account, withdraw, move funds between accounts, add new payment methods, create sub-accounts, rename accounts, set up default account for TL2TL payments |
| TL Pay Virtual Cards | The cards issued from each sub-account | Create cards, track charges, edit or block cards, view logs, raise disputes, export card statements, monitor exposure |
TL Pay Accounts Dashboard - TL2TL and Virtual Cards accounts
Manage → Transactions, with Export and Export Statement
Viewing your Accounts
When accessing the TL Pay Dashboard: * Each company is listed individually in a dropdown menu * The payment provider associated with that company is shown * The account status is clearly labelled (e.g. Active or Inactive)
Managing your accounts
Each account has a manage icon:
Manage account
Reading the Transactions tab
Much like an online banking app, TL Pay has a dedicated 'Transactions' tab which displays all recent activity for your account. 1. Click **'Manage'** on the account you want to review the transactions of:
Adyen accounts:
- Account transfer: A Move Funds transfer between your own accounts
- TL2TL: Settlement with a Travel Ledger partner
- Withdrawal: Funds sent out to your registered bank account
- Deposit: Funds paid in - bank transfer top-up
NIUM accounts:
- TL Pay - Credit - Settlement received from a Travel Ledger partner
- TL Pay - Debit - Settlement paid to a Travel Ledger partner
- Withdrawal: Funds sent out to your registered bank account
- Deposit: Funds paid in - bank transfer top-up
Status of the Activity. Options are:
Approved
Declined
Blocked
Pending
In progress
Rejected
Expired
Cancelled
Finding your funding details
1. Click **'Manage'** on the account that you need to funding details for:
Manage → Funding - the account’s bank details
Withdrawing funds
1. Click **'Manage'** on the account that you need to funding details for:
Manage → Withdraw -whitelisted accounts, amount and timing
Scheduled withdrawals setup
Managing your account settings
1. Click **'Manage'** on the account that needs its settings managed:
Manage → Account Settings tab
Moving funds between Adyen accounts
**Move Funds** transfers money instantly between your own TL Pay accounts - for example, topping up a Virtual Cards sub-account from your main account ahead of expected charges, or rebalancing between sub-accounts. Because the funds are already within TL Pay, the move completes immediately rather than waiting on bank transfer timescales. **Availability:** Move Funds operates between **Adyen accounts only**. The move icon does not appear on NIUM or Revolut account tiles, and non-Adyen accounts are not offered as destinations. #### Step 1 - Select the accounts and amount 1. On the TL Pay Accounts Dashboard, select the **two-arrow icon** on the account you want to move funds *from*.
The Move icon on an account tile
The destination list shows your other Adyen accounts with their balances
Amount to move with Amount to Receive shown below
Adding additional payment capabilities (Virtual Cards)
1. To add additional payment capabilites, such as enabling virtual cards, navigate to the '+Add new payment method' in the top right of the display:
Adding new payment method
Selecting account capability
Choosing payment provider
Managing Multiple Accounts
If your organisation operates multiple companies or entities: * Each entity will have it's own dashboard view * The view can be changed to different entities by picking the one you want to review in the top right drop down:
New Revolut Account Applications
Users without an existing Revolut account can easily apply for one [here](https://business.revolut.com/signup?promo=referabusiness\&ext=travellejl). 1. Click the "Start Application" button in the TL Pay Revolut section. This will redirect you to Revolut's own onboarding process 2. Complete Revolut's Know Your Business (KYB) and Know Your Customer (KYC) process 3. Once your Revolut account is approved, you can link it to TL Pay by following the existing account steps shown below.Existing Revolut Account Holders
Users with an existing Revolut account can link it to TL Pay by following our account link process. 1. Click the "Start Application" button in the TL Pay Revolut section. 2. Follow the step-by-step instructions to link your account. This will involve copying a certificate from TL Pay and pasting it into your Revolut account settings. 3. Once your account is linked, you can access your Revolut balances and make transfers within TL Pay.What is Know Your Business (KYB) and Know Your Customer (KYC)?
