Orbis Web · Configuration
Version 2026.10

Initial setup of a new agency in Orbis Web

Everything you need to configure before you start working: tax details, invoicing, accounting, users, GDS, Renfe and wholesaler captures, and submissions to SES Hospedajes. For the agency administrator and the implementation team.

Key concepts

What the initial setup is

A new agency can only invoice, post to accounts and capture bookings correctly once its tax details, series, accounts and users have been loaded. The Orbis Web Setup wizard brings these settings together in 13 guided steps, and the Branch Configuration completes whatever depends on each office, such as GDS, Renfe and wholesaler captures.

BlockWhere it is set upWhat it gets ready
Company and invoicingConfiguration › Setup wizard (steps 1–10)Tax details, branch, sending email, logo, series, subaccounts, banks, payment types, taxes and tax settings.
Catalogues and peopleWizard, steps 11–13Products, cash registers and users with their permissions.
CapturesConfiguration › Branches › (branch) › CapturesAutomatic reading of GDS, Renfe and Ouigo/Iryo bookings, and wholesaler credentials per user.
SES HospedajesWizard, step 10, and Links › SES LodgingSpanish Ministry of the Interior credentials and submission of accommodation services.
Company, branch and userThe company is the legal entity that invoices; each branch is an office with its own counters, captures and cash registers; and each user works within a branch. Set them up in this order: company, branch, users.
ImportantHave the details to hand before you startTax ID (NIF) and company name, mail server (SMTP) details, logo in JPG or PNG, the chart of accounts of your accounting software, banks, GDS and wholesaler credentials, and the SES Hospedajes lessor code, user and password.
Common procedure

The 5 steps to get the agency ready

Open the wizardConfiguration menu › Setup wizard.
Go through the 13 stepsMove forward with the Next arrow or jump using the step counter (Go to step window).
Click FinishWhen you have completed step 13, click Finish in the top bar.
Set up capturesConfiguration › Branches › your branch › Captures, plus each user's wholesaler credentials.
Check SES HospedajesIn Links › SES Lodging › Pending Services, check that accommodation services appear ready to send.
Task: move between the wizard steps. Recreation of the screen with sample data.

Step by step

  1. Click the 5 / 13 counter to open the Go to step window.
  2. Use the Previous and Next arrows to move back or forward one step; the ? button opens the help.
  3. In Step, choose the step you want to go to and click Go to step.
  4. Once you have reviewed all the steps, click Finish.
CautionThe wizard validates each step before you leave itIf a step contains an error (for example, two identical series), you cannot move forward or jump to another step until you correct it. The message highlights the affected fields in red.
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Step 1 of 13

Company data

What it is for

Stores the tax details printed on invoices and VAT books and used in electronic submissions (SII, Verifactu, Facturae).

When to use it

When the agency is set up, and whenever the company name, registered tax address or currency changes.

Task: enter the agency's tax details. Recreation of the screen with sample data.

Step by step

  1. Type the company name in Agency exactly as it appears on the Tax ID. Yellow fields are mandatory.
  2. Type the NIF and click the validation icon to its right to check it.
  3. Check the Application currency: it is the currency used for accounting.
  4. Tick Treat as an individual / self-employed person (Facturae) only if the owner is self-employed; you will then be asked for Name, First surname and Second Surname.
  5. Tick Copy this data to the first branch so you do not have to enter it again in step 2.
FieldWhat it does
Commercial RegistryLegal registration text printed on invoices.
The agency's registered office is in SpainUntick it only if the company is domiciled outside Spain.
Common errorThe Tax ID does not validateThis is usually a Tax ID entered with spaces or hyphens. Type it without separators (B12345678) and click the validation icon again.
Step 2 of 13

Branch general information

What it is for

Defines the main office (branch 0): its internal name, the trade name the customer sees and the contact details printed on documents.

When to use it

Always, in a new agency. If you ticked the copy option in step 1, you only need to check the details.

