All invoices should be sent via E-mail. Kindly refer to the signed Contract - for further information - covering the E-mail addresses to be used and well as the contact person responsible for your Account. 

• File format
  Ideally, a fiscal invoice is sent in .PDF format, accompanied by a detailed invoice preferably in either an Excel (.XLS) or (.XLM) formats. The (.PDF) format document should contain the fiscal Invoice summarising all charges whilst, meeting the following legal requirements: 
  • Unique, consecutive invoice number
  • The date of when the invoice was issued
  • Company name, full address, and VAT number of Supplier
  • Our Company name, full address, and VAT number
  • The quantity and type of the supplied goods/services
  • The total invoice amount, including the taxable amount and the VAT amount
  • The VAT rate or a reason for applying an exemption (export, reverse charge, intra-community supply)
  • Invoice currency
• File size
  Sometimes when an invoice is scanned using very high resolution, the resulting file becomes very large. This makes it difficult and takes even longer to travel via E-mail and get delivered by internal mail servers. The maximum file size that should be provided for an invoice should not exceed 500k. A normal invoice scanned in .jpg or .pdf is usually under 200k. High resolution scanning is usually used to scan non-text documents such as photos or images and this is therefore not required for invoices or text documents. Compression: If you are sending more than one file it is recommended that a compression tool such as WinZip or WinRAR is used to send the files. Again this will reduce even further the file size, and can be sent as one attachment.
• Compression:
  • If you are sending more than one file it is recommended that a compression tool such as WinZip or WinRAR is used to send the files. Again this will reduce even further the file size, and can be sent as one attachment. 
• Email Layout
  A clear and concise mailing process is recommended to ensure smooth collaboration. We highly suggest that any documentation is attached to the E-mail, rather than having it pasted in the body of the E-mail as text format. Ideally E-mails are sent in accordance to the mailing list (*) previously mentioned and are not forwarded twice to the same (or other different) recipients.

There are two different methods how the Early Booking Discount (EBD) Prepayments are calculated:

Seasonal Prepayment: This is a prepayment that is paid on a fixed date and that covers arrivals for the whole season. This prepayment is calculated for all bookings made until a particular reservation date and which stay falls in a particular period. The details of the EBD prepayment are found on the contract. The prepayment will be deducted in instalments (usually monthly). The deductions are included in the supplier‘s invoices payment. E.g. Prepayment due on the 15.11.08, for all reservations made until 31.10.08, which stay falls in period starting 01.11.08 till 30.04.09.

Monthly Prepayment: We have two types of EBD‘s for which we issue a monthly prepayment:

Fixed Reservation Date: This is when the reservation date is the same (fixed date) for all the months. E.g. Reservation date is 31.10.08: On the 05.11.08 we issue a prepayment for all reservations made until 31.10.08, which stay falls in period starting 01.11.08 till 30.11.08. On the 05.12.08 we issue a prepayment for all reservations made until 31.10.08, which stay falls in period starting 01.12.08 till 31.12.08. In this example, the prepayment which was paid on 05.11.08 will be deducted from the supplier‘s invoices payment related to November invoices.

Rolling Reservation Date: This is when the reservation date is based on the arrival date. E.g. Reservation date is 60 days prior to arrival: On the 05.11.08 we issue a prepayment for all reservations made until 30.09.08, which arrival falls in period starting 01.11.08 till 30.11.08. On the 05.12.08 we issue a prepayment for all reservations made until 31.10.08, which arrival falls in period starting 01.12.08 till 31.12.08. In this example, the prepayment which was paid on 05.11.08 will be deducted from the supplier‘s invoices payment related to November invoices.

Supplying the full and correct bank details is vital in order to avoid any complications with the payment transfers. Therefore we always request the following details in order to have all the information available, as might be requested by our banking partners.

- Beneficiary Name (Account Name)
- Bank Name and Bank Address
- Bank Account Number and IBAN (where available)
- SWIFT Code
- Sort Code (UK Banks Only)
- ABA Number – Routing Number (USA Banks Only)

Normally, we do not need the original (or copied) vouchers if all the information related to a particular booking is included on the invoice. Nevertheless, in cases when our records do not match the ones mentioned on the invoice, we would require a copy of the voucher to verify which details are correct.

A shortpayment is the discrepancy between the amount shown on the supplier‘s invoice and the amount according to records. In such cases we pay the booking as per our records and in the remittance advice we include a comment that explains our calculation. Please see the remittance advice section for further details regarding short payments.

Supplying the full banking details are vital, to avoid any complications with the payment transfers. As requested from our banking partners, all the below requirements need to be updated in the signed seasonal agreement:

• Beneficiary Name (Account Name)
• Bank Name and Bank Address
• Bank Account Number and IBAN (where available)
• SWIFT Code
• Sort Code (UK Banks Only)
• ABA Number – Routing Number (USA Banks Only)