**KYB (Know Your Business)** verification helps us assess the legitimacy and business background of TL Pay users. By verifying the identity and authenticity of businesses, we reduce the risk of fraud and illegal activity, protecting your financial interests. **KYC (Know Your Customer)** verification is required for all individual users. It involves providing personal information and documents to comply with regulations and protect the platform from identity theft, money laundering, and other unlawful financial activities.What Proof of Identity (POI) and Proof of Address (POA) documents are accepted?
**Proof of Identity (POI):** * Scanned or photographed passport photo page (in colour, not black and white) **Proof of Address (POA):** * Scanned or photographed driver's license (both sides) * Scanned or photographed utility bill, bank statement, or payslip with a date within the last 90 daysStep One: TL Pay Start Page
1. If you don't have an active e-wallet, please log into the Travel Ledger platform and select 'TL Pay Account' from the main menu 2. Click on Start Application Step Two: Terms and Conditions
To proceed with your application you will be presented with two sets of Terms & Conditions: 1. [Addendum to the Travel Ledger T\&Cs](https://www.travelledger.org/media/gfgojigy/tl-pay-amendment_july2023.pdf): Select the checkbox at the bottom of the page to accept and click 'Continue'. 2. [NIUM Terms & Conditions](https://www.travelledger.org/media/gpdbzme2/travel-ledger_nium-uk_corporate-user_v1_jul2023.pdf): NIUM are our partner providing the banking service powering TL Pay. Select the checkbox at the bottom of the page to accept and click 'Continue'.Step Three: Corporate Details
Please enter your company registration number here (you must enter the leading '0s' of your company number e.g. 00123456). This will initiate a search in the Companies House database and populate some of the information needed in the following sections of this form. * If the displayed Region, Country, and Company values are correct, click 'Continue' * If you cannot provide a company registration number and have selected the "tick this checkbox" option, click 'Continue.' You will then need to manually fill in all the details in the form.
Step Four: Region
Please note the system will automatically select the region based on the country of registration listed in your company account on Travel Ledger. If the region displayed in the form is incorrect, please verify the country listed under **Settings -> Companies & Users.** Step Five: Business Details
If your company registration number check is successful, some fields in this section will auto-populate. Please verify their accuracy and provide any missing details. **Document Details:** * Document requirements can be found on the previous region-specific application pages, based on your company type. **Legal Registration Details:** * Please provide the registration date and country of registration. **Registered Address:** * Please provide your registered company address and confirm if it is the same as your business address. **Stakeholders** * Please double-check and complete any missing information for both individual and corporate stakeholders. **Note:** The requirements of this section can become slightly complicated, so please ensure you have referred to the following pages based on your region: [UK Application (KYB/KYC)](/tl-pay-account/registration-process-nium-clearbank/uk-application-kyb-kyc) or [EU Application (KYC/KYB)](/tl-pay-account/registration-process-nium-clearbank/eu-application-kyc-kyb) Step Six: Applicant Details
The applicant is the person submitting the form. Please provide the applicant's information in this section and upload the following supporting documents: **Proof of Identity (POI):** * Scanned or photographed passport photo page **Proof of Address (POA):** * Scanned or photographed driver's license (both sides) * Scanned or photographed utility bill, bank statement, or payslip with a date within the last 90 days **Letter of Authorisation or Power of Attorney:** * This is required if the applicant's position is not a Director, UBO, Partner, or Trustee. Step Seven: Additional Business Information
You will need to provide the following information that apply to your business: Step Eight: Submission
After completing all sections, please review the provided information for accuracy. Once confirmed, proceed to submit your application: 1. Click 'Submit Application.' 2. Confirm your submission in the pop-up.  3. Be patient if you see a loading circle; it's connecting to our banking partner. 4. If you aren't redirected to the next page, please look for red section markers, which could suggest missing mandatory details or incorrectly formatted information.  5. Adjust your information as needed in response to these confirmations and then submit your application again.Final Step: Know your Customer (KYC)
After you've submitted your application, you'll receive a link to the final step, which involves verifying the applicant's identity.  1. The link will direct you to our service provider's page, Onfido. There, you'll upload photos of your proof of identity document and take a live selfie using your mobile device.  2. After you've finished all the steps on your mobile device, you'll receive a notification on your computer, allowing you to submit the verification.  3. When you click 'Submit Verification,' you will be directed to Travel Ledger's website, where you will see the following page RFI (Request-For-Information)
After submitting your form and completing KYC verification, NIUM (wallet provider) conducts internal verification. This can lead to approval or requests for more information. Requests for additional information are either automated and appear on the TL Pay Account page on Travel Ledger, or they're sent to your email (feature in progress). To complete automated RFIs: 1. Find the requests on the TL Pay Account page. 2. You'll receive in-platform and email notifications (feature in progress). 3. Upload required files and select document type from the dropdown. 4. Click 'Submit' for a success message. What are TL Pay Virtual Cards?