Task: complete the details of the first branch. Recreation of the screen with sample data.

Step by step

  1. Type the Branch name (mandatory): this is the name you will see in lists and filters.
  2. Type the Trade Name the office uses with its customers.
  3. Check the branch E-mail: it is the contact address customers will see.
More branchesAdditional branches are managed from Configuration › Branches. Each one has its own Branch Configuration (captures, counters, cash registers…).
Step 3 of 13

Email (SMTP)

What it is for

Lets Orbis Web send invoices, vouchers, quotes and notifications from the agency's email account.

When to use it

When you start, and whenever you change email provider or password.

Task: set up the mail server for sending documents. Recreation of the screen with sample data.

Step by step

  1. In Sender email, type the address that outgoing emails will be sent from.
  2. Fill in SMTP server, SMTP user and SMTP password with the details provided by your email provider.
  3. Enter the SMTP port and tick Use SSL/TLS if the server uses an encrypted connection (usual on port 465).
  4. Type a Test email and click Send test email (the envelope button in the top bar) to check the configuration.
Server: smtp.sampletravel.es · Port: 465 · SSL/TLS: yes
Common errorThe test email failsCheck the user and password, and that the port matches the encryption (465 with SSL/TLS; 587 usually uses STARTTLS). Many Microsoft 365 and Gmail accounts require an app password.
Step 4 of 13

Logos and document header

What it is for

Defines the header of invoices and documents: the logo and the text block with the agency's details.

When to use it

When you start, and whenever the corporate identity or contact details change.

Task: add the logo and the invoice header. Recreation of the screen with sample data.

Step by step

  1. In Agency logo, click Browse and choose the image. Allowed formats: JPG and PNG.
  2. Edit Agency data: one line for each item. You can change the size, font and colour.
  3. Tick Save to all branches if every office uses the same header.
  4. Click Preview on an invoice and drag the logo and the data block to the position you want within the header.
Image tipUse a landscape PNG with a white or transparent background and good resolution; it will look sharp both on screen and in print.
Step 5 of 13

Invoice series

What it is for

Assigns a different prefix to each invoice type and decides how invoices are numbered (monthly, extended, single counter).

When to use it

Before issuing the first invoice. Changing them later affects sequential numbering, so agree them with your tax adviser.

Task: define the invoice series. Recreation of the screen with sample data.

Step by step

  1. Type the prefix for each invoice type: direct, commission, periodic, simplified, Royal Decree (special scheme) and supplies, each with its credit invoice.
  2. Also fill in the two corrective series (the sNuevaSerieFacturaRectificativa and sNuevaSerieFacturaRectificativaSimplificada fields), even if you are not going to use them yet.
  3. Tick Allow corrective invoices if you will correct invoices with corrective invoices instead of credit invoices.
  4. Tick Single invoice counter for all branches if every office shares the same numbering, and choose in Branch for the single counter the branch that keeps it.
OptionEffect
Monthly numberingRestarts the numbering every month.
Single invoice counter…One numbering sequence for all branches.
SU · FU · FD · FDA · A · RA · G · H · SP · SPR · SPA · SPRA · SPS · SPF · SA · SB · R · RS
Common error“There are duplicate series: two invoice series cannot have the same value”Two fields have the same value, or both corrective series fields are empty (empty counts as a repeated value). Fill in each field highlighted in red with a different prefix and click Accept; you cannot leave the step until it is corrected.
Step 6 of 13

Subaccount level

What it is for

Matches the length of the Orbis Web accounting subaccounts to that of the agency's accounting software.

When to use it

When you start, if your accounting software uses a number of digits other than 8. If it matches, leave the step as it is.

Task: adjust the digits of the accounting subaccounts. Recreation of the screen with sample data.

