What this guide covers
The settings that decide how your agency collects, pays and sends documents: which bank accounts it has, which card types it accepts, how each collection is recorded in accounting, which templates it prints and which address each user sends from. Set them up once and every file, collection and email uses them.
| Setting | Where it is | Applies to |
|---|---|---|
| Banks | Configuration › Company Data › Tables › Banks | The whole company |
| Card types and AMEX link | Configuration › Company Data › Cards | The whole company |
| Types of charges (payment methods) | Configuration › Setup wizard, step 8 (Payment types) | Each branch |
| Templates | Configuration › Company Data › Tables › Template Editor | The whole company |
| User email | User configuration, at the top right | Each user |
Banks, cards, payments and email on video
4 steps to edit any configuration table
What do you want to do?
One bank record per account and currency
What it is for
In Orbis Web each account is a separate bank record, even when it is with the same bank. If your bank gives you an account in euros and another in dollars, add two records, each with its own accounting Subaccount.
How they differ
By the Entity name (add “- EUR” or “- USD”), by their IBAN and Swift (each account has its own) and, above all, by the Subaccount, which keeps the transactions of each currency separate in accounting.
Step by step
- Go to Configuration › Company Data › Tables › Banks. You will see one row per account, with its Entity and Account.
- Click + and, in Entity, enter the bank name with the currency (for example, “SAMPLE BANK - USD”).
- Fill in IBAN and Swift with the details of that specific account.
- Enter a different Subaccount for each account. Your accountant will tell you which one to use (usually group 572).
- Tick the uses the account will have (Transfers, Cards, Dynamic Cards…), keep Active ticked and save with ✓.
| Entity | Subaccount | Use |
|---|---|---|
| SAMPLE BANK - EUR | 57200001 | Collections and payments in euros. |
| SAMPLE BANK - USD | 57200002 | Collections and payments in dollars, and the bank for cards charged in dollars. |
Add a card type
What it is for
The Type dropdown in the New Card window of Corporate Cards is fed by the Types of Cards table. If a brand you use is missing, for example Mastercard, add it there.
When to use it
When you have corporate cards of a brand that is not in the list and you are recording them as OTROS. Having the right type makes reconciliation and reports clearer.
| ID | Type |
|---|---|
| 1 | VISA |
| 2 | AMEX |
| 3 | DINERS |
| 4 | OTROS |
Step by step
- Go to Configuration › Company Data › Cards › Types of Cards and click +.
- In Type, enter
MASTERCARDin capitals, like the other types. Orbis Web assigns the ID. - Click Add. From then on it appears in the Type dropdown in Corporate Cards › New Card.
What the AMEX link is and what data it needs
What it is for
The Amex Link connects Orbis Web with American Express to receive the charge (Charge) and invoice (Invoice) files of your corporate AMEX accounts and use them in card reconciliation.
When to fill it in
Only if your AMEX contract includes delivery of those files (BTA / EBTA travel accounts). If you only pay with a standard AMEX card, leave it empty.
Step by step
- Ask your AMEX account manager for the Amex office code (the agency's identifier at American Express).
- The IP is the address of the AMEX server the files are downloaded from; AMEX or Orbis Web support will provide it.
- File name Charge and Invoice file name take the name AMEX gives each file.
- Amex ID User and Amex Password are the login credentials AMEX gives you. Change the password with the pencil. Save with ✓.
| Screen | What it is | Do you need to change it? |
|---|---|---|
| Types of Cards (AMEX, AMEX BTA, AMEX EBTA…) | Distinguishes the corporate AMEX card from the BTA and EBTA travel accounts, if you have them. | Only to choose the right type when adding the card. |
| Tables › Amex Operation Types | Maps each ticket type (BSP, RENFE, LOW COST…) to the operation type AMEX expects in its files. | Only if you use the AMEX link. Review it with support when you activate the link. |
| Cards › General | Mask PAN on cards (hides part of the card number) and Generate Log for AirPlus checkboxes. | Ticking PAN masking is recommended. |
Create a payment method: PayPal as an example
What it is for
Each way your customers pay you (cash, card, transfer, Bizum, PayPal…) is a type of charge. When you record a collection in a file you choose it in Collection Type, and its Subaccount decides where the collection is posted in accounting.