TL Pay Virtual Cards enable you to: * Issue virtual cards directly in Travel Ledger * Pay suppliers that are **not on the Travel Ledger network** * Automatically reconcile card payments where supplier data is available * Improve cashflow by funding payments only when charges are due to occurWhat TL Pay Virtual cards are for (and aren't!)
#### Virtual cards are used for: * Off-platform suppliers * Integrated card only suppliers (e.g. Expedia TAAP) #### Virtual cards are not used for: * Travel Ledger → Travel Ledger supplier payments\ (These continue via TL Pay bank settlement) {% hint style="info" %} **Payments to suppliers already on Travel Ledger continue via standard TL Pay bank settlement and are not affected by virtual cards.** {% endhint %}Key Benefits - why use virtual cards?
* **Improved cashflow - no pre-funding - cards are funded just in time.** Creating a card does not use funds from your account. Funds are needed only when the supplier actually charges the card. Your cash remains available in the meantime; your job is simply to have the balance available by the charge date. → [Managing your exposure](/tl-pay-virtual-cards-vccs/funding-and-exposure) * **Everything reconciles in one place.** For integrated suppliers (such as Expedia TAAP), booking and payment data flows into Travel Ledger automatically and is matched for you. For all other suppliers, the card carries the booking references you enter at creation, so every charge lands with its context attached. → [Reconciling card spend](/tl-pay-virtual-cards-vccs/reconciling-virtual-cards) * **Cashback on card spend.** You earn cashback at 50% of the card’s interchange rate (1% at the default 2% interchange), paid monthly. → [Cashback programme](/tl-pay-virtual-cards-vccs/incentive) * **Two card types for different jobs.** Single-use cards for a specific booking with a fixed amount; multi-use cards for recurring payments, lodge cards or a homeworker’s bookings. → [Creating virtual cards](/tl-pay-virtual-cards-vccs/creating-tl-pay-virtual-cards)| Screen | What it manages | Typical tasks |
|---|---|---|
| TL Pay Dashboard | Your accounts and your funds | Check balances, fund an account, withdraw, move funds between accounts, create sub-accounts, rename accounts |
| TL Pay Virtual Cards | The cards issued from each account | Create cards, track charges, edit or block cards, view logs, raise disputes, export card statements, monitor exposure |
The TL Pay Accounts Dashboard - Add new payment method
Choose Virtual Card as the account purpose
Who can complete this?
Only users with **TL Pay/Admin permissions** can: * Open a new payment account * Submit the Adyen applicationBefore you start
Make sure you have the following information ready: * Company legal name and registration number * Registered and trading address * Director / Ultimate Beneficial Owner (UBO) details * Business activity description * Settlement bank account details The application itself takes **a few minutes to complete**.How to apply
#### 1. Open TL Pay In Travel Ledger go to **TL Pay → Open New Account** Choose **Adyen** as the payment provider and 'Start Application'.