Step by step

  1. Check the current subaccount length in Configured Digits.
  2. Choose Increase digits or Reduce digits.
  3. Enter the Number of digits to add or remove and the Digit position where they are inserted or removed.
  4. Click Check and review the Example subaccount after change examples.
  5. If the result is correct, click Change.
ImportantChange the digits before posting any entriesThe change affects every existing subaccount. Do it with an empty or newly created database, and always check the examples before clicking Change.
Steps 7 and 8 of 13

Banks and payment types

What it is for

Records the agency's banks and payment methods (cash, card, UATP, bank transfer…) with the subaccount each one is posted to.

When to use it

When you start, and whenever you open a bank account or accept a new payment method.

Task: add the agency's banks. Recreation of the screen with sample data.
Task: review the payment methods and how they are posted. Recreation of the screen with sample data.

Step by step

  1. In step 7, click + to add each bank with its entity and its accounting account (group 572).
  2. Use the pencil to correct an existing bank or deactivate it.
  3. In step 8, click + to create a payment type: name, treatment (cash, cheque, cards, UATP…) and subaccount.
  4. For cards, enter the Financial Discount (the card terminal fee) and the bank Entity where the money is paid in.
ColumnWhat it shows
TreatmentHow the payment behaves: cash, cheque, direct debit receipt, UATP, cards…
SubaccountAccounting account where the payment is recorded.
Financial DiscountPercentage deducted by the entity (for example, the card fee).
Entry IDCash movement linked to the payment.
Read-only payment typesSome types, such as CANCELACION ANTICIPO or COBRADO FACTURA, show the eye icon instead of the pencil and a disabled bin: you can view them, but not change or delete them.
Step 9 of 13

Tax types

What it is for

Maintains the table of VAT rates (or of whichever tax applies) that you can choose in services and invoices.

When to use it

When you start, to check that the current rates are active, and whenever a legal rate changes.

Task: review the available tax types. Recreation of the screen with sample data.

Step by step

  1. Check that the rates you are going to use are marked as active; if a rate's percentage changes, edit it with the pencil.
Canary Islands, Ceuta, Melilla and AndorraThe general tax (IGIC, IPSI or IGI) is chosen in step 10, in Other applicable taxes.
Step 10 of 13

Miscellaneous settings

What it is for

Brings together the agency's tax and accounting settings, the SES Hospedajes credentials and the data protection legal text printed on invoices.

When to use it

When you start, and whenever you change accounting software, tax criteria or the GDPR text. Decide the values with your adviser.

Task: set taxes, accounting, SES Hospedajes and the GDPR text. Recreation of the screen with sample data.

Step by step

  1. In Other applicable taxes, choose I.V.A. - Unión Europea, I.G.I.C. - Canarias, I.G.I. - Andorra or I.P.S.I. - Ceuta/Melilla.
  2. Choose the Accounting Program you will export entries to (A3 CON, ContaPlus, SAGE 200, Holded…).
  3. Set the default taxes: VAT Commission, Service Tax, Tax Taxes and Tax Group, and tick the tax affection checkboxes that apply.
  4. Check the % Profit (Special Scheme) applied by default under the special scheme for travel agencies.
  5. Fill in the SES Hospedajes block (see SES credentials).
  6. Choose the Legal text language (GDPR), type the text and click Save text. Repeat for every language you issue invoices in.
CheckboxWhat it does when ticked
Commission AffectedThe commission on services is subject to tax.
Equalize service regimeApplies the same tax regime to fees as to the service.
Emission Charge / Management Expenses Tax AffectionThese charges are subject to tax.
Print the Data Protection Act text on the invoiceAdds the GDPR text to the foot of invoices.
Enable markup for the agencyEnables markup on services.
Show the amount paid and outstanding on the detailed invoiceThe detailed invoice shows the amount paid and the amount outstanding.
Steps 11 and 12 of 13

Products and cash registers

What it is for

Products classify services (air, accommodation, cruises…) and carry the sales and purchase subaccounts; cash registers collect the cash payments taken at each workstation.

When to use it

When you start: check that the product subaccounts fit your chart of accounts and create one cash register per counter or per user.

