What a file is in Orbis Web
The file brings together everything that happens with a trip: who pays for it, who travels, which services have been booked, what has been collected and what has been invoiced. With it you keep track of the profit and the outstanding balance of each sale without leaving a single screen.
| Part of the record | What it holds |
|---|---|
| Header | Fixed summary: file number, number of services, total amount, outstanding balance, opening and service start dates, and the exchange rate applied. |
| Main | Account holder, invoicing details, department, type of trip, dates, origin, destination and notes. |
| Passengers | The people travelling. |
| Services | What has been sold (flights, hotels, packages…), with its supplier, cost and amount. |
| Collections, Invoices and Delivery notes | What has been collected from the client and the documents issued. |
| Notes and General Information | Internal notes and the profit breakdown of the file. |
The 5 steps for working with a file
What do you want to do?
List of files
What it is for
Seeing all the files that match the active filters, finding a specific one and opening it to work on it.
When to use it
Every time you go into the module: it is the way in to any file, new or existing.
| Id | Record 2 | Automatic Invoicing | Currency | Client | NIF | Address | ||
|---|---|---|---|---|---|---|---|---|
| Filter… | Filter… | ▾ | Filter… | Filter… | Filter… | Filter… | ||
| 3 | 441 | 99/000159/0000/26 | - | EUR | Laura Martín Ruiz | 12345678Z | C/ Mayor 12 | 4 |
| 440 | 99/000158/0000/26 | - | EUR | Viajes Ejemplo S.L. +1 | B00000000 | Av. del Puerto 5 |
Step by step
- Type any detail of the file in the search box (magnifying glass): number, account holder, NIF…
- To narrow it down, type in the Filter… field of each column, or click the column heading to sort by it (↑↓ arrows).
- Click the row's ⌄ arrow to expand the rest of the file's columns without opening it (town, amounts, charged, outstanding balance, dates, invoice…).
- Click the pencil (Edit) to open the record and change it, or the eye (Consult) to view it read-only.
- Move between pages with Previous, the page numbers and Following, and choose how many rows to see in Show (10, 50 or 100).
| Control | What it does |
|---|---|
| + (New) | Opens a new file. See Creating a file. |
| Show/Hide Columns | Choose which columns are shown and in what order. See Show/Hide Columns. |
| Export to Excel / Export to PDF | Downloads the list with the filters applied. |
| Crossed-out funnel in the header | Clears whatever has been typed in the column filters. |
| +1, +2… label next to the client | Shows that the file has more account holders besides the one displayed. See Account holders. |
| «filtered on … records» text | Warns you that filters are active: the list shows only part of the total. |
Filters and My filters
What it is for
Narrowing the list by client, dates, services, file status, invoicing or collections, and saving the combinations you use often.
When to use it
For regular reviews: files with outstanding collections, not yet invoiced, from one department or with services on certain dates.
Step by step
- Click Filters to open the panel (click it again to close it).
- Fill in the fields you need, for example From Opening Date or Collections Record = Outstanding.
- Tick the statuses you want to see: Open, Closed and/or Cancelled.
- Click Filter. Reset Filters returns the panel to its initial values.
- To reuse the combination, open My filters (funnel with an arrow) and click Save filter.
- The crossed-out funnel (Reset Filters) removes all filters from the toolbar, without opening the panel.
| Filter | What it does |
|---|---|
| Branches · Client Types · Department | Multiple-selection drop-downs: limit the list to the chosen branches, client types or departments. |
| From / Up to Client Code · Client ID | Range of account-holder clients. |
| Customers | Name of the file's account holder. |
| From / Up to File Number · From / To Agent ID | Range of file numbers and of agents (sales desks). |
| From / Until Date Services Start · From / To End Date Services · From / Until Opening Date | Date ranges for the services and for when the file was opened. |
| Passenger Service · Ticket · Service Locator · Web Locator | Searches by service details: passenger, ticket number and locators. |
| Destination | Destination of the file (with a search box). |
| Show Invoiced/Delivery Note Files | All, Invoiced or Not Invoiced. |
| Automatic Invoicing | All, Automatic Invoicing Marking or Uncheck Automatic Invoicing. |
| Collections Record | All, Collected or Outstanding. |
| Open · Closed · Cancelled | File statuses that are included. |
| Show Only Records from Active Seller | Only the files of the logged-in user. |
| Files Paid to the Supplier | Only the files already paid to the supplier. |
| Reactivate Filters Summary | Shows the summary of the applied filters above the list again. |
| My filters | What it does |
|---|---|
| Save filter | Saves the current combination of filters under a name. |
| Export filters | Downloads the saved filters to a file. |
| Import filters | Loads filters from a previously exported file (for example, from another computer). |
| Filters saved on this web browser | Number of saved filters and access to each one. |
Show/Hide Columns
What it is for
Deciding which columns the list has and in what order: amounts, charged, outstanding balance, dates, invoice, department, origin, destination…
When to use it
When you always work with the same data and want to see it in the table without expanding each row.