FAQs
**How do I provide the KYC identification verification for a director or UBO who is not completing the form?** The verification can be sent to the relevant stakeholder through a link as outlined below. 1. Select the decision maker section by clicking on 'add' and then 'Get Started':
Accessing the Create VCC function
| How to use? | Single-use | Multi-use |
|---|---|---|
| Best for | Issued for individual bookings at a fixed value - ideal for one off payments | Recurring payments - ideal for lodging for payments to the same supplier or for a single user such as a homeworker |
| Amount | Fixed amount + optional buffer | Flexible spending limit |
| Charges allowed | Up to 3 | Multiple, ongoing |
| Expiry | Date you set | Date you set |
| Who can create | Any card-enabled role | Admin only |
Choosing the card type
Create a Single-Use Virtual Card
### Single-Use Virtual Cards A **single-use card** is issued for **transactions with 1 to 3 charges only**. Ideal for one-off bookings or specific supplier payments. To issue a single use card: 1. **Log in to Travel Ledger -** Access Travel Ledger with your usual credentials. 2. Navigate to **TL Pay → Virtual Cards** and select **Create VCC** in the sub-account you wish to use, then **Create** **Single-Use Card**.
Single-use card - card and itinerary details
Limits & Expiry - amount, estimated charge date, expiry, buffer, allowed charges
The Single-use Cards tab
Create a Multi-Use Virtual Card
### Multi-Use Virtual Cards A **multi-use card** can be used for **multiple transactions or bookings**. Ideal for recurring payments or a group of suppliers. To issue a multi-use card: 1. **Log in to Travel Ledger (**Access Travel Ledger with your usual with your credentials.) 2. Navigate to **TL Pay → Virtual Cards** and select **Create VCC** in the sub-account you wish to use, then **Create** **Multi-Use Card**.
Multi-use card creation
Reviewing a multi-use card
Funding a sub-account in three steps
Sub-account tiles with balances and exposure figures - note the alert indicator where exposure exceeds available funds
| Field | Shows |
|---|---|
| 48h Exposure | Charges expected within 48 hours |
| 7d Exposure | Charges expected within 7 days |
| Total Exposure | All expected charges on active cards |
Total Exposure alert settings
Low available balance alert settings
Accessing VCC editing
Editing a VCC
| Status | Meaning |
|---|---|
| Unused | Issued, no charges taken yet |
| Used | Charged, still within its allowed charges |
| Closed | Its charging life is over - charges used up or validity ended |
| Deleted | Removed from use |
Single-use cards grid
Charge Details - multiple captured charges with a running total
Before you start
Please ensure: * You have an active **Expedia TAAP account** * Your Adyen account is approved and live * You are set up with **TL Pay Virtual Cards** * You have card access permissions enabled in Travel Ledger If you are not yet registered for TAAP, you can apply directly via the [Expedia TAAP website](https://www.expediataap.co.uk/).Step-by-Step Integration Guide
1. **Request your credentials from your Expedia TAAP account manager**, these are your Tracking Code, Client ID, and Client Secret. Your account manager will send these to you in a secure file. 2. Once you have your credentials, these need to be added in Travel Ledger. **To enter the Tracking Code**, navigate to **Settings>My Company & Users>My Company**. You then need to add your Tracking Code as an additional ID under Expedia TAAP. Note: TAAP tracking codes are entered individually at branch level, like IATA and ABTA codes.
Adding the tracking code as a Company ID
Partners -> Supplier Integrations
Entering the Client ID and Secret
Creating and lodging a card with Expedia TAAP
1. Create a **multi-use** card **(TL Pay → Virtual Cards → Create VCC → Multi-Use)**: Supplier Type **Supplier Integrated** → **Expedia TAAP**; * **Supplier Type** - choose 'Supplier Integrated' and Expedia TAAP, choose 'Supplier Integrated'. * **Interchange Fee** - defaulted to 2%, leave as this. * **MCC Code** (optional) - leave blank * **Card Expiry Date** (mandatory) chose 2 years from now * **Click 'Create'** 2. **Lodge it in Expedia TAAP:** log into your TAAP account, open payment settings, add the card as your **default payment** **method**, and name it clearly - e.g. “Travel Ledger VCC”. 3. **Check out with the lodged card** on future TAAP bookings. It works for both booking types: * **Pay-now bookings** require pre-funding ([see here for how-to fund](/tl-pay-virtual-cards-vccs/funding-and-exposure)) before you make the booking * **Deferred-payment bookings** only need funding by the charge date Expedia provides - which Travel Ledger displays against the booking.
