Travel Agency Accounting & Ledger

Customer ledger

Every customer carries a running ledger: invoices on the debit side, payments on the credit side, with a real-time balance. When you add a customer, you can optionally set an opening balance to carry forward what they owe (or what they have on account) from your previous system. After that, the ledger updates itself from quotes-converted-to-bookings, GST invoices, credit notes, and payments. The statement prints clean for sharing with the customer.

Vendor ledger

Every vendor — DMC, hotel chain, airline, consolidator, transport operator — gets a ledger with the same structure. Vendor bills on the credit side, your payments on the debit side, running balance live. Multi-line vendor bills attribute cost per booking, so a single bill from a DMC covering ten bookings reconciles cleanly across all ten on the booking side.

Advance ledger

Customer advances (received before the booking is invoiced) and vendor advances (paid before the bill arrives) get their own ledger, separate from settled balances. When the invoice or bill lands, allocation moves the amount from advance to settled — no manual journal voucher needed.

Batch payment allocation

A single customer payment can settle six different invoices. A single vendor payment can clear four bills. MoonTrip's allocation modal lets you tick which invoices or bills the payment closes, with running totals so over- and under-allocations are caught at entry time.

• •Multi-invoice allocation per customer payment
• •Multi-bill allocation per vendor payment
• •Unallocated portion sits as an advance until you assign it
• •Bank-account selection per payment for clean bank reconciliation
• •Void / reverse with one click and a reason; the reversal posts to the journal as a separate entry, preserving the audit trail

Tally-style drill-down

Click any line in any ledger to see the source — quote, invoice, vendor bill, payment, or journal entry. Click further into the source to see the journal lines, the related documents, and the user who created or modified each. Auditors comfortable with Tally will be comfortable here.

Reports

• •Trial Balance
• •Profit & Loss with per-service-type breakdown
• •Balance Sheet
• •Cash & bank book
• •Outstanding receivables / payables ageing
• •Per-booking estimated vs actual margin
• •Custom date ranges down to per-day

Why ledgers go out of balance in travel agencies (and how MoonTrip prevents it) is its own topic — see the ledger-balancing guide.