Step by step
- Click each column to show or hide it, and drag it by its handle to change its position. Use Filter to find a column by name.
- Click Save to keep the layout. Reset to default values goes back to the initial layout and Delete removes the saved layout.
List toolbar: Captures, Automatic Invoicing and closing
What it is for
Reaching booking captures (PNR), running automatic invoicing and closing several files at once.
When to use it
For back-office tasks: reviewing bookings captured from the GDS, invoicing in bulk and closing finished files.
Step by step
- Click the button you need on the toolbar (hover over it to see its name).
- Or open Actions: it contains the same options with their names written out.
| Button | What it does |
|---|---|
| P · Captures | Opens PNR control: the captured bookings (Id, Type, Gds Locator, Locator, End of Service Date, Emission). Its P button opens the Captures window, and from each row you can create the file with Automatic New Files. See Capture a booking. |
| Invoice with A · Automatic Invoicing | Runs invoicing for the files ticked for Automatic Invoicing. |
| Folder with list · Close Selected Files | Closes all the files selected in the list in one go. |
| ? · Help | Opens the help for the screen. |
Creating a file
What it is for
Opening a new file for a client and getting it ready for adding passengers, services and collections.
When to use it
When starting a new sale. If the trip is similar to one already done, consider Duplicate File from the record toolbar.
| Id | Name | |||
|---|---|---|---|---|
| 41 | Laura Martín Ruiz | C/ Mayor 12 | NIF: 12345678Z | 2 |
| 55 | VIAJES EJEMPLO S.L. | Av. del Puerto 5 | NIF: B00000000 |
Step by step
- In the list, click + (New). The empty record opens with the Customers window; type the client's name or NIF in Search.
- Click the select button (✓) on their row. Their details go to the Main tab as the account holder.
- If the client does not exist, click New Customer and create them without leaving the file.
Record toolbar and Actions menu
What it is for
Running actions on the whole file: changing its status, printing documents, invoicing, posting to accounts and attaching files.
When to use it
At any time while the record is open. The actions are the same on every tab.
Step by step
- First group: Currency, Close File, Duplicate File, Change Agent No and Cancel File.
- Second group, documents: List, Itinerary, Confirmation of Reservations, SMS, File Summary (R) and Combined Travel Contract (C).
- Invoicing and accounting: Commission Invoices, Invoice, Accounting and Entry Record Report.
- At the end, Document Manager (attachments) and Help.
- On the right, ✓ (Save), ✗ (Exit without saving changes) and Actions, with every option listed by name.
| Action | What it does |
|---|---|
| Currency | Chooses the currency of the file (the button shows its symbol: €, $…). |
| Open File / Close File | Changes the status of the file. Only the option that matches the current status is shown. |
| Duplicate File | Creates a new file based on this one. |
| Change Agent No / Change Branch | Moves the file to another agent (sales desk) or branch (Change Branch is only in the Actions menu). |
| Cancel File / Uncancel File | Cancels the file or reverses the cancellation. |
| List · Itinerary · Confirmation of Reservations | Generates the file documents for the client. |
| SMS | Sends an SMS related to the file. |
| File Summary (R) | Shows a summary of the file. |
| Combined Travel Contract (C) | Generates the package travel contract. |
| Commission Invoices | Issues the commission invoices for the file. |
| Invoice | Issues the invoice to the account holder. Issued invoices appear on the Invoices tab. |
| Accounting · Entry Record Report | Generates the accounting entries for the file and lets you view those already generated. |
| Document Manager | Attaches and views the file's documents. |
| Help | Opens the help for the screen. |
| ✓ Save · ✗ Exit without saving changes | Saves the changes or exits discarding them. |
Main tab
What it is for
Recording the general details of the trip and of the account holder that will be used when invoicing.