Multi-use card with Expedia TAAP as integrated supplier
Reconciling Expedia TAAP Bookings in Travel Ledger
See the dedicated [**Reconciling Virtual Cards** ](/tl-pay-virtual-cards-vccs/reconciling-virtual-cards)page for guidance.
| Week | Supplier submission | Agent viewing till | Money collected | Money Paid | Note |
| 52 | 19/12/2025 | 24/12/2025 | 26/12/2025 | 26/12/2025 | No Change |
| 53 | 26/12/2025 | 31/12/2025 | 02/01/2026 | 02/01/2026 | No change |
| Week | Supplier submission | Agent viewing till | Money collected | Money Paid | Note |
| 52 | 19/12/2025 | 24/12/2025 | 05/01/2026 | Adv specific | Collection deferred from 02/01/2026 |
| 53 | 26/12/2025 | 31/12/2025 | 05/01/2026 | Adv specific | Collection deferred from 02/01/2026 |
# FAQs - Admin ### Why can't I invite a new user to the platform? To invite new users to the platform you need to have an admin role. If you have a 'normal' role you will need to ask someone at your company who is an administrator to send the invite for you. ### I need to delete a user from the platform but I don't seem to have this option? There isn't currently an option to delete users from the platform, instead you can disable a user. You will need to find them in the Manage Users area and select the eye icon to disable. If you want to enable a previously disabled user you can click on the same icon again to reactivate them. ### One of the users at my company has lost their 2 Factor Authentication code, how do I reset it for them? To reset someone's 2FA, yo will need to find them in the Manage Users area and select the reset icon. Once you have done this, the user will then be able to re-scan the QR code at next login and set up their code again. Screenshot below highlights the icon you need to click next to the username to reset their 2FA for them:  # Glossary of Terms | Term | Definition | | -------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | Travel Ledger | The platform. Usually abbreviated/referred to ‘TL’ | | Travel Ledger Entity | An Actor on the TL platform – A company (Buyer and/or Seller) or a Processing Entity (usually abbreviated/referred to/as ‘PE’) | | Accept Transaction | The action (most often undertaken by a Buyer after they have reviewed their transactions) that indicates that the Buyer agrees with the transaction value. Accepted transactions are eligible for settlement once the Buyer Acceptance Window closes | | Admin User | The user that has control of a Travel Ledger entity and can create other Travel Ledger “Users” | | Amend Transaction | The action (most often undertaken by a Buyer after they have reviewed their transactions) that indicates that the Buyer does not agree with the transaction value and wishes to modify it, as well as specifying a reason code. Amended transactions are eligible for settlement once the Buyer Acceptance Window closes | | Bank/Public Holiday | Bank/Public Holiday | | Banking Hours |
Usually abbreviated/referred to/as ‘BHrs’. |
The working hours on a working day associated with a payment type.
| | Buyer |The TL entity Buying product/services associated with a transaction.
NOTE:- An entity can be a Buyer only, a Seller only, or both
| | Buyer Acceptance Window | The minimum number of hours that a Buyer must have to review their transactions in a Settlement cycle. | | Buyer Collection day/time |Often referred to simply as ‘Collection day
The Date/time on which Buyer Collections are initiated (and seller refund collection in a ‘Smart float’ configuration)
| | Collection | Collecting of funds using a specified payment method | | Commit | The action (most often undertaken by a Seller after they have reviewed transactions they have loaded on to TL ) that causes a transaction to be ‘active’ on the TL system and, if eligible, to be assigned to a Settlement cycle. | | Commercial Link |Usually abbreviated/referred to/as ‘CL’.
This is the collection of rules – including Business Terms, Payment Type(s) and (optionally) Settlement schedules - that regulate a relationship between 2 (or 3 if a PE is involved) entities.
| | Disbursement | See Payment | | Financial Float |In a PE environment, a monetary amount or ‘float’ in the PE’s Bank account that allows the netted collections to take place.