Task: review the subaccounts of each product. Recreation of the screen with sample data.
Task: create the office's cash registers. Recreation of the screen with sample data.

Step by step

  1. In step 11, edit each product with the pencil and check its general regime (General Regime), special regime (Special Regime), sales and purchase subaccounts.
  2. In step 12, click + to create each cash register with its name and subaccount. You will assign them to users in step 13.
Step 13 of 13

Users, groups and permissions

What it is for

Creates each person who will work in Orbis Web, with their branch, desk and group (permissions), and assigns them cash registers and wholesaler credentials.

When to use it

When you start, and whenever someone joins or leaves the agency.

Task: create the users and open their options. Recreation of the screen with sample data.

Step by step

  1. In the Users tab, click + to create a user and assign them a branch, agent desk and group.
  2. In the Groups tab, define the permission profiles (for example, Administration and Sales) before assigning them.
  3. Click the user's three dots to open their menu.
  4. Choose Credentials to Wholesale Captures to store their supplier credentials (see Wholesaler capture credentials).
  5. Choose Cash Register Configuration to assign them the cash registers created in step 12.
ColumnWhat it shows
AgentThe user's workstation or desk.
Inter-tableCan see the work of other desks.
Inter-branchCan work with data from other branches.
Double UserTo create several users with the same permissions, set up one and use Double User.
Captures

General capture settings

What it is for

Decides how data arriving through captures (GDS PNRs, wholesalers and Lleego) is transferred to files: dates, commissions, locators and product.

When to use it

Once per branch, before you start capturing.

Task: set the general capture behaviour for the branch. Recreation of the screen with sample data.

Step by step

  1. Go to Configuration › Branches, choose the branch and expand Captures › General Settings.
  2. In Transfer wholesale commission, choose Do not transfer commission, Ask every time or Always transfer.
  3. Tick Automatic Supplier Product Preselection so that the captured service takes the supplier's product without asking.
  4. In Default mode for transferring the PNR to the service during automatic creation, choose which PNR item identifies the service: Pnr Locator, Ticket, Gds Locator or Passenger. Save with the ✓ button.
ButtonWhat it does
✓Saves the changes on the screen.
✕Closes the screen without saving.
After the setupDay-to-day work with captured data (Captures window, PNR control and automatic file creation) is explained in PNR captures and automatic creation.
Captures

Shared PNR

What it is for

Lets users in one branch see and use PNRs captured in other branches.

When to use it

Only if the agency has several offices that work on bookings together (for example, a central ticketing department).

Task: share captured PNRs between branches. Recreation of the screen with sample data.

Step by step

  1. Click + to create a rule.
  2. Enter the User's branch that will see the PNRs and the Sharing branch whose PNRs are shared. Create one row for each pair.
Captures

GDS: Amadeus, Galileo, Sabre and Worldspan

What it is for

Turns on automatic reading of each GDS's issue files (Amadeus AIR, Galileo MIR, Sabre IUR…) so that air services are created without typing them in.

When to use it

When the agency is set up, in every branch that issues tickets, and when you sign up to a new GDS.

Task: set the rules common to all GDSs. Recreation of the screen with sample data.
Task: turn on and adjust Amadeus capture. Recreation of the screen with sample data.
Task: turn on Sabre capture. Recreation of the screen with sample data.