When to use it
When you create the file and whenever a general detail changes (department, dates, destination…).
Step by step
- Check the account holder in Client: their details (document, company name, contact details) come from the client record. The person button (View Customer's File) opens that record.
- Enter the number of passengers in Pax and choose the Department, the Type of Trip and the dates. Fields in yellow are mandatory.
- Use the … button next to Origin and Destination (Selection Origin, Selection Destination) to pick them from the list.
- Tick Automatic Invoicing if the file should be included in automatic invoicing, and It is a Combined Trip if it is a package trip.
- Click Customers to expand the list of account holders, or R (Customers totals) to see their summary.
| Field | What it does |
|---|---|
| Client · Identity Document · Passport · Company Name · Phone · Mobile Phone · E-mail | Account holder details that will appear on the invoice. |
| Project 1 · Project 2 | The client's references for grouping or identifying the trip. |
| Booker | The person at the client who requests the trip. |
| Issue | Type of document issued to the account holder (for example, Invoice). |
| Simplified Invoice | Issues a simplified invoice instead of a full one. |
| Pax | Number of passengers in the file (mandatory). |
| Department · Type of Trip | Internal classification of the file; used in filters and reports. |
| Web Locator | Locator of the booking made on the website, if there is one. |
| Service Start Date · Date of Application | Date the trip starts (mandatory) and date it was requested. |
| Origin · Destination | Place of departure and destination of the trip. |
| Automatic Invoicing · It is a Combined Trip | Mark the file for automatic invoicing and as a package trip. |
| Brief Notes · File Description | Short text and longer description of the trip. |
Account holders of the file
What it is for
Splitting one file between several account holders (for example, two families, or a company and a private individual) and choosing which one is the default.
When to use it
When part of the services must be invoiced to another person or company. In the list, these files show the +1, +2… label next to the client.
| Id | Customer ID | Def. 3 | Customer | Contact | Name | NIF | Issue | |
|---|---|---|---|---|---|---|---|---|
| 371 | 183 | ✓ | ✓ | - | LAURA MARTÍN RUIZ | 12345678Z | Invoice | 2 |
| 372 | 45 | - | ✓ | - | Pablo Gil Soto | 87654321X | Invoice |
Step by step
- On the Main tab, click Customers and then + (Add Title) to choose the new account holder.
- The row menu contains Edit Customer Data, View Customer's File, Set Default, Change service customer and Delete.
- The Def. column shows which account holder is the file's default.
Passengers tab
What it is for
Recording the people who travel, who may be different from the account holder who pays.
When to use it
Before adding services, so you have the names to hand when assigning them and for the travel documents.
| Id | Customer ID | Customer | Contact | Name 2 | NIF | Phone | Mobile Phone | Observations | |
|---|---|---|---|---|---|---|---|---|---|
| 90 | 183 | Yes | No | Laura Martín Ruiz | 12345678Z | 600 000 000 | laura@example.com |
Step by step
- Click + (New) and fill in the passenger's details.
- Check the list: Customer and Contact show whether the passenger is registered as a client or as a contact. Filter each column with its field in the header.
Services tab
What it is for
Adding and managing what has been sold for the trip (flights, hotels, packages, insurance…), with its supplier, cost and selling price.
When to use it
Every time a service is confirmed, to keep track of the cost, the profit and what is still to be invoiced.
| Id | Locator | Ticket | Client | Invoice Issued | Supplier ID | Supplier | Amount | |
|---|---|---|---|---|---|---|---|---|
| 805 | AB12CD | Laura Martín Ruiz | SU/01000001/26 | 1 | SUPPLIER A | 100,00 $ | 4 | |
| 798 | Laura Martín Ruiz | 2 | SUPPLIER B | 100,00 $ |
Step by step
- Use See Invoiced and See Cancelled to show or hide services that have already been invoiced or cancelled.
- Actions on all services: Release of liability for travel insurance rejection (S✕), Mark all services as Confirmed and/or Delivered, Receive all and Prepaid List.
- To add a service: New Services From PNR (P+), Quick New Service (R+), Create Discount Service (D+) or + (New) for the full form. See the «Which method should I use?» table below.