TL supports two options at launch – ‘None’ and ‘Smart’
| | Financial Float – ‘None’ |This setting represents the standard collection logic used by the Virgin Media platform
The PE provides the float, but also takes on the financial risk should collections fail.
| | Financial Float – ‘Smart’ |Also referred to as ‘Smart Float’
This setting represents alternative (configurable) collection logic supported by the TL platform
The float is provided by collecting funds from Buyers whose sales > refunds ( i.e. they have a nett positive position) and from Sellers for any of their buyers whose refunds >sales (i.e. they have a nett negative position).
This arrangement helps reduce the financial risk to the PE should collections fail
| | Funds clearing period |Payment type specific. The total number of hours between submitting a payment request and the cleared funds being available in the recipient’s account.
This period includes BACS pre-processing, BACS processing, BACS collection, and actual clearing days
| | Indirect Commercial Link | A special type of Commercial Link between more than 2 Entities. Only “Processing Entities” can create Indirect Commercial Links | | Direct Debit |Usually abbreviated/referred to/as ‘DD’
An instruction sent to the DD platform to perform a collection
| | Direct Credit |Usually abbreviated/referred to/as ‘DC’
An instruction sent to the DD platform to perform a payment
| | DD managed platform | The PTx platform from Bottom Line Technologies interacting with the BACS Banking platform to perform operations | | DD Mandate | The agreement (with a unique ID) between two parties to collect funds or make a payment using the BACS platform | | DD Profile | This is the profile for each TL Entity, “in” the DD managed platform, to which a DD mandate is associated | | Due date | If supplied – the date that cleared funds should be available in a Seller’s account. | | KYC | Know your clients | | Manually added/forced Collection |An extra collection day/time that the PE Admin chooses to add – for instance to compensate for a previously skipped collection or to deal with exceptional circumstances.
See Also skipped Collection & Skipped days
| | Matched | The status of a transaction after seller loading where the information in the transaction – Buyer/Seller/Commercial link/etc – has been fully matched with corresponding records in TL | | Non-Banking Day |Usually abbreviated/referred to/as ‘NBD
A public/Bank holiday or a weekend day
OR/ (optionally) any other day that has been manually designated (by skipping in the settlement schedule) as such by the PE Admin’.
NOTE:- Depending on the Payment method/country, weekends and public holidays may be auto-defined.it
| | Payment | The paying/disbursing of funds (mostly from a previous collection) using a specified payment method | | Payment Gateway | The collection of rules and API calls that interact with a specific payment method or supplier (i.e.. “DD payment gateway” will be the module interacting with the DD managed platform) | | Payment Types |The methods for collecting funds or making payments.
NOTE:- An Automated Payment types requires a settlement schedule.
| | Processing Entity |Usually abbreviated/referred to/as ‘PE’
A third party – for instance ABTA - managing the CL under which specified Sellers and Buyers trade with each other on the TL platform
| | Reject Transaction |The action (most often undertaken by a Buyer after they have reviewed their transactions) that indicates that the Buyer wishes to exclude it from further processing, as well as specifying a reason code.
Rejected transactions are not eligible for settlement once the Buyer Acceptance Window closes
| | Remittance |The record (with a status) associated with a transaction indicating that payment for it has/or will take place. Remittances are automatically created used as the basis to collect or disburse fund for an Automated Payment type
If permitted, offline Remittances (fulfilled/paid offline) can be manually created
A remittance can be positive or negative.
| | Seller |A TL entity Selling product/services associated with a transaction.
NOTE:- An entity can be a Buyer only, a Seller only, or both
| | Settlement Cycle |Collectively, all the events and dates associated with a specific collection date/time, either before or after which, together, make up the entire load/review/collection/payment cycle.
Settlement cycles will overlap for different CL/Payment type combinations. They will also commonly overlap within a CL/Payment type combination where the payment takes time to process and/or clear.
Settlement cycles can be displayed from within the dashboard.
NOTE:- Only applies to an automated Payment type
| | Settlement Routine | An automated routine running multiple times a day that will use configuration in the prevailing CL to assign transactions to a settlement cycle and – if relevant - initiate any collections/payments that are due to be processed | | Settlement Schedule |The Collection dates/times calculated by the TL platform based on the configuration of the CL.
