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Payments

Cash position

The cash position screen tells the operator how much money is on their books right now, broken down by currency. It is the single answer to "how much EUR have we actually got, how much is locked against pending supplier obligations, and how much is free to spend", without opening a separate spreadsheet.

What the screen shows

For every currency the operator has done business in, the cash position view exposes:

Field Meaning
Posted balance The net of every money movement that has actually settled. This is the bank-account-like figure: traveller payments captured, minus supplier payouts that already completed, minus refunds already paid out.
Reserved outbound Money committed against future supplier obligations but not yet captured by the supplier, typically virtual cards issued but unused. Comes out of the available balance even though it has not technically left the books.
Reserved inbound Money expected from travellers but not yet captured (a deposit hold, an auth not yet captured). Symmetric to reserved outbound.
Available balance Posted balance minus reserved outbound. This is what the operator can safely spend without breaking commitments to suppliers.

Concrete example for an agency operating in EUR, USD, and TRY:

Currency Posted Reserved outbound Available
EUR 48,200 12,400 35,800
USD 9,150 0 9,150
TRY 612,400 88,200 524,200

The screen reads top-down: most operators look at available first, then check reserved outbound if the available number is lower than expected.

How the numbers move

The cash position is derived from every recorded money movement across every booking in the operator's workspace. Two things to know:

  1. It updates in near-real-time. A traveller payment that captured five minutes ago is already reflected in posted balance. There is no daily batch job that runs first.
  2. Released amounts update the balance. A booking cancellation does not itself close a virtual card. The unused amount becomes available after the related payout's card closure is confirmed and its transactions are reconciled.

The operator does not need to refresh manually, when the page is opened, the numbers are current.

Multi-currency reality

Travel businesses run multi-currency by default: travellers pay in one currency, suppliers want to be paid in another, the operator's bank account is in a third. The cash position view does not collapse currencies into a single "total". A EUR posted balance and a TRY posted balance are not added together, that would be misleading without a defensible conversion rate at the moment of viewing.

For an operator-side blended view in a chosen display currency, the Financial period report accepts a target currency and applies conversion rates per movement; the cash position screen stays per-currency on purpose.

Period report

Linked from the cash position page, the financial period report covers every recorded money movement across the whole operator workspace within a date window. Filters available:

  • Currency, narrow to a single currency.
  • Direction, inbound only or outbound only.
  • Effect, reserved, posted, or reversed.
  • Movement type, traveller payment, supplier payout, refund, platform fee, adjustment.

The report supports export to CSV and Excel for finance-side reporting (audit packs, tax filings, monthly close). Each movement in the file carries its booking reference and booking number, the same reference the accounting export gives each sale, and every amount keeps its four decimal places exactly as recorded.

What the cash position does not include

  • Per-supplier obligations beyond the booking. Standing contractual commitments that are not yet booking-attached do not affect the cash position; they belong to the contract layer.
  • Forecasted future revenue. Bookings that are confirmed but not yet captured are visible in reserved inbound, but bookings still in draft are not included. The cash position reflects committed money, not pipeline.
  • Operating costs. The organization's USD platform subscription, payroll, and other operating costs belong to the operator's accounting records. The platform-fee movement type above refers to booking-linked fees; it does not include the organization's monthly or annual subscription payment.

Common operator questions answered here

  • "How would a EUR 15,000 virtual card affect our available balance?", If EUR 35,800 is available, reserving EUR 15,000 would leave EUR 20,800. The balance is an accounting view; payment-method checks and the required payout approvals still apply.
  • "Why does my available number look lower than my bank statement?", Reserved outbound is the difference: it is committed but not yet drawn.
  • "How much TRY did we settle to suppliers last month?", Use the period report with currency=TRY, direction=outbound, effect=posted, and the appropriate date window.
  • "Did the refund I issued yesterday actually leave our books?", Check the period report for outbound + posted on that date.

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