- On each row, Edit (pencil), Consult (eye) and the ⋮ menu with the service actions.
| Which method should I use? | When | Where it is explained |
|---|---|---|
| P+ · New Services From PNR | The booking is in a GDS, on a transport website or with an integrated supplier. This is the recommended option: the details arrive already filled in. | Capture a booking and New Services From PNR |
| R+ · Quick New Service | The booking cannot be captured, or you want to create the service now and complete it later. | Quick New Service |
| + · New | You want to fill in all the service details from the start. | Service form, on this record |
| D+ · Create Discount Service | A discount has to be applied to the file as a service. | This record |
| Row ⋮ menu | What it does |
|---|---|
| Prepaid List | Shows the prepayments of the service. |
| Refund Service | Starts the refund of the service. |
| Duplicate Service | Creates a copy of the service in the file. |
| Do Not Allow Editing / Allow Edit | Locks or unlocks editing of the service. |
| Do not allow invoicing / Allow Invoicing | Excludes the service from invoicing or includes it again. |
| Move service up / Move service down | Changes the order of the service in the file. |
Capture a booking (P · Captures)
What it is for
Bringing into Orbis Web a booking made in a GDS, on a transport website or with a connected supplier by typing only its locator, without keying in the service details.
When to use it
Whenever the booking already exists in Amadeus, Galileo, Sabre, Renfe, Vueling or another integrated source. It is the first step to creating services from a PNR.
Step by step
- Type the booking locator in Locator.
- Tick the source of the booking: the GDS (AMADEUS, Galileo, Worldspan, Sabre, KIU), the transport operator (renfe, iryo, OUIGO, vueling, movelia) or the supplier.
- Click ✓ (Capture). The booking goes to the list of captures waiting in New Services From PNR.
| Where the Captures window is | What you do next |
|---|---|
| Services tab › P+ (New Services From PNR) | It opens on top of the list of captures. When you close it, you move what you captured into services of the open file. See New Services From PNR. |
| List of files › P (Captures) › PNR control › P | The captures stay in PNR control, with no file. From each row you can Consult it, see the Detailed Information, create the file with Automatic New Files or Delete the capture. |
New Services From PNR (P+)
What it is for
Turning captured bookings into services of the file with one click, with the ticket, amounts, taxes, commission, passenger and dates already filled in.
When to use it
It is the recommended way to create flights, trains and bookings from integrated suppliers: it avoids typing errors and keeps the service linked to its booking.
| Id | Type | Supplier | Locator 1 | Emission | Ticket | Pax | |
|---|---|---|---|---|---|---|---|
| 36 | RENFEAIR | RENFE | ABC123 | 15/12/2026 | 7480000000001 | 1 | G 4 |
| 37 | RENFEAIR | RENFE | ABC123 | 15/12/2026 | 7480000000002 | 1 | G |
Step by step
- On the Services tab, click P+. The Captures window opens: capture the locator (see Capture a booking) or close it if it was already captured. Find the booking in the list with the column filters, for example by Locator.
- Check the account holder in Client that the services will be assigned to; with … you choose another account holder of the file.
- Turn on Show Captured Pnr if you also need to see captures that have already been moved to a service.
- On the row, click the arrow you need (see table) to create the service. Before that, you can check the capture with Consult (eye) or Detailed Information (i).
| Row button | What it does |
|---|---|
| Eye · Consult | Shows the full capture. |
| i · Detailed Information | Shows the details of the captured booking. |
| ˄ · Go to Service | Creates a service from that line of the capture (one ticket or one booking). |
| ˄˄ · Switch to Pager Service | Creates the services for all the lines with the same Locator. |
| ˄˄G · Switch to Pager Service GDS | Creates the services for all the lines with the same Gds Locator (the whole GDS booking). |
| Bin · Delete | Removes the capture from the list. It does not delete the booking in the GDS or with the supplier. |
Quick New Service (R+)
What it is for
Creating a service in seconds by choosing only the account holder, supplier, product, product type and destination, and completing the rest later.
When to use it
When the booking cannot be captured (a hotel or activity with no integration, your own service) or you need to set up the service before you have all its details.
Step by step
- On the Services tab, click R+. The account holder in Client comes from the file; change it with … if the service belongs to another account holder.
- Click … next to Supplier, Product and Product Type and choose each one from the list.
- Choose the Destination with its … button.