Step by step

  1. In GDS › General Settings, choose the GDS Capture Commission Treatment (Do not transfer commission, Ask every time or Always transfer).
  2. In Collection in UATP capture, decide whether the payment is entered automatically, not entered, or you are asked. Save with ✓.
  3. In Amadeus, tick Enable Savia/Amadeus capture.
  4. Enter the Branch code to assign to tickets: the branch that captured tickets will go to.
  5. In Savia/Amadeus File Mask, choose the file type your office sends: AIR, ZOM or OTHERS (for OTHERS, type the text in Text for "other" mask type). Save with ✓.
  6. In Sabre, tick Activate Sabre Capture (and Capturing CEs from PVP if applicable).
  7. Type the Sabre branch code and, if needed, add the Travel Types with their service type to the table. Save with ✓.
GDSWhat is set up
Amadeus (Savia)Activation, ticket branch, long RP, file mask, PNR control client, and checkboxes for OB fees, destination and zero-value tickets.
GalileoOnly the Activate Galileo capture checkbox.
SabreActivation, CEs from the PVP, reading branch, Sabre code and Travel Types table.
WorldspanOnly the Enable WorldSpan Capture checkbox.
ImportantTurning on capture is not enoughBesides the checkbox, the GDS has to send your office's issue files to Orbis Web. When you sign up for capture, ask Pipeline support to confirm that file reception from your GDS is active.
Common errorTickets are captured in another branchCheck the Branch code to assign to tickets (Amadeus) or the Sabre branch code, and the Force PNR branch to PNR Client branch checkbox in the GDS General Settings.
Captures

Renfe, Iryo and Ouigo

What it is for

Captures train tickets: Renfe via RVR and PDF tickets from Renfe, Iryo and Ouigo, assigning each one to its supplier.

When to use it

If the agency sells train travel. First, create the Renfe, Iryo and Ouigo suppliers in Management › Suppliers (see Suppliers).

Task: turn on train ticket capture. Recreation of the screen with sample data.

Step by step

  1. In Renfe › RVR, tick Activate RENFE RVR and, if you wish, Capture rates in Renfe RVR.
  2. Choose the Renfe Provider (and the IRYO Supplier if you capture Iryo via RVR) and save with ✓. In Renfe › PDF, tick Activate Renfe PDF, Activate Iryo PDF or Activate Ouigo PDF and choose the supplier for each one.
Captures

Wholesaler capture credentials

What it is for

Stores the user name and password for each wholesaler so that Orbis Web can import their bookings (auto-captures) into files.

When to use it

When you create each user, and whenever a wholesaler changes your credentials.

Task: store a wholesaler's credentials for auto-captures. Only some suppliers are shown, with their names as text rather than their logos. Recreation of the screen with sample data.

Step by step

  1. Open Configuration › wizard, step 13 (or the Users list), click the user's three dots and choose Credentials to Wholesale Captures. Select the supplier in the list.
  2. Type the Wholesale User and Wholesale Password the supplier has given you.
  3. Click Record data for the current user, or one of the grey buttons to apply the same credentials to all users of the branch or of the application.
Shared credentialsIf the agency works with a single user per wholesaler, record the credentials once with Record data for all app users. Each user can also open this window from their User configuration menu (top right) › Credentials to Wholesale Captures. With Lleego you can use its credentials for everyone by ticking Use the Lleego user account to retrieve the credentials for wholesaler auto-captures in the general capture settings.
Common errorThe wholesaler booking is not capturedCheck that the credentials are recorded for the user who made the booking and that they have not expired on the supplier's website.
Captures

External bookings (Autoexpebooking)

What it is for

Integrates into files the bookings that arrive as files from external channels (for example, the agency's website), finding or creating the customer automatically.

When to use it

Only if the agency has subscribed to the external bookings integration. The connection details are set up in Connection Data.

Task: adjust the external bookings integration. Recreation of the screen with sample data.

Step by step

  1. In External Links › Autoexpebooking › General Settings, choose the Mask files integration your files use.
  2. In Client search type, choose how the customer is found: by Email, Email and Tax ID, Tax ID or Phone.
  3. Tick Activate Log while you run the first tests and save with ✓. The result can be viewed in Listings › Log External Integrations.
000_431.VIA
CautionThe integration starts when you open the screenOpening Utilities › Integration of External Reservations starts the integration process and shows its status (files processed, file being processed, phase). Only open it when you want to integrate.
SES Hospedajes

SES Hospedajes credentials

What it is for

Connects Orbis Web to the Spanish Ministry of the Interior's SES.HOSPEDAJES platform to report the accommodation bookings the agency brokers.