Collection dates are displayed in a calendar format from within a Settlement Schedule record.
NOTE:- Only applies to an automated Payment type
| | Skipped Collection | A calculated Collection date/time that the PE Admin chooses to ‘skip’ – for instance if it falls too close to a public holiday, etc. See Also manually added/forced Collections | | Skipped day | Any other date that the PE Admin chooses to ‘skip’ | | Submission | Sending data to BACS via the DD managed platform to initiate a direct debit or direct credit. | | SUN | Service User Number – It is the number used by BACS to identify and validate the company that is submitting Direct Debit transactions for processing | | TL Administrator | TL customer service member responsible for activating new Entities after KYC and accreditation | | Trade organisation or Indirect Processing Entity |This is a special type of “Entity” in TL that can create Commercial Links where more than two parties are involved (primarily to process payments).
This Entity controls the “Indirect Commercial Link” and performs the role of clearing house
| | Transaction | Synonymous with an invoice or credit note. A transaction can be positive or negative. | | Un-accepted Transaction |The status of a transaction that the TL platform will automatically assign if, at the end of a Buyer Acceptance Window, the transaction is not Accepted, Amended, or rejected.
Un-accepted transactions are not eligible for settlement once the Buyer Acceptance Window closes and they will have to be re-submitted into a future settlement cycle to be collected.
| | User | A user of the Travel Ledger platform | | ‘X’ Hours |The configurable time delay between collecting funds from Buyers and disbursing them to Sellers.
Referred to as Forward funds to Seller after (hours)”.
| | ‘Y’ Hours |In a ‘Smart float’ configuration, the configurable time delay between collecting refunds from Sellers and disbursing them to Buyers.
Referred to as Forward funds to Buyer after (hours)”.
| # Glossary of Notifications Below is an overview of the notifications issued in the Travel Ledger platform. ### Set Up Related Notifications | Process | Triggering Event | Notification Type | Delivered as | Notification Description | Notification Subject | Sent to | | ---------------- | ------------------------------------------------ | ----------------- | ---------------------------- | ------------------------------------------------------------------------------------------------------- | -------------------------------------- | -------------- | | Company creation | Company import or manual company invite creation | Invitation | Email only | An invite informing the recipient that they have been invited to the TL platform (by another company) | Travel Ledger – Partner invite | Invitee | | Company creation | Company import | Error summary | Email + notifications centre | Error summary of unsuccessful company profile creation via the company import tool. | Travel Ledger – Company Import summary | PE – all users | | User creation | On-platform user invite | Invitation | Email only | An invite informing the recipient that they have been invited to the TL platform (by a registered user) | Travel Ledger – User activation | Invitee | ### Settlement Cycle Related Notifications | Process | Triggering Event | Notification Type | Delivered as | Notification Description | Notification Subject | Sent to | | ---------------------------------------- | -------------------------------------------------------------------------- | ----------------------------------------------- | ----------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------- | | Transactions loaded by Sellers | Transaction file loading attempt via email or SFTP with auto-commit on | Status update | Email + platform notification | A notification informing the users that a file has been received at HH:MM and an upload has been carried out, importing xx records successfully and xx records rejected or needing attention | Upload type (FTP, email, manual) + Tx file upload for \[Company name] + upload attempt time stamp HH:MM |Seller
- Email: Admin(s) +
User carrying out the upload
- Platform notification: visible to all users
| | Transactions loaded by Sellers | Transactions committed to the platform manually with auto-commit off or on | Status update | Email + platform notification | A notification informing the users that the transaction upload has been carried out and its status | Transactions commit+ “Commercial Link name” + commit date time |Seller company
Email: Admin,
User carrying out the commit
Platform notification: visible to all users
| | Settlement cycle start | Settlement day/time (Cycle start) + 30 Minutes | SPS Reconciliation file (via Scheduler service) | Email + platform notification |If a task has been scheduled by the seller companies – an SPS reconciliation file is created with a breakdown of all transactions they submitted and that were part of the cycle that was just calculated.
(See specification)