- Click Accept. The service appears on the Services tab; open it with Edit to complete the amounts, dates and locator.
Collections tab
What it is for
Recording what the client pays (advance payments and collections), printing receipts, generating payment links and handling refunds.
When to use it
Every time the client pays or money has to be returned to them. The Outstanding Balance in the header is updated with each collection.
| Id | Receipt | Date | Amount | Type | Discount | Observations | Advance | Refund | |
|---|---|---|---|---|---|---|---|---|---|
| 508 | 2026/0000019 | 09/04/2026 | 100,00 $ | CASH | 0,00 $ | √ | - | 3 |
Step by step
- Choose which collections to see: View invoice charges (collections against invoices) and View refunded charges.
- Click Add Collection (+) to record a collection, New Link to create a payment link or Solicitud Devolucion (D+) to request a refund.
- On the row: Copy of Receipt (printer), Cancellation Information (i) and the ⋮ menu with See Accounting Entry, Refund, Allow Refund and Change receipt.
| Column | What it shows |
|---|---|
| Receipt | Receipt number of the collection. |
| Type | Payment method (for example, CASH). |
| Advance | √ if the collection is an advance payment. |
| Refund | Whether the collection is a refund to the client. |
Invoices tab
What it is for
Seeing the invoices issued for the file, their totals and outstanding amounts, and producing copies, FacturaE files, credit notes or re-invoices.
When to use it
After invoicing, to send copies to the client or to correct an invoice with a credit note.
| Id | Client | Invoice | Date | Amount | Outstanding Balance | Discount | Currency | |
|---|---|---|---|---|---|---|---|---|
| 265 | Laura Martín Ruiz | SU/01000001/26 | 16/01/2026 | 100,00 $ | 100,00 $ | 0,00 $ | USD | E R 3 |
Step by step
- Check the totals: Total Invoiced, Total Collected Invoices and Total Pending Invoices.
- Turn on Show Cancelled Invoices / Deposits to see cancelled invoices and credit notes as well.
- On the row: Detailed Information (i), Copy of invoice (printer), InvoiceE (E), Pay Invoice (red arrow, issues the credit note) and Re-invoice (R).
Delivery notes tab
What it is for
Seeing and issuing the delivery notes of the file and knowing whether they have already been invoiced.
When to use it
With clients who receive a delivery note and are invoiced later, usually in a grouped invoice.
| Id | Client | Delivery note | Date | Amount | Discount | Currency | Change | Invoice | Canceled | Credit Note |
|---|---|---|---|---|---|---|---|---|---|---|
| No data available | ||||||||||
Step by step
- Turn on Display Cancelled Delivery Notes / Credit Notes to include them in the list. The Invoice column shows which invoice each delivery note has been included in.
- Click + (New) to issue a delivery note.
Notes and General Information
What it is for
Notes holds free text about the file. General Information shows the expected and real profit and how the amount is split between products.
When to use it
Notes, to leave instructions for the rest of the team. General Information, to check profitability before closing the file.
| Product | Amount |
|---|---|
| Stays (Id: 2) | 100 (50 %) |
| Sample package (Id: 6) | 100 (50 %) |
Step by step
- In Profit Breakdown, compare the expected values with the real ones: cost, tax base, tax, profit and profit percentage.
- In Composition by Products, check what share of the amount corresponds to each product.
| Field | What it shows |
|---|---|
| Expected / Real | Expected is based on the expected cost of the services; Real, on the real cost recorded. |
| % Profit Tax | Tax applied to the profit. |
| Discount · Commission Ceded | Discounts applied and commission passed on to the client, which reduce the profit. |
| User Opening | User who opened the file. |
Best practices
Save your filters
Save the searches you repeat (outstanding collections, not invoiced…) and export them so you do not lose them when you change computer.
Capture rather than type
Create everything that comes from a GDS or integrated supplier with P+: tickets, taxes and commissions arrive without errors.
Account holders before services
If the trip is invoiced to several account holders, add them before creating the services and assign them with Change service customer.
Check the real profit
Before closing, compare expected and real figures in General Information: a difference points to pending supplier invoices or incorrectly entered costs.
- All services are confirmed and delivered.
- The outstanding balance in the header is zero or justified.
- Invoices and delivery notes are issued to the correct account holder.
- There are no yellow warnings left above the header.
- The real profit matches what was expected.