When to use it

Before you start selling accommodation. The credentials are issued when the agency registers with SES.HOSPEDAJES.

Task: store the SES Hospedajes credentials. Recreation of the screen with sample data.

Step by step

  1. In step 10 of the wizard, type the Lessor code that SES.HOSPEDAJES assigns you when you register.
  2. Type the SES web service User.
  3. Type the Password; you can show it with the eye icon to check it.
  4. Click Finish to save the configuration.
What SES.HOSPEDAJES isIt is the Spanish Ministry of the Interior platform through which, under Royal Decree 933/2021, accommodation establishments and intermediaries, including travel agencies, report booking data. Check the deadlines and mandatory data in the Ministry's official information.
Common errorSubmissions are rejected because of the credentialsCheck that the lessor code has all its digits (including the leading zeros) and that the user and password are those of the SES web service, not your personal login for the electronic office.
SES Hospedajes

Submissions to SES Hospedajes

What it is for

Lists the accommodation services (type H) waiting to be reported, sends them to SES and stores the result of each communication.

When to use it

Daily, or whenever you confirm, change or cancel an accommodation booking.

Task: send pending accommodation services to SES. Recreation of the screen with sample data.
Task: check the result of each communication. The row is an illustrative example. Recreation of the screen with sample data.

Step by step

  1. Open Links › SES Lodging › Pending Services and use Filters to narrow down by dates or file.
  2. Click Send data to SES (the arrow button or Actions › Send data to SES).
  3. If a service returns an error, click the pencil: the file opens in another tab so you can complete the data (travellers, dates, accommodation) and send it again.
  4. Check Response Shipments for submissions awaiting a response (reload button) and Historic SES Lodging for the state, batch and communication code of each submission.
ColumnWhat it shows
File / GrpFile or group the service belongs to.
TypeService type; H stands for lodging.
Date inService date.
StateStatus of the submission: Not sent, sent, with errors…
Error SESRejection message returned by SES.
Common errorThe service does not appear in Pending ServicesCheck that the file service is an accommodation service and that the list has no filter applied. The crossed-out funnel button clears the filters.
Guidelines

Best practices

Decide first with your adviser

Series, subaccount digits, special scheme and accounting software are hard to change once there are invoices. Agree them before the first invoice is issued.

Test with a file

Before opening to the public, create a test file, invoice it, send it by email and check the accounting entry.

One cash register and one set of credentials per user

Assigning cash registers and wholesaler credentials per user makes reconciliations easier and shows who made each booking.

Check SES every day

Look at Pending Services and the history every day so you can fix rejected submissions in time.

Before you start working
  • The agency's Tax ID is validated and the tax details match the deeds of incorporation.
  • The test email has arrived correctly.
  • The invoice preview shows the logo and details correctly.
  • No invoice series is repeated or empty.
  • Banks, payment types and cash registers have their subaccount.
  • Each user has a group, a cash register and wholesaler credentials.
  • Capture for each contracted GDS is turned on in its branch and tickets are already arriving.
  • The SES Hospedajes credentials are saved and the first submission appears in the history.
Support

Common issues

I cannot get past step 5 of the wizard.There are repeated or empty series. Fill in the fields highlighted in red with different prefixes, including the two corrective series.
Emails are not being sent.Check the server, port, SSL/TLS, user and password in step 3 and send a test email. Some providers require an app password.
Tickets from a GDS are not captured.Check that capture is turned on in the correct branch and ask support to confirm that the GDS files are arriving.
A wholesaler's bookings are not coming in.Check the user's credentials in Credentials to Wholesale Captures and that they are still valid on the supplier's website.
SES rejects a submission.Read the message in Error SES or in the history, correct the data in the file using the pencil and send it again.
A user cannot see a menu option.Their group does not have that permission. Check it in Users › Groups.
Still not working?Open the help with the ? button on the screen or contact Pipeline Software support through the usual channels in your contract. Give the branch, the user, the screen and the exact error message.