Where it is
Types of charges belong to each branch. Open them in Configuration › Setup wizard, step 8 (Payment types): the list is titled Types of Charges - Branch: 0. Click + to add one or the pencil to edit it.
Step by step
- In step 8 of the Setup wizard, click + and enter the Name you will see when recording collections (for example,
PAYPAL) and, if you like, a Description. - Choose the Treatment, which sets how Orbis Web handles the collection: METALICO, TALON, TARJETAS, TRANSFERENCIA, BIZUM, OTROS… Ask your accountant which one suits PayPal; the example uses OTROS.
- In Bank, choose the account where the money arrives (create a PAYPAL record in Banks first, as in One bank per currency) and enter the Subaccount your accountant gives you.
- If PayPal charges you a fee, enter it in % Discount or Discount Amount; tick Note to bank for the net (subtracted discount) if the bank entry must show the net amount.
- Keep Active ticked and click Accept. The new type appears in the list and in Collection Type when you record a collection.
| Column of the list | What it shows |
|---|---|
| Treatment | How the collection behaves: cash, cheque, cards, UATP, direct debit, transfer, Bizum, other… |
| Subaccount | Accounting account where the collection is posted. |
| Financial Discount | Percentage the entity deducts (for example, the card or PayPal fee). |
| Entity | Bank associated with the type of charge. |
| Active | Only active types can be chosen when recording a collection. |
Upload a template that fills itself in
What it is for
Generate documents such as the combined travel contract from the file, with the customer, trip and agency details already filled in, without copying them by hand.
How it works
Your document is uploaded to the Template Editor and each piece of data that changes from one customer to another is replaced with an Orbis Web variable field (customer name, ID number, dates, destination, amounts…). When you print from the file, Orbis Web inserts the real data.
| Id | Name | Type | Date |
|---|---|---|---|
| No data available 3 | |||
Step by step
- Go to Configuration › Company Data › Tables › Template Editor.
- Use the buttons at the top right to add a template, give it a name and paste or upload your document. Replace each highlighted piece of data with the matching variable field.
- Once saved, the template appears in the table and is available when you print the document from the file (for the contract, Combined Travel Contract).
Set up each user's email
What it is for
So the documents each person sends from Orbis Web (quotes, vouchers, invoices…) go out from their own address and with their own signature, instead of the agency's general address.
Where it is
In each user's User configuration, with their own email details. The agency's general email (the one used when a user has none) is set up in step 3 of the setup wizard.
| Id | Variable | Worth | |
|---|---|---|---|
| 23 | Outgoing email server 2 | smtp.example.net | 3 |
| 24 | Email user | anna@sample-agency.com | |
| 25 | Email password 4 | •••••••••• |
Step by step
- At the top right, below the agency name, click User configuration and, in the window, the User configuration button at the bottom.
- Find the email variables: Outgoing email server, Email user and Email password.
- Click the pencil next to each one, enter the value your email provider gives you in the Edit Value window and click Save.
- With Gmail or Microsoft 365, the password is usually an app password. Optionally, adjust Request reading confirmation and Email for Notifications.
Good practices
One record per real item
One bank record per account and currency, one card type per brand, one type of charge per payment method. Avoid OTROS whenever you can.
Clear names
Put the currency or brand in the name (“- USD”, “MASTERCARD”, “PAYPAL”): that is what you will see in the dropdowns.
Accounting first
Ask your accountant for the subaccount of each bank and type of charge before you add it.
Sensitive data
Tick Mask PAN on cards and do not share email or AMEX passwords by email.
- IBAN, Swift and subaccount of each bank account.
- Card brands you use and the AMEX link data, if you have it.
- List of payment methods with their treatment and subaccount.
- Templates in Word with the variable data highlighted.
- Email details for each user, or the contact who